What is an incident and how do I report it?

What is an incident?

We often hear about “incidents” and perhaps don’t really know what an incident really means. In this article, we will try to shed some light on incidents while considering risk management in general.

An “incident” signifies an unplanned or unexpected event that possesses the potential to adversely affect an organization’s normal operations, objectives, or assets. These incidents can encompass a wide array of situations, ranging from accidents and cybersecurity breaches to natural disasters and operational failures. The essence of effective risk management lies in the identification and mitigation of incidents, regardless of their nature and scope, to safeguard an organization from potential harm and disruption.

Key to incident management is the capability to recognize and classify incidents, assess their potential severity, and respond promptly with predefined protocols. By doing so, organizations can mitigate the consequences, minimize losses, and ensure continuity of operations. Moreover, analyzing the causes and impacts of incidents allows organizations to learn from these experiences, refine their risk management strategies, and build resilience for similar future occurrences. 

Overall, incidents are integral to risk management, serving as the real-world scenarios that organizations must prepare for and address proactively, ensuring business continuity and achievements while minimizing potential disruptions and losses.

How do I report an incident?

After encountering an incident, the first question that comes to one’s mind is, “How do I report an incident?”. This section covers the basic steps to report and manage the incident.

Reporting an incident in risk management is a critical step to ensure that it is properly documented, assessed, and addressed. The specific process for reporting an incident can vary from one organization to another, but here are some general steps to follow when reporting an incident in a risk management context:

1. Immediate Response: Depending on the nature of the incident, take any immediate actions necessary to mitigate risks, ensure safety, and prevent further harm. This might include containing a security breach, evacuating personnel, or stopping a process.
2. Notify the Relevant Authorities: Contact the appropriate personnel or authorities within your organization who are responsible for incident management. This may include a designated risk management team, security personnel, or supervisors.
3. Use the Established Reporting Mechanism: Most organizations have established channels and mechanisms for reporting incidents. This could include dedicated incident reporting forms, hotlines, email addresses, or web-based reporting platforms. Follow your organization’s specific reporting procedures. When reporting an incident, be as specific and detailed as possible. Include information such as the date, time, location, nature of the incident, individuals involved, and any relevant documentation or evidence. The more information provided, the better the incident can be assessed and addressed.
4. Maintain Confidentiality: If anonymity is important, use any anonymous reporting mechanisms provided by your organization. Ensure that your identity remains confidential if necessary, as this can encourage individuals to report incidents without fear of retaliation.
5. Follow Up: After reporting the incident, stay engaged in the process. Be available to provide additional information, answer questions, and cooperate with any investigations or actions that may follow.
6. Documentation: Keep a record of your incident report, including any communication related to the incident. This documentation may be essential for tracking the incident’s progress and for legal or compliance purposes.
7. Learn from the Incident: Once the incident is resolved, participate in any post-incident review or debriefing to understand the root causes, identify preventive measures, and improve risk management practices.

It’s important to remember that the reporting of incidents is crucial not only for resolving the current issue but also for preventing similar incidents in the future. An effective incident reporting and management process helps an organization build resilience and improve its overall risk management strategies.