PHAs must establish formal procedures that will be carried out after an accident or loss on PHA property. These procedures, if conducted properly and promptly, will help reduce the cost of a claim against a PHA, or may even become a factor in eliminating the claim altogether.

PHA staff should be trained adequately in post-event loss control. Following are the basic questions that need to be answered if an accident or endangering incident occurs on PHA property:

Who?
The name, address, date of birth, social security number, occupation, name of guardian (if minor), and gender of the person(s) involved, and whether he/she is a resident, visitor, or contractor.

What?
The nature of the accident or incident and the injury(ies). Approach witnesses for an accurate statement and record witness(es) name, address and phone number. Document the exact sequence of events that led to the circumstances of the incident. Use a step-by-step approach to determine what happened, including every person and every object that contributed to the occurrence. Select words judiciously, stating the facts, but leaving out opinions. Include estimated property damage costs, even though actual costs will be determined later.

When?
The date and time of the event, as well as weather and lighting conditions. Be aware that incidents are sometimes alleged to have occurred days and even weeks prior to the date they are reported. The "when" data have tremendous value in legal actions and in court decisions, and they are a key indicator of the need for additional investigation.

Where?
The exact location of the accident or incident, with notes on details that may have caused the event or been a factor. Take photos whenever possible.

Why?
Review the facts surrounding the accident or incident to find probable cause. Determine a course of action.