Nonconformities, observations and near misses
The Norwegian Labour Inspection Authority describes nonconformities as breaches of HSE rules and departures from safe operations. A near miss can provide useful information even when nobody is injured. Quality work can also address failures to meet agreed customer requirements.
Choose a category that helps you handle the case, then describe the actual situation. 'Someone almost tripped at the entrance' says more than 'HSE incident'. Separate what you observed from explanations that have not been investigated.
Work through the case in a clear order
Once the immediate situation has been handled, the following sequence can help organise internal follow-up.
- Describe what happened, where and when, and what has been done so far.
- Consider what could still happen and who needs information about the situation.
- Investigate causes with people who know the work, including planning, equipment and procedures.
- Choose a specific action, assign responsibility and set an appropriate deadline.
- Decide how and when to check its effect, and record what you actually find.
- Consider whether procedures, checklists or risk assessments need updating before closing the case.
Fictional example: the same obstruction at the entrance
In an imaginary cleaning business, a worker reports that an equipment trolley is blocking access again at the start of the job. Nobody is hurt. The trolley is moved, but the investigation reveals that no storage position has been agreed.
The person responsible agrees a suitable position with the customer and updates the preparation procedure. At the following job starts, the team checks whether access remains blocked. If the problem continues, it revisits the action instead of closing the case because the trolley was moved once. This is a fictional follow-up example.
An internal record does not notify the authorities
For an occupational accident causing serious injury or death, the employer must notify the police and the Norwegian Labour Inspection Authority as soon as possible. Follow the authority's current procedure. Saving a case, telling a colleague or sending an internal message does not make that notification.
Internal recording is additional to dealing with the emergency and meeting applicable external duties. Do not wait to finish an application form before following the necessary emergency arrangements.
Common pitfalls
'The worker was careless' can end an investigation before working conditions are examined. 'Everyone informed' is hard to evaluate without deciding what should change. Fewer reports can also have explanations other than better working conditions.
Make reporting straightforward and show what happens next. Limit the sharing of health information and personal conflicts; handle necessary details through an appropriate restricted process.
The next step in RettHMS
See how RettHMS connects an ordinary incident's description, handling, actions and effect checks. The person handling the case is identified and closure is explained. Sensitive cases have separate access, while ordinary operational incidents are part of workers' HSE and quality tasks.