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An Incident and Non-Conformance Management Form helps organizations track and respond to workplace accidents, safety issues, and quality control problems. It's a key tool for meeting South African Occupational Health and Safety Act requirements and maintaining ISO compliance standards in businesses across the country.

The form creates a standardized way to document what went wrong, investigate root causes, and plan corrective actions. Teams use it to record everything from minor quality issues to serious workplace incidents, making sure nothing falls through the cracks and helping prevent similar problems in the future. It's especially important for manufacturers, construction companies, and other businesses where safety and quality control are top priorities.

Use an Incident and Non-Conformance Management Form immediately after any workplace accident, near-miss, or quality deviation occurs. This includes machinery malfunctions, injuries to staff or visitors, environmental spills, or any situation that doesn't meet your organization's standard operating procedures or South African safety regulations.

Fill out the form when products fail quality checks, when employees report unsafe conditions, or when audits reveal gaps in compliance. Mining companies, manufacturers, and construction firms particularly need these forms to maintain their legal obligations under the Mine Health and Safety Act and Occupational Health and Safety Act. Quick documentation helps protect your organization and ensures proper incident investigation and corrective action.

• Basic Incident Report: Captures essential details about workplace accidents, injuries, or near-misses, focusing on immediate response and basic fact-gathering
• Quality Non-Conformance Form: Details product or service quality issues, inspection failures, and process deviations against ISO standards
• Environmental Incident Form: Specifically tracks environmental breaches, spills, or compliance issues under NEMA regulations
• Integrated SHEQ Form: Combines safety, health, environmental, and quality reporting for comprehensive management systems
• Corrective Action Report: Emphasizes root cause analysis and follow-up measures, often used in manufacturing and mining sectors

• Safety Officers: Lead the incident investigation process and ensure proper documentation of all workplace accidents and non-conformances
• Department Managers: Review and sign off on incidents in their areas, implement corrective actions, and track progress
• Quality Control Teams: Document product or service deviations and maintain ISO compliance records
• HR Departments: Handle staff-related incidents and ensure proper reporting to relevant authorities like the Department of Labour
• External Auditors: Review incident records during compliance audits and verify proper management system implementation
• Workers and Union Representatives: Report incidents and participate in investigations as required by OHS regulations

• Incident Details: Gather exact date, time, location, and description of what happened, including photos if possible
• People Involved: Record names and roles of all affected parties, witnesses, and those reporting the incident
• Risk Assessment: Document the severity level, potential consequences, and immediate actions taken
• Compliance Check: Note relevant OHS Act sections, ISO standards, or industry regulations that apply
• Supporting Evidence: Collect relevant documentation, maintenance records, training certificates, or procedure manuals
• Action Planning: Define clear corrective actions, responsibilities, and completion deadlines
• Verification: Ensure all required signatures from safety officers, managers, and affected parties are obtained

• Incident Identification: Unique reference number, date, time, and location details as required by OHS Act
• Nature of Incident: Clear description, severity classification, and type of non-conformance
• Affected Parties: Names, roles, and contact details of all involved persons and witnesses
• Risk Assessment: Immediate and potential risks, impact evaluation, and control measures
• Regulatory References: Applicable sections of OHS Act, SANS standards, or industry regulations
• Corrective Actions: Detailed plan, responsibilities, timelines, and follow-up procedures
• Authorization Section: Signature blocks for safety officer, manager, and relevant stakeholders
• Documentation: List of attached evidence, photos, or supporting documents

While an Incident and Non-Conformance Management Form documents specific events and their responses, the Incident and Non-Conformance Management Policy sets the overall framework for handling such incidents. Understanding these differences helps ensure proper documentation and compliance.

• Purpose and Scope: The Form captures detailed information about specific incidents as they occur, while the Policy outlines the organization's broader approach, procedures, and responsibilities for managing incidents
• Timing of Use: Forms are completed immediately after each incident occurs, whereas the Policy is established beforehand and reviewed periodically
• Content Detail: Forms contain specific facts, evidence, and corrective actions for individual cases, while the Policy provides general guidelines and protocols
• Legal Standing: Forms serve as official records for compliance and investigation purposes, while the Policy demonstrates the organization's commitment to OHS Act requirements and risk management