This material is for training purposes only. Its purpose is to inform Oregon employers of best practices in occupational safety and health and general Oregon OSHA compliance requirements. This material is not a substitute for any provision of the Oregon Safety Employment Act or any standards issued by Oregon OSHA. For more information on this online course and other OR-OSHA online training, visit the Online Course Catalog.

MODULE 2: DOCUMENTING THE ACCIDENT SCENE

Introduction

In this module we will take a look at strategies for documenting the accident scene. We'll emphasize the team approach and discuss the advantages of using the various documentation methods including, personal observation, photo/videotaping, taking statements, drawing sketches and reviewing records.

Why the team approach works best

Once the accident scene has been roped off, it's important to begin immediately to gather evidence from many sources as possible during an investigation. One of the biggest challenges facing the investigator is to determine what is relevant to what happened, how it happened, and why it happened. Identifying items that answer these questions is the purpose of effective accident scene documentation.

As you'll learn, there are so many ways to document the scene that it may become quite difficult for one person to effectively complete all actions. The most effective strategy is to document as much as possible, even if you question relevancy. It's easy to discard clues or leads if they prove not useful to the investigation. It's not at all easy to dig up material evidence well into the investigation. All items found at the scene should be considered important and potentially relevant. Consequently, a team approach is probably the most efficient strategy when conducting accident investigations when very serious injuries or fatalities are involved.

Sample Accident Investigator's Kit

Another important policy is to have a ready-and-waiting accident investigator's kit. You won't be able to fulfill this purpose unless you come prepared so make sure an accident investigation kit (see example kit below) is available for use.

Camera - 35mm, Polaroid, panoramic
Tape recorder
Ground loop Impedance Tester
Sound level meter
Abney Level or clinometer
Tape measure, 25 and 50 ft length
Clipboard, paper, pencils, etc.
Rain gear
Rubber and caulked boots
Plastic bags with ties
Square, French curve template
Personal Protective Equipment
- Eye protection
- Hand protection
- Clothing
- Respirators
- Hearing protection
String
Stakes
Warning tape .

Methods to document the accident scene

Make personal observations. With clipboard in hand, take notes on personal observations. Try to involve all the senses.

What do you see? What equipment, tool, materials, machines, structures appear to be broken, damaged, struck or otherwise involved in the event? Look for gouges, scratches, dents, smears. If vehicles are involved, check for tracks and skid marks. Look for irregularities on surfaces. Are there any fluid spills, stains, contaminated materials or debris?
What about the environment? Were there any distractions, adverse conditions caused by weather? Record the time of day, location, lighting conditions, etc. Note the terrain (flat, rough, etc.)
What is the activity occurring around the accident scene?
Who is there: Who is not? You'll need this information to take initial statements and interviews.
Measure distances and positions of anything and everything you believe to be of any value to the investigation.

Obtain initial statements. If you're fortunate there will be one or more eye-witnesses to the accident. Ask them for an initial statement giving a description of the accident. Also try to obtain other information from the witness including:

Names of other possible witnesses for subsequent interviews.
Names of company rescuers or emergency response service.
Materials, equipment, articles that were moved or disturbed during the rescue. .

Take photos of the accident scene. Make sure you start with distance shots, and move in closer as you take the photos. Also make notes about the photos you took. Some important points to remember about taking photos include:

Take photos at different angles (from above, 360 deg. of scene, left, right, rear) to show the relationship of objects and minute and/or transient details such as ends of broken rope, defective tools, drugs, wet areas, containers.
Take panoramic photos to help present the entire scene, top to bottom - side to side.
Take notes on each photo. These will be included in the appendix of the report along with the photos. Identify the type of photo, date, time, location, subject, weather conditions, measurements, etc.
Place an item of known dimensions in the photo if hard-to-measure subjects are being photographed.
Identification of person taking photo.
You may indicate the locations photos were taken on sketches.
Finally, do not use a digital camera as the photo may not be considered legally admissible. The digital photo can be easily "touched up." Use a standard print camera.

Videotape the scene. The earlier you can begin videotaping, the better. Once company or other emergency responders are attending to the victim, begin videotaping. The video recorder will pick up details and conversations that can add much valuable information to your investigation. Just remember...don't get in the way.

Some important points to remember when videotaping include:

Have witness(es) accompany and describe what happened.
If possible, reenact the event.
Use a tripod when taping.
To get the "lay of the land," stand back from a distance and zoom in to the scene.
Scan slowly 360 degrees left and right to establish location.
Narrate what is being taped, describe objects, size, direction, location, etc.
If a vehicle was involved, tape direction of travel, going and coming. .

