Incident Reporting FAQ’s

Why Is An Incident Reporting Procedure Important?

An efficient and effective incident reporting procedure is the foundation of responsible on-site building risk management. There are several benefits to knowing what is happening on your premises and capturing important information quickly.  

You can immediately investigate issues or problems and take appropriate corrective action.

You have a record of incidents you can use to identify potentially hazardous conditions, enabling more focused maintenance and loss prevention activities.

The incident report provides the information your insurance carrier will require to respond to a property or liability claim.

You can respond immediately to mitigate damages and prevent future losses.

It will make a significant difference in your loss experience and ultimately impact the rates you pay for insurance.

Who Is Responsible For Reporting An Incident?

In a word, everyone. All building employees must be responsible for reporting incidents to a designated member of management. They are the “eyes and ears” of the property and play a valuable role in the reporting process. Information may come by way of witnessing an incident, or being advised of one by a tenant, resident, visitor, or vendor. An effective communication and training plan must be in place to educate employees in their responsibilities for participating in this process.

When Should An Incident Be Reported?

Any situation involving known or potential property damage or bodily injury should be reported to the on-site property manager or insurance broker regardless of the amount of damages or severity of injury. Although not every incident will result in a claim, the importance of documenting information is absolutely necessary to create a record of what is happening at your location and why. Should the incident meet claims reporting criteria, your records will provide your insurance carrier with important information to begin a prompt investigation and adjustment of any claim. At a minimum, it will provide valuable maintenance and loss control data.

Who Is The Process "Owner?"

This will largely depend on the type of property involved. An on-site property manager, superintendent, or other representative may be the local liaison for apartments and co-ops. The board of directors may be the appropriate liaison for some condominium associations. Regardless of who has the on-site responsibility, a member of senior management must “own”, monitor, and oversee the process.

How Should Incidents Be Recorded?

Have an established, consistent format to record information. Based on our experience, we have developed the attached sample format for your consideration. It was designed to capture basic, but critical information necessary to properly document an incident. It should be fully completed.

Who Is Responsible For Record Keeping And What Method Should Be Used?

We recommend a formal “incident log” or “register” maintained by a designated individual, preferably someone onsite. To insure consistency this individual should complete all incident reports. This centralized data repository will enable senior management to review the frequency and type of incidents that occur, and leverage that information for maintenance and loss control activities. It will also provide documentation of what preventive or correction action was taken in response to an incident.

What Can Be Done To Improve The Process?

Gathering and documenting evidence is always important, particularly in liability situations. Time is of the essence with regard to inspecting and documenting the condition of the location and any defect that is alleged to have caused injury or damage. Consideration should be given to providing each property manager or supervisor with a disposable 35mm flash or digital camera that can be used to photograph the scene. This information is invaluable to your liability insurance carrier’s investigation and its ability to defend you in the event of a lawsuit.

Who Can I Contact For More Information?

Claims Department
The Distinguished Programs Group
6 East 43rd Street, 15th Floor
New York, NY 10017-4609
888-355-4626
212-297-3131 (fax)
dpgclaims@distinguished.com