Sustainability & Risk/ Health & Safety / Track / Track Incidents task

Copy Incident Data to a New Incident Record

If a workplace incident involves multiple people, you must create a separate incident for each person involved in the mishap. To do this, you can create an incident for one person and then use the system's copy feature to copy the entered information to a new incident. You can then enter the person for this incident and edit the generated incident record as necessary. The system groups together the related incidents under the Grouped Incident Code field.

For example, if two people were involved in an accident while repairing the boiler, you would enter a record for the first person, enter all location information, enter the boiler equipment, and save the record. You could then use the Copy Incident feature to have the system generate a new record with this same location and equipment information. You can then enter the other affected person in this new record. The two records will have the same value for the Grouped Incident Code field.

Note that is the Incident Code field that stores the unique value for identifying this new record and is the field by which you can enter person-specific information, such as resulting required medical monitoring, work restrictions, or training for this person. The Incident record stores person-specific information; the Grouped Incident Code field is simply a way to connect multiple person-based Incident records. This is important for reporting purposes; reports can group

To create a new incident:

1. Run the Track Incidents task, enter as much information as you know at this time, and save your incident.
2. Once you save the incident, the system activates the Copy Incident button.
3. Choose Copy Incident and the system prepares to generate a new incident record by copying the below information from the previously displayed record.

• Incident Details tab: Incident Date, Incident Type, Incident Time, Responsible Manager, Reported by, Recorded by, Safety Officer, Activity Before, Incident Description
• Site Information tab: Site, Property, Building, Floor, Room, Equipment
• Incident Response tab: Root Cause Category, Root Cause Doc, Root Cause Description, Short-Term CA, Short-Term CA Description, Long-Term CA, Long-Term CA Description

4. The system updates the display with this new generated record so that you can edit any information as required. Note that the Grouped Incident Code value has the same value as the Grouped Incident Code field on the originating record.
5. Note that the system does not copy the employee information. For the new incident, you must complete one of the following fields:

• Affected Employee
• Non-Employee Contact Code
• Affected Non-Employee Name

6. With the affected person information entered, click Save. The system saves your record and includes it in the list of incidents.
7. If necessary, you may edit the generated record to complete its other fields and edit any pre-filled values that might differ for this record.

You can also generate a new incident from an existing incident listed in the list of incidents. Select the source incident from the list and then follow the above procedure, beginning with Step 3.

Back to Enter a Workplace Incident