Before you tape, make sure your video camera is operating properly, the battery is charged, and, oh yes...take the cap off the lens ;-)

Sketch the accident scene. Sketches are very important because they compliment the information in photos, and are good at indicating distances among the various elements of the accident scene which establishes "position evidence." It is important to be as precise as possible when making sketches. The basic components of the sketch are:

Documentation. Date, time, location, identity of objects, victims, etc.
Spatial relationships. Measurements.
Location of photographs.

Sketches are valuable because they reconstruct the accident in model form and are best able to indicate movement through time. They also help establish testimony if it becomes necessary to defend against a damage or injury claim. The sketch may also help establish a claim against a supplier or manufacturer. You don't have to be a professional illustrator to make a decent sketch, but you must be accurate in your measurements. Take a look at the sketch below as a sample of a useful sketch.

Some sketching pointers:

Make sketches large; preferably 8" x 10".
Makes sketches clear. Include information pertinent to the investigation.
Include measurements. Establish precise fixed identifiable reference points.
Print legibly. All printing should be on the same plane.
Indicate directions, i.e., N,E,S,W.
Always tie measurements to a permanent point, e.g.. telephone pole, building.
Mark where people were standing.
Use sketches when interviewing people.
Show where photos were taken.
Upgrade the quality of the sketch. Turn it into a precise diagram.

The sketch below illustrates the Triangulation Method which makes it possible to later pinpoint the exact location of an object. In this accident, the victim contacted a high voltage line with a metal tree trimming pole. The position of the victim's head is measured from three points. Notice the small circles with horizontal lines through them. These circles indicate where photos were taken. Also, North is indicated and all major objects are identified.

Here's another sketch that helps to illustrate one of the major advantages of sketching. It shows motion through time. In this sketch you can see how the bulldozer rolled down the side of a hill.

Interview documents. That's right...you don't just review records, you "interview" them by asking questions. If you ask...they will answer. Some records you might want to interview are:

Maintenance records - to determine the maintenance history of the tools, equipment or machinery involved in the accident.
Training records - to determine the quantity and quality of the training received by the victim and others.
Standard operating procedures - to determine the formally established steps in the procedures.
Safety policies, plans, rules - to determine their presence and adequacy.
Work schedules - to determine if the victim might have been fatigued or otherwise overworked.
Disciplinary records - if discipline is considered justified, to determine if disciplinary actions have occurred previously.
Medical records - if permission granted, or otherwise allowed, to determine potential physical/mental contributing factors.
EMT reports - to determine quality of response procedures.
OSHA Form 200 - (For years up to and including 2001) and 300 Log - to determine if similar accidents have occurred previously. See OROSHA Recordkeeping Rules for more information.
DCBS Form 801, First Report of Injury - to collect additional information on accident events and background. See OROSHA Recordkeeping Rules for more information.
Safety Committee Minutes - to determine the history of any discussion of related hazardous conditions, unsafe behaviors or program elements.
Coroner's report - to determine direct cause of injury causing fatality.
Police report - to determine facts when criminal negligence is in question. Note: When criminal negligence is suspected stop the investigation and coordinate all activities with legal advisors.

The Final Word

Documenting the scene is important for so many reasons. Remember, the team approach works best because accuracy in reconstructing the accident is the final criteria. I think you'll agree that given all the time and money constraints, and complexity of the investigation process, two heads are better than one. Now let's take the quiz.

Let's Review

6. When documenting the scene, one of the biggest challenges facing the investigator is to:

a. determine who is to blame
b. determine what is relevant
c. determine who is in charge
d. determine who is liable

7. The most effective documentation strategy is to:

a. document material evidence
b. document obviously relevant material
c. document it, even if relevancy is in question
d. document evidence to establish relevancy

8. When making personal observations, the investigator should consider which of the following:

a. What is not present
b. Condition of objects
c. What is present
d. All of the above
e. None of the above

9. Photos are better at documenting the scene for all the reasons below except:

a. Photos more effectively show motion through time.
b. Photos are better at displaying details.
c. Photos best show size relationships.
d. Photos are easier to produce.

10. What relevant information might be obtained by reviewing the OSHA Form 300 Log?

Congratulations on completing module two! Documenting the scene is an important step in the process. In the next module, you'll learn more about the interview process. Remember, if you have any questions or comments, just drop me an email at email.

Have a great safe day!

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