First-aid log (Verbandbuch) in Germany: duty, content and retention
Every first-aid treatment must be documented – even a plaster after a cut finger. Which details belong in the first-aid log, how long it is kept and what to consider regarding data protection.
Last updated on 6 min readAMS Go editorial team
Key points at a glance
- Every first-aid treatment must be documented; the records must be kept available for five years and treated confidentially (Section 24 (6) DGUV Regulation 1).
- The documentation proves that an injury occurred at work – important if a minor injury later has serious consequences.
- Book, report pad or digital: what matters is complete details and the protection of health data.
- If someone is unable to work for more than three days, the entry is not enough – an accident report to the accident insurance institution is also required.
What is a first-aid log?
The first-aid log (Verbandbuch) records all first-aid treatments in the company – from a plaster after a cut finger to care after a fall. The term dates from the time when a bound book was common. The German Social Accident Insurance (DGUV) now speaks more generally of the “documentation of first-aid treatment”.
The duty follows from Section 24 (6) DGUV Regulation 1: the employer must ensure that every first-aid treatment is documented and that this documentation is kept available for five years. The documents must be treated confidentially.
Why is the entry so important?
The entry proves that harm to health occurred during an insured activity. This is especially important if a seemingly harmless injury later gets worse – such as a small wound that becomes infected. Without documentation, it is often difficult to prove that it was an occupational accident.
The entries also show where injuries happen repeatedly in the company. This is a valuable pointer for the risk assessment.
What belongs in the first-aid log?
DGUV Information 204-021 lists the details that should be recorded for every first-aid treatment:
Name of the injured or ill person
ExampleEmployee from assembly
Date and time
Example14 October, 9:40 a.m.
Place
ExampleHall 2, assembly line 3
What happened
ExampleSlipped while deburring sheet metal
Type and extent of the injury
ExampleCut on the left index finger
Witnesses
ExampleColleague at the neighbouring station
First-aid measures
ExampleWound cleaned, plaster applied
Name of the person who gave first aid
ExampleFirst aider on the shift
Book, report pad or digital?
The rules do not prescribe a specific form. Common are:
- the classic first-aid log, in which all entries follow one another
- the report pad under DGUV Information 204-021, in which each first-aid treatment is documented on a separate sheet and then filed securely
- digital documentation, provided confidentiality, completeness and retention for five years are ensured
From a data protection perspective, individual sheets or a digital solution with access rights have an advantage: whoever makes an entry does not see other people's entries.
First-aid log and data protection
Entries in the first-aid log contain health data and therefore special categories of personal data within the meaning of Art. 9 GDPR. This means:
- The first-aid log is not left out in the open – only authorised persons, such as first aiders or the occupational safety specialist, have access.
- Other people's entries must not be visible when making an entry.
- After the retention period, the records are destroyed or deleted in compliance with data protection, unless other reasons require longer retention.
First-aid log or accident report?
The first-aid log does not replace an accident report (Unfallanzeige). If an insured person is unable to work for more than three days after an occupational accident, the employer must report the accident to the accident insurance institution within three days (Section 193 of Social Code Book VII, SGB VII).
First-aid treatment, unable to work for three days at most
What to doEntry in the first-aid log
Unable to work for more than three days
What to doEntry in the first-aid log and accident report within three days
Fatal accident or accident with many injured
What to doImmediate notification of the accident insurance institution
Checklist: first-aid log
- First-aid log or report pad available at every first-aid location
- First aiders know how and where to make entries
- Every first-aid treatment is documented in full
- Entries are protected from prying eyes
- Completed sheets or books are filed securely
- Retention for five years is organised
- Entries are evaluated and fed into the risk assessment
Free templates for this guide
As PDF and Excel, no sign-up – free to use in your own company.
Frequently asked questions
Is a first-aid log mandatory in Germany?
Yes. Under Section 24 (6) DGUV Regulation 1, every first-aid treatment must be documented. The form – book, report pad or digital – is up to you.
How long must the first-aid log be kept?
The documentation of first-aid treatment must be kept available for five years and treated confidentially.
Who makes entries in the first-aid log?
Usually the person who gave first aid, for example the first aider. If someone treated themselves, they record the injury themselves.
Can the first-aid log be kept digitally?
Yes, as long as the details are complete, only authorised persons have access and the documentation remains available for five years.
When is an accident report also required?
When an insured person is unable to work for more than three days due to an occupational accident. The employer must then submit the accident report to the accident insurance institution within three days.
Terms from the glossary
This guide gives a general overview of German occupational safety law and does not replace legal advice. The regulations in force and the rules of the statutory accident insurance institutions are authoritative.
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