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The Incident and Non-Conformance Management Form helps organizations track and respond to workplace issues, accidents, and policy breaches. It's a crucial tool for Kiwi businesses meeting their Health and Safety at Work Act 2015 obligations, capturing essential details about what went wrong, who was involved, and what actions were taken.

These forms play a vital role in risk management and continuous improvement. When filled out properly, they create a clear record of incidents, help prevent similar problems from happening again, and demonstrate compliance with WorkSafe NZ requirements. Many NZ companies integrate these forms into their quality management systems to maintain ISO certifications and meet industry standards.

Fill out an Incident and Non-Conformance Management Form immediately after any workplace accident, near-miss, or deviation from standard procedures. This includes injuries requiring first aid, equipment malfunctions, chemical spills, or situations where safety protocols weren't followed. Quick documentation helps meet WorkSafe NZ reporting requirements and preserves crucial details while memories are fresh.

The form becomes especially important during health and safety audits, ISO certification reviews, or when responding to regulatory inquiries. It's also essential for tracking patterns in workplace incidents, identifying training needs, and demonstrating your commitment to maintaining safe working conditions. Many insurance claims and ACC reports rely on these documented details.

• Basic Incident Forms: Focus on capturing essential details about workplace accidents, injuries, or near-misses, aligned with WorkSafe NZ requirements
• Quality System Non-Conformance Forms: Track deviations from ISO standards, operating procedures, or quality control measures
• Environmental Incident Forms: Specifically designed for reporting spills, emissions, or breaches of environmental regulations
• Combined Reporting Forms: Integrate both incident and non-conformance tracking into a single comprehensive document, popular among larger organizations
• Industry-Specific Templates: Tailored versions for sectors like construction, manufacturing, or healthcare, incorporating unique risk factors and compliance needs

• Health and Safety Officers: Lead the incident investigation process and ensure proper documentation of all workplace accidents or near-misses
• Department Managers: Review and sign off on forms, implement corrective actions, and monitor team compliance with safety procedures
• Employees: Report incidents, provide witness statements, and participate in follow-up investigations or remedial training
• Quality Managers: Oversee non-conformance reporting and coordinate with ISO auditors to maintain certification standards
• WorkSafe Inspectors: Review completed forms during site visits or investigations to verify compliance with health and safety regulations

• Incident Details: Collect exact date, time, location, and clear description of what happened
• People Involved: Record names and roles of all affected workers, witnesses, and first responders
• Physical Evidence: Take photos, preserve relevant equipment, and gather any CCTV footage
• Initial Response: Document immediate actions taken, including first aid or emergency services called
• Risk Assessment: Note any existing controls that failed and potential future prevention measures
• Supporting Documents: Attach relevant procedures, training records, or maintenance logs
• Follow-up Actions: List corrective measures, responsible persons, and completion deadlines

• Incident Classification: Clear categorization aligned with WorkSafe NZ reporting requirements and severity levels
• Identity Details: Names, roles, and contact information of all involved parties and witnesses
• Event Timeline: Precise chronological record meeting Health and Safety at Work Act documentation standards
• Risk Assessment: Evaluation of hazards and control measures as required by safety regulations
• Corrective Actions: Detailed plan for preventing recurrence, with assigned responsibilities
• Privacy Statement: Compliance with Privacy Act 2020 regarding personal information handling
• Authentication: Dated signatures from incident reporter, supervisor, and safety representative

The Incident and Non-Conformance Management Policy differs significantly from an Incident and Non-Conformance Management Form. While they work together, they serve distinct purposes in your health and safety system.

• Purpose and Scope: The Policy sets out the organization's overall approach and requirements for handling incidents, while the Form is the practical tool used to document specific events
• Timing of Creation: The Policy is established proactively as part of your compliance framework, while Forms are completed reactively after incidents occur
• Content Detail: The Policy outlines procedures, roles, and responsibilities broadly, whereas Forms capture specific incident details, evidence, and corrective actions
• Legal Function: The Policy demonstrates systematic compliance with WorkSafe NZ requirements, while Forms provide documented evidence of actual incident management and response