You don't want to hassle with your insurance either, do you? Then make sure your RI&E is in order!
When they hear 'RI&E', many entrepreneurs often start to sigh. The RI&E is therefore often placed on the “that will come list”. It is a red tape and a must for the Dutch Labour Inspectorate. Nevertheless, this provides a distorted picture.
Unfortunately, an incomplete, incomplete or missing RI&E can cost you dearly. For example, insurance claims are rejected, you receive heavy fines and you can even be held legally liable. You don't want all this, do you?
In this blog, we would like to show you why a current RI&E is really a necessity. You also want to have your risks well covered, don't you? Then make sure you have an up-to-date and good RI&E, which gives you peace of mind and thus prevents any financial surprises.
What is an RI&E and why is it so important for your insurance?
In an RI&E, you record all work risks within your organization. These can be physical risks such as noise, machines or dangerous substances to mental risks such as work pressure and stress.
This also includes bottlenecks within the organization. This includes faulty procedures or unclear responsibilities. An RI&E is also a document that is required by law.
What is the purpose of a current RI&E?
Your organization is constantly developing: new processes, different machines, changing staff structures. But will your RI&E continue to change at the same pace?
A current Risk Inventory and Evaluation (RI&E) is not a paper formality. It is an essential tool for recognizing, managing risks and preventing accidents. Especially if you are serious about safety and continuity.
However, we often find that this takes a while. While insurers are keen on it. In fact, when it comes to claims for damages, they are increasingly checking whether there is a valid, current RI&E. If you are unable to provide it, you run the risk of your claim being denied. With all the consequences that entail.
In short:
You can easily let your business move with the market, but your RI&E must grow with it. And your insurer expects that, too.
Policy terms and “hidden” requirements
Did you read the fine print? Many employers only look at the premium and the coverage of their liability insurance.
What's exactly at the bottom of the fine print is often blindly assumed to be the truth.
Surely there is something along the lines of: “the insurance does not cover if the employer has demonstrably failed to comply with legal obligations such as the RI&E.” In other words, if you don't have an RI&E, it's not covered.
What can go wrong without a current RI&E?
- Your claim will be denied in the event of an accident at work, even if you “meant everything well.”
- The legal costs are at your own expense in case of liability.
- Your reputation is being damaged, both among employees and clients.
- The relationship with your insurer is coming under pressure.
An incomplete or forgotten RI&E suddenly feels like an expensive and annoying “joke”.
What is the situation in the Netherlands?
We'd love to give you some insight into current figures and facts. Are there many companies that have arranged it properly? Unfortunately, the figures from TNO and CBS give little reason for joy:
- No less than 60% of the companies have a current RI&E.
- SMEs in particular are lagging behind in this. This is often due to a lack of time or lack of the necessary knowledge.
- The SZW Inspectorate (Labour Inspectorate) is increasingly carrying out targeted checks.
- Fines can quickly and severely amount to up to €4,500 per offence for the absence of a current RI&E.
- Fines for an untimely plan of action can amount to up to €3,000 per offence.
- More and more insurers are increasing the requirements for possible compensation.
In other words: a current RI&E is not just the one check mark for inspection, it is a tangible prerequisite for the progress of your organization.
What are the consequences if your RI&E is not in order?
Do you not have your RI&E in order? Then unfortunately, there are consequences. The consequences of a missing or not current RI&E often go beyond just an 'angry' letter from the inspectorate. You are at risk on various fronts. This includes financial, legal and operational risks. For convenience, we have listed a few risks for you:
- The insurance does not pay out in the event of injuries or damage in the workplace.
- You will receive fines from the SZW Inspectorate. These amounts can amount to thousands of euros, even without an accident.
- You will be held liable in case of injury. This includes lengthy lawsuits and compensation.
- You will have to deal with high absenteeism costs. In the event of incapacity for work, the costs can unfortunately be considerable.
- You are experiencing reputational damage. This often happens in sectors where safety and/or reliability are really preconditions.
So the biggest risk is not whether your RI&E will be checked, but when!
How do you make sure your RI&E is correct?
Fortunately, we also have good news for you! Keeping track of your RI&E doesn't have to be a headache file for you at all. By using the right tools and by using them correctly, you create RI&E insightful. It will be manageable and at the end of the trip, you will have it legally sealed. Software such as ISO2HANDLE can help you with this.
What are the benefits of RI&E software?
You don't have to do it all alone. Using RI&E software is going to help you enormously. We've listed some of the great benefits of the software below for you:
- You work faster. After all, you don't have to start from scratch. The risk models and templates help you get started right away.
- You'll always stay up to date. Will anything change in the legislation? Don't worry, the software changes with it.
- You have clear reports. These are not only good for you, but also for the inspectorate and the insurer.
- You use an action-oriented approach. This way, you can immediately see which risks need (extra) attention.
- You make fewer mistakes, because everything is automatic. Say goodbye to duplicate documents or difficult Excel formulas.
An extra trick: you can use the RI&E link to other processes. Like your incident registration or your audit system. Ideal, isn't it? This way, you keep a grip and an overview.
Tips for properly arranging your RI&E
As already mentioned, a current RI&E does not have to take much time. Using this practical approach, you can go a long way:
- Designate one person responsible. For example, your QHSE coordinator or facility manager. No shared responsibility, because then no one really feels responsible.
- Use a proven tool and not separate documents. Above all, avoid Word templates or outdated Excel sheets. A good tool provides structure and guarantees your progress.
- Schedule a fixed time for changes. You can do this once a year or just after a major change (new building, new machines, other work processes).
- Involve your employees in the workplace in preparing your RI&E. Employees see risks earlier than managers. Use toolboxes, inspection rounds, or schedule short interviews to uncover all risks.
- Check the policy conditions of your insurance carefully. Know what to comply with! If necessary, call your insurer and have it confirmed in black and white.
- Make sure you document everything properly. Also what you don't consider to be a risk and why that is. This way, you always have a correct substantiation that you did the right thing.
When does your insurance not pay out?
We can only give you one clear answer to this: as soon as it appears that you, as an employer, have violated your duty of care. And a current RI&E is often the first thing that is looked at.
In case of a non-current RI&E, you can:
- Demonstrate no preventive measures.
- none plan of action show for known risks.
- Are you “demonstrably negligent” under the law.
To clarify, we would like to give you a practical example:
An employee falls down a ladder. Your RI&E does not describe the risk of falling as a present risk. The plan of action is missing and there is no clear instruction. In this situation, the insurer will reject your claim, with the result that you will be legally liable.
Is your RI&E not up to par?
Then today is a good time to make sure that this does happen. No need to panic, but it is the right time to take action.
At ISO2HANDLE, we are happy to help you with a user-friendly solution. We developed this solution specifically for companies that:
- Want to comply with laws and regulations
- Not having the time and/or knowledge to figure everything out all by yourself
- Would like to keep an eye on all risks, actions and evaluation moments
Conclusion: the RI&E is your insurance certificate
So an RI&E is not just that tedious inspection exercise. It's insurance on your insurance. Make sure your RI&E is up to date and up to date to prevent any financial damage and fines. Protect your employees and the progress of your organization. Make the risks present visible, manageable and insurable.
Do you also want to get started with your RI&E without hassle? Then check out our risk assessment solutions or contact us.
Quality, Health, Safety and Environment?
