Incident Reporting Software: 2024 Buyer's Guide

Stop wasting time with paper forms. Here's what you need to know about picking incident reporting software in 2024:

Key costs to expect:

Must-have features:

• Mobile reporting from any device
• Offline mode that works without WiFi
• Photo/voice evidence capture
• GPS location tagging
• Automatic task assignment
• RIDDOR compliance tools

Here's the truth: UK workplaces logged 561,000 injuries last year. But two-thirds of incidents still don't get reported. The right software helps you catch problems early and keep your team safe.

Want to get started? Test free versions from Lumiform or Mint Service Desk first. Then follow our setup guide to get running in under 4 weeks.

What is Incident Reporting Software

Workplace incidents happen. In 2022/23, UK workplaces recorded 561,000 employee injuries and 135 deaths. That's why tracking matters.

Incident reporting software helps teams track, manage, and stop workplace incidents from happening again.

Main Functions

Here's what the software does:

How It Helps Facilities Teams

The software makes work easier and responses faster:

Meeting Legal Requirements

The software keeps you on top of UK health and safety rules by:

• Tracking RIDDOR incidents
• Keeping reports as long as needed
• Getting all required details
• Making compliance reports
• Recording who did what and when

Managing Safety Risks

The numbers tell the story: In 2021, private companies logged 2.6 million workplace incidents. But here's the kicker: two-thirds of incidents still don't get reported.

The software turns incident data into action steps. That means fewer accidents, lower insurance costs, and no safety fines.

Must-Have Software Features

Here's what to look for in incident reporting software that actually works:

Mobile Access and Quick Updates

Your team needs to report incidents on the spot. No delays. No paperwork.

Automatic Task Management

Stop chasing people around. Let the software do the work:

Record Keeping Tools

UK companies saw 16% more incidents in 2023. Here's how to handle the load:

Data Analysis Tools

North Olympic Healthcare Network cut their open incidents by 66%. How? With these tools:

"Our incident reporting showed us exactly where things went wrong - in medication handling, referrals, and team communication." - Hospital Manager, York Hospital

York Hospital saw 12% more incident reports after adding proper software. The message? Pick software that fits your team's workflow. Don't force your team to fit the software.

System Requirements

Online vs Local Software

Let's break down what you need for cloud and on-premise software:

Here's what you'll pay for each option:

Data Storage Rules

Your data storage needs to hit these marks:

Data breaches can cost you big - up to £8.7 million in ICO fines. Here's when you need to act:

"It is important to remember that all breaches need to be recorded in your company breach log (if you don't have one, you should), but not all breaches need to be reported to the ICO." - Sara Newman, practice lead and co-founder of UK privacy consultancy Securys

Your storage checklist:

How to Choose the Right Software

Let's break down what matters when picking software for your team.

Ease of Use

If software's too complex, people won't use it. Simple as that.

Here's what makes software actually usable:

Help and Training

You'll need backup when things go wrong:

Price and Value

Here's what you'll pay and what you'll get:

Here's something wild: A 2020 xMatters study found teams spend WAY too much time fixing problems:

• 72% waste half their time on fixes
• 25% spend 4/5 of their time putting out fires

"Know what you need and how you want it to work. That's how you'll pick the right tool." - Resolver

Save money: Try free versions from Lumiform or Mint Service Desk first.

What basic plans cost right now:

• ManageEngine ServiceDesk Plus: £10/month
• Solarwinds Service Desk: £19/month
• EHS Insight: £3/month
• 1st Incident Reporting: £1/month

Before you buy:

• Run a test with your team
• Check if it plays nice with your tools
• Look for hidden fees
• Make sure help's there when you need it

Getting Started with the Software

Here's what you need to know to start using the incident reporting system:

"If you can't describe what you are doing as a process, then you don't know what you are doing." - W. Edwards Deming

Before you start your first incident report, complete these 5 tasks:

1. Set up Multi-Factor Authentication (MFA)
2. Add location bookmarks
3. Build your contact list
4. Create custom incident forms
5. Test your reporting workflow

Staff Training

We've broken down the training into three levels:

Your team needs to know:

• The difference between incidents and near misses
• How to fill out reports (the right way)
• Where to get help
• How to fix common issues

Here's how we measure if the training worked:

We support your team with:

• Step-by-step guides
• Practice scenarios
• Video tutorials
• Help desk support

Next Steps

Here's how to pick and set up your incident reporting software:

Let's talk numbers:

Small and medium businesses? They get hit with cyber attacks 70% of the time each year. And those OSHA fines? They can hit £70,000 per violation if you mess up your records. Plus, when disasters strike, 35% of companies lose over £25,000 in revenue.

"With a solid 24x7 Tier 1 NOC service watching your back, IT Support Managers can knock out 60% of support issues right at the front line." - Peter Prosen, INOC's VP of NOC Operations

Check These Before You Buy:

Start with these basics:

• Emergency contacts
• Incident types and forms
• Response steps
• Staff access levels
• Backup plans

Here's the bottom line: Your team should file reports in under 5 minutes with 90% accuracy. That's how you catch issues early and keep everyone safe.

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