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

Add Documentation to an Incident

To thoroughly record a workplace incident, you may want to attach documents to your incident record. For example, you may want to attach photographs showing the area of the accident and its conditions at the time of the accident, photographs of damaged equipment, medical reports pertaining to any related injuries, correspondence concerning the incident, and so forth.

Incident documents also include redline drawings; that is to say, if you indicate on a floor plan drawing the location of an incident (using the system's redline features), the system will automatically attach your redlined drawing as a document for the incident.

You can attach multiple documents to a single incident.

To attach a document to an incident:

1. Run the Track Incidents task, save your incident, and move to the Documentation tab.

In the Select Documents for Incident form, the system presents a list of any existing documents for this incident, including redline drawings that you created.

2. Click Add New to attach a new document to this incident
3. Enter some or all of the following information in the form:

   Document	Initially, this field is not editable. Once you describe the document using the below fields and save your record, the system activates this field so that you can check in the document.
   Document Category/Type	If your site has established document categories and types, you can choose from these values to classify your document. This will help you find the document when using the document library and searching for it separately from the incident record.
   Document Folder	Specifying a folder for a document enables you to drill-down to find a document when using the document library.
   Document Name	The system automatically completes this field with the name of the incident to which you are attaching the document. You may retain this name, or if you wish, enter your own name. The value that you enter should help you identify this document when searching. This can be a name other than your document's file name.
   Document Author	Enter the name of the person who wrote the document.
   Date Document	Enter the date that the document was published or written, or another critical date, such as the invoice date, bill date, issued date for a permit or license.
   Document Review Group	Select the security group that is allowed to view this document. If you leave this field empty, anyone can view the document.
   Document Description	Describe the content or purpose of this document. This will help you identify the document when searching for it.
   Document Notes	Enter any additional notes that describe how this document is used. For example, enter a document abstract, or enter a custom phrase to help you locate this document when searching.

4. Click Save

   The system saves your description of the document and activates the Document field so that you can check in the document.

5. You can now check in the document by clicking the Check In New Document button next to the Document field. For information, see Using the Document Management System.
6. You can attach multiple documents to a single incident. To add another document to this incident, click Add New and follow the above procedure.
7. The system has automatically added the document to the document library so that you can view this document separately from the incident. For information on using the document library, see the Documentation / Manage Document Library task.

To work with documents attached to incidents:

You may need to view or otherwise work with an incident's documents:

1. Run the Track Incidents task, locate your incident, and move to the Documentation tab.
2. In the Select Documents for Incident form, the system presents a list of all existing documents for this incident. Each document entry has View and Edit buttons.

• To open a document for viewing, click View.
• To edit the description and properties of the document, choose Edit. In the bottom pane, the system lists the document's properties. You can edit any of the fields describing the document, except the value in Document. For example, you may want to add a category or type or move the document to another folder.
• To lock the document, check in a new version, or use other document management features, choose Edit. In the bottom pane the system lists the document's properties. Use the buttons next to the Document field to lock, delete, check in, or check out a document. For information, see Using the Document Management System.

You can also access your incident documents and change their properties using the document library, available from the Documentation / Manage Document Libraries task.

Note: When you save the record describing the document, the system completes the Related Incident field with the Incident Code value of this incident. If you later want to view this document using the document library, you can search the library by searching on the Related Incident field.

Back to Enter Incident Information.