We're changing how we record incidents, accidents and visitors

DQSC has been using a paper system for recording accidents and incidents for many years and following a review of how GDPR requirements and the legally required reporting requirements, the General Committee has decided that using an electronic form is the best way forward for reporting Accidents and Incidents.

This change is supported by a reporting system, via the Hon Secretary, that will log and enable investigations as needed, providing a secure (limited access) repository for the reports and associated documentation. The use of the electronic form will simplify the review and analysis of reports so that trends or problems can be identified and mitigated as well as meeting legal reporting requirements.

This approach will also enable the club to meet the requirements of Chichester Harbour Conservancy, who are responding to a Ports & Marine Facilities Safety Code (PMSC) which has specific reporting requirements which now includes Sailing Clubs & Training Establishments.

The Form

The form is accessed using a QR code or by visiting a URL displayed under the QR code and can be completed using a smart phone, tablet or computer.

The form has certain information sections that are mandatory (names, addresses etc) and then through the selection of place (on water / on land) and type (racing / cruising / galley etc) of the accident or incident and takes you through required fields until the form is completed and the submit button is pressed.

QR Codes and URL are displayed in the foyer to the right of the bar door and above the First Aid boxes in the main club room.

Visitor Sign In (Visitors Book)

As part of the review of GDPR requirements for Accident and Incident report the General Committee also looked at the Visitors Book, this was also found to be non compliant with GDPR requirements, specifically that(names, address etc are visible to the next person signing the book). The GC took the decision after reviewing other paper options that an Electronic Visitors Book was the best way of managing the requirement for visitors to sign at the club.

To achieve this an electronic form has been created that will log and provide a secure, limited access, repository for visitors information.

The form is accessed using a QR code or by visiting a URL displayed to the right of the Bar door in the foyer under the QR code and can be completed using a smart phone, tablet or computer.

The form has certain information sections that are mandatory, names, addresses etc, until the form is completed and the submit button is pressed.