Whether it's a security breach, employee misconduct or a workplace accident, there is no time to lose when responding to an incident. Companies that use paper systems or spreadsheets risk lost details, escalation and repeat incidents. However, incident management software lets teams respond quickly, comply with reporting requirements and boost prevention.

What is Incident Management Software?

Incident management software, also referred to as incident tracking software, is a digital tool that helps teams investigate incidents in:

• Corporate security
• Health and safety
• Loss prevention
• Brand protection
• Human resources
• Cybersecurity

Sometimes called case management software, it is a system that helps investigators work efficiently and collaborate securely with others.

RELATED: How Incident Management Software Protects Your Company

Why You Need Incident Management Software

Incident management software helps investigators capture tips, complaints and anomalies and report on the results to prevent future incidents. Using one centralized, secure platform, teams can:

• Create cases instantly by integrating your intake and detection mechanisms
• Assign investigations and tasks automatically or manually
• Search for open and closed investigations by location, subject and incident type
• View a timeline of actions taken on a case, including time, date and team member
• Collect supporting documents and audiovisual evidence
• Use built-in form templates to ensure accurate and compliant reporting

RELATED: What to Look for in an Incident Management System

Key Incident Management Software Features

The most important parts of managing incidents are a timely response and preventing similar incidents in the future. Incident management software helps investigators do both.

Easy Case Intake and Assignment

Sensitive incidents, such as a security breach, harassment or theft, need to be dealt with as quickly as possible. Incident management software lets teams get right to work with streamlined case intake and assignment.

Organizations can integrate intake and detection mechanisms to capture incidents and funnel them right into the incident management system. After a case is automatically created, it's auto-assigned to an investigator based on preset criteria. Alternately, managers can manually assign cases.

Not having to manually create case files reduces the risk of the incident escalating or incidents falling through the cracks.

Risk Analysis

Managing incidents goes beyond handling the initial fallout. Teams need to take preventive action to reduce risk to employees, customers and brand data.

Incident management systems with a risk analysis feature help companies identify vulnerabilities and areas of improvement. Using a drag-and-drop report builder, they can create heat maps, graphs and charts to spot common incident types, problem branch, office or store locations and repeat offenders.

This feature helps teams focus their preventive efforts, such as:

• Editing company policies
• Reworking employee training
• Implementing new security measures
• Updating or installing health and safety equipment

Mobile-Friendly Platform

Finally, incidents can happen anywhere, including a work site, the sales floor and any part of your office building. Investigators have to act fast when logging and reporting on incidents, especially if they have to file a form (i.e. OSHA).

If they have to wait until they return to the office to create an incident file, investigators risk forgetting important details. Incident management software on a web-based, mobile-friendly platform lets them create and work on a case from anywhere with an internet connection.

Web-based incident management software helps investigators:

• Create incident cases right in the system from anywhere
• Work on cases when they are out of the office (e.g. traveling, on work sites, visiting other locations)
• Record interview notes and upload evidence files right away
• Comply with reporting requirements by streamlining the workflow process

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Do you have more questions about incident management software? Check out these helpful resources:

• Managing Incidents Effectively with Case Management Software
• Managing Health and Safety Incidents with Case Management Software
• Protecting Your Brand with Case Management Software
• Managing Security Investigations with Case Management Software
• Conducting Human Resources Investigations with Case Management Software
• Managing Loss Prevention with Case Management Software
• How to Reduce Premises Liability with Case Management Software
• What to Look for in an Incident Management System
• How Incident Management Software Protects Your Company
• The Complete Guide to Workplace Incident Investigations
• Reporting Patient Incidents: A Best Practices Guide