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STANDARD OPERATING PROCEDURES	SOP #		Revision
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Issue Date		Review Date
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2026/03/23: Incident Reporting & Investigation SOPDocument Number: IR&I01Version: 01Compiled By: Dean JacobsReview Date: 2027/03/23 1. PURPOSETo establish a structured procedure for reporting, recording, and investigating incidents to ensure:<ul><li>Immediate response to incidents and injuries </li><li>Identification of root causes </li><li>Implementation of corrective and preventative actions </li><li>Compliance with the Occupational Health and Safety Act 85 of 1993 </li><li>Prevention of recurrence </li></ul> 2. SCOPEThis procedure applies to:<ul><li>All employees </li><li>All departments within SPAR Health </li><li>All contractors and visitors on site </li></ul>It covers:<ul><li>Injury and illness reporting </li><li>Near-miss reporting </li><li>Property damage incidents </li><li>Environmental incidents </li></ul> 3. LEGAL COMPLIANCEThis SOP complies with:<ul><li>Occupational Health and Safety Act 85 of 1993 </li><li>General Administrative Regulations (GAR 8 & GAR 9 – Incident Reporting) </li><li>Compensation for Occupational Injuries and Diseases Act (COIDA), where applicable </li></ul> 4. DEFINITIONS<ul><li>Incident: Any unplanned event that results in or could result in injury, illness, damage, or loss </li><li>Near Miss: An incident that did not result in injury or damage but had the potential to do so </li><li>Investigation: Process of determining causes and contributing factors </li></ul> 5. ROLES AND RESPONSIBILITIESMaintenance Manager / Safety Officer (Dean Jacobs)<ul><li>Ensure all incidents are reported and investigated </li><li>Lead or oversee investigations </li><li>Report notifiable incidents to authorities </li><li>Ensure corrective actions are implemented </li></ul>Supervisors / Team Leaders<ul><li>Ensure incidents are reported immediately </li><li>Secure the scene </li><li>Assist with investigations </li><li>Implement corrective actions </li></ul>H&S Representatives<ul><li>Participate in investigations </li><li>Assist with root cause identification </li><li>Monitor corrective actions </li></ul>Employees<ul><li>Report all incidents and near-misses immediately </li><li>Cooperate during investigations </li></ul> 6. INCIDENT REPORTING PROCEDUREIn the event of an incident:<ol><li>Ensure immediate safety (stop work if required) </li><li>Provide first aid or emergency assistance </li><li>Report the incident immediately to: <ul><li>Supervisor  </li><li>Safety Officer (Dean Jacobs) </li></ul></li><li>Record the incident on Shefes system </li><li>Preserve the scene (if required for investigation) </li></ol> 7. INCIDENT CLASSIFICATIONIncidents may include:<ul><li>Injury or illness </li><li>Near miss </li><li>Property damage </li><li>Environmental incident </li></ul>Reportable Incidents (Legal Requirement)Must be reported to authorities if they involve:<ul><li>Death  </li><li>Serious injury </li><li>Dangerous occurrences </li></ul> 8. INVESTIGATION PROCEDUREAll incidents must be investigated as follows:<ol><li>Assign an investigation team </li><li>Gather evidence: <ul><li>Witness statements </li><li>Photos  </li><li>Equipment condition </li></ul></li><li>Identify root causes (not just symptoms) </li><li>Determine contributing factors: <ul><li>Human factors </li><li>Equipment failure </li><li>Environmental conditions </li></ul></li><li>Develop corrective and preventative actions </li></ol> 9. ROOT CAUSE ANALYSISInvestigation must focus on:<ul><li>Why the incident occurred </li><li>Failures in systems or procedures </li><li>Preventative measures to avoid recurrence </li></ul>Methods may include:<ul><li>5 Why Analysis </li><li>Basic root cause techniques </li></ul> 10. CORRECTIVE ACTIONS<ul><li>Actions must be: <ul><li>Specific  </li><li>Assigned to responsible persons </li><li>Time-bound  </li></ul></li><li>Actions must be tracked and closed out</li></ul> 11. COMMUNICATION AND REPORTING<ul><li>Findings must be communicated to: <ul><li>Management  </li><li>Affected employees </li><li>H&S Representatives </li></ul></li><li>Lessons learned must be shared to prevent recurrence </li></ul> 12. RECORD KEEPINGThe following must be maintained:<ul><li>Incident reports </li><li>Investigation reports </li><li>Witness statements </li><li>Corrective action records </li></ul>All records must be stored on Shefes system and be available for audits. 13. NON-COMPLIANCE<ul><li>Failure to report incidents is a serious violation </li><li>Disciplinary action may be taken </li><li>Immediate action must be taken for high-risk incidents </li></ul> 14. REVIEW AND REVISIONThis SOP must be reviewed:<ul><li>Annually  </li><li>After serious incidents </li><li>After changes in legislation or operations</li></ul>

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