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The Incident and Non-Conformance Management Form helps organizations track and respond to workplace problems, accidents, and violations of company policies or Hong Kong safety regulations. It's a key tool for businesses to document issues, from minor workplace incidents to serious health and safety breaches that fall under the Occupational Safety and Health Ordinance.

Teams use this form to record what happened, analyze root causes, and plan corrective actions. It supports compliance with local regulatory requirements while creating a clear paper trail for audits and investigations. Many Hong Kong companies integrate these forms into their quality management systems to prevent similar issues from happening again and demonstrate their commitment to continuous improvement.

Use an Incident and Non-Conformance Management Form immediately after any workplace accident, safety breach, or deviation from standard procedures. This includes equipment malfunctions, injuries requiring first aid, chemical spills, or situations that could have led to harm. Filing the form promptly helps meet Hong Kong's workplace safety reporting requirements and protects your organization legally.

The form becomes essential when dealing with repeat incidents, compliance audits, or investigations by Hong Kong's Labour Department. Complete it thoroughly when addressing quality control issues, environmental incidents, or any events that trigger mandatory reporting under local regulations. This documentation proves vital for risk management and maintaining your safety management system certification.

• Basic Incident Report: Captures essential details about workplace accidents, injuries, or near-misses, focusing on immediate response and basic facts
• Quality System Non-Conformance Form: Details violations of ISO standards or internal quality procedures, with emphasis on corrective actions
• Environmental Incident Form: Specifically tracks environmental breaches, spills, or compliance issues under Hong Kong's environmental regulations
• Safety Investigation Form: Provides in-depth analysis tools for serious incidents requiring thorough investigation under local safety laws
• Integrated Management System Form: Combines incident and non-conformance tracking across quality, safety, and environmental systems in one document

• Safety Officers: Oversee the form's implementation, ensure proper documentation, and coordinate investigations of reported incidents
• Department Managers: Review and verify incident details, approve corrective actions, and monitor their team's compliance with safety procedures
• Human Resources: Maintain records, handle incident-related personnel matters, and coordinate with insurers when needed
• Quality Assurance Teams: Track non-conformances, analyze trends, and recommend system improvements
• Employees: Report incidents, participate in investigations, and provide firsthand accounts of events or near-misses
• External Auditors: Review documentation during compliance audits and safety management system certifications

• Incident Details: Gather precise date, time, location, and sequence of events, including any immediate actions taken
• People Involved: Record names and roles of all witnesses, affected persons, and those who responded to the incident
• Evidence Collection: Take photos, preserve relevant documents, and secure any physical evidence from the scene
• Risk Assessment: Document potential consequences, likelihood of recurrence, and existing control measures
• Corrective Actions: List specific steps to prevent similar incidents, including timelines and responsible parties
• Compliance Check: Verify alignment with Hong Kong's workplace safety regulations and reporting requirements

• Incident Identification: Unique reference number, date, time, and location details compliant with Hong Kong reporting standards
• Description Section: Clear narrative of the incident, including immediate actions and contributing factors
• Risk Classification: Severity rating and potential impact assessment aligned with local safety guidelines
• Investigation Details: Root cause analysis findings and compliance with Occupational Safety regulations
• Corrective Actions: Specific measures, timelines, and responsible parties for implementing solutions
• Authorization Block: Designated spaces for relevant signatures, including safety officer verification
• Data Protection Statement: Clause ensuring compliance with Hong Kong's personal data privacy requirements

The Incident and Non-Conformance Management Form differs significantly from the Incident and Non-Conformance Management Policy in both scope and application. While they work together, they serve distinct purposes in Hong Kong's workplace safety framework.

• Purpose and Timing: The Form is a reactive document used to record specific incidents as they occur, while the Policy outlines the organization's overall approach and procedures for handling incidents
• Content Focus: Forms capture detailed event data, witness statements, and specific corrective actions, whereas Policies establish general guidelines, roles, and reporting requirements
• Legal Standing: Forms serve as evidence in investigations and compliance audits, while Policies demonstrate the organization's commitment to safety management systems
• Usage Pattern: Forms are completed multiple times for each incident, but the Policy is a single, standing document that guides the entire incident management process