Health and safety incident files For health and safety, risk and insurance teams
Every incident.
Investigated and on record.
FilePlan 365 gives every accident, near miss and incident its own secure file inside SharePoint. Reports, witness statements, investigations and actions are filed to the right incident, with the right protection, automatically.
Works inside SharePoint
Incident details from your H&S system
30-day free trial
1
Incident details
Incident reference, type, location and investigating manager, taken from your health and safety system.
2
Document types
The same labelled folders for every incident, down the left.
3
The incident’s documents
Everything filed to that incident, in the wider panel on the right.
What is FilePlan 365?
A digital filing cabinet, built into SharePoint
Think of a filing cabinet with a drawer for every incident, and the same labelled folders inside each drawer. FilePlan 365 does exactly that inside SharePoint, the place your organisation already keeps its documents.
No new system to learn
Your team works in SharePoint and Microsoft 365, just as they do today. There is nothing extra to install on anyone’s computer.
Filed once, found in seconds
Every document goes into the right incident file and folder, so anyone with access can find it straight away.
Kept as long as it should be
Each document is protected and kept for the right length of time, without anyone having to remember the rules.
Connected to your health and safety system
Incident details arrive automatically
You never retype an incident reference, location or injured person. FilePlan 365 picks up each incident’s details from your health and safety system, so a new incident has its file ready the moment it’s reported.
When an incident changes
A RIDDOR notification, a new investigator or a claim is picked up automatically, so every file stays accurate.
When an incident is closed
The closure date flows across too, and the clock for how long the file is kept starts by itself.
For your IT team
A Power Automate flow keeps a SharePoint list of incidents up to date from your health and safety system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The incident file plan
Every incident organised the same way
Each incident file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Report
Incident report, first aid record, photos
Kept for: 6 years after closure
2
RIDDOR
RIDDOR notification, HSE correspondence
Kept for: 6 years after closure
3
Investigation
Investigation report, root cause analysis, statements
Kept for: 6 years after closure
4
Actions
Action plan, risk assessment updates, sign-off
Kept for: 6 years after closure
5
Claims
Insurer notification, claim correspondence, settlement
Kept for: 7 years after settlement
6
Lessons learned
Safety alerts, briefings, training updates
Kept for: 6 years after closure
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Health and safety incident files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Health and safety incident files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Health and safety incident files template
Pick “Health and safety incident files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your incident files, folders and document types are created for you, ready to start filing.
3
Make it your own
Rename folders, add your own document types, and set how long each is kept, to match your safety management system.
Find an incident
Any incident file in seconds
Start typing and FilePlan 365 shows matching incidents straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by incident reference, location or person involved.
2
Narrow it down
Filter by incident type, site, severity or status if you need to.
3
Open the file
Click an incident to see everything filed to it.
People only ever see the incidents and documents they are allowed to see.
Advanced search
Answer questions across every incident file
Tick a few options and FilePlan 365 finds every matching document across all your incidents. Perfect for HSE visits, insurance claims and safety committee reports.
HSE visitEvery RIDDOR report and investigation for one site
Insurance claimAll statements and photos for one incident
Safety committeeEvery action plan still open this quarter
Compliance, without the jargon
Protected and kept for the right time, automatically
FilePlan 365 uses the security and retention tools already in your Microsoft 365, known as Microsoft Purview. You decide the rules once, and they’re applied to every document.
Kept for the right time
Incident files are kept for six years after closure, and longer where there’s a claim. Closure starts the clock automatically.
Only the right people can see it
Incident files are marked Confidential. Injury and medical details are marked Highly confidential.
Personal data stays inside
Documents containing injury or medical details can’t be shared outside your organisation.
These are example settings. You choose the labels and timescales that match your own policies.
Why teams choose FilePlan 365
Less time chasing statements. More time preventing harm.
One file per incident
Report, investigation, actions and claims, in one place.
Ready when reported
New incidents arrive from your H&S system with their file set up.
Claims without the scramble
Pull together the evidence an insurer needs in seconds.
Closure handled for you
Retention starts automatically when an incident closes.
Every incident file.
Always in order.
Try the Health and safety incident files template free for 30 days, in your own Microsoft 365 tenant.
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