Create an Root Cause Analysis report form using Google Forms

A Root Cause Analysis form is used identify the fundamental reasons why incidents, accidents, near misses, or other failures occur. This helps organizations uncover underlying systemic issues by performing a detailed analysis of what happened, why it happened, and what conditions allowed it to happen, ensuring corrective actions target root causes rather than just treating symptoms.

A comprehensive Root Cause Analysis (RCA) form should collect all essential information clearly, accurately, and in a structured format that supports workplace incident management. The form includes the following sections:

• Employee/Investigator Information: This section gathers key details about the person submitting the RCA. It includes the full name, job title or position, department, and contact information. Collecting accurate investigator data ensures proper identification and accountability.

• Incident Details: This section records when, where, and what type of incident occurred. It includes the date and time of the incident, the specific location within the workplace, and the category of incident, such as equipment failure, human error, or procedural violation. It also captures a detailed description of the event, immediate actions taken, and any contributing factors.

• Root Cause Analysis: This section identifies the underlying causes of the incident. It may include tools such as the 5 Whys or fishbone diagrams to systematically investigate why the incident occurred. This helps teams understand the root issues rather than just addressing symptoms.

• Corrective and Preventive Actions: This section records steps to address the incident and prevent recurrence. It includes both immediate corrective actions and long-term preventive recommendations, along with the individuals responsible for each action and target completion dates.

• Attachments: This section allows the inclusion of supporting evidence, such as photos, diagrams, reports, or documents, to provide context and clarity for the investigation.

• Acknowledgement and Signatures: This section includes signatures from the employee or investigator, supervisor, and EHS Manager or relevant authority to confirm the accuracy of the information and complete the approval workflow. This ensures accountability, verification, and formal documentation for recordkeeping purposes.

Regulatory Compliance: Root Cause Analysis forms are designed to support workplace safety regulations and internal incident management policies, ensuring all critical information about incidents is captured accurately.

Upload Attachments: Include photos, documents, or evidence related to incidents to provide clear context for the investigation. This makes documentation more thorough, actionable, and easier to review.

Legally Binding Signatures: Collect signatures from the investigator and supervisor to maintain accountability and formal verification. Signed RCA reports can serve as official records for internal audits or compliance reviews.

Customizable Approval Workflow: Route completed RCA forms to supervisors, safety officers, or management for review, verification, and follow-up. This streamlines incident management and ensures corrective and preventive actions are assigned and tracked.

Sync to Google Sheets: Sync form responses directly to Google Sheets to track incidents, analyze trends, monitor recurring issues, and generate data-driven insights for continuous improvement.

Save to Google Drive: Automatically generate and store PDF copies of RCA reports in Google Drive for easy access, organized recordkeeping, and long-term documentation.

Recordkeeping Compliance: Maintain RCA records to meet organizational and regulatory requirements. Centralized storage ensures investigations are preserved and easily retrievable for audits or safety program reviews.

Privacy & Security: RCA forms may include sensitive details about incidents or personnel. Restrict access to protect confidentiality while maintaining transparency for incident management.

Mobile-Friendly: Enable employees and investigators to submit RCA reports directly from mobile devices, including attachments, for faster and more accurate reporting on-site.

Whether you are managing a construction site, healthcare facility, manufacturing plant, or office environment, using a standardized Root Cause Analysis (RCA) form ensures consistent incident documentation and supports effective workplace safety management. This template simplifies the investigation process, helping employees and supervisors capture essential details about incidents, identify underlying causes, and implement corrective and preventive actions while the information is most accurate and actionable.

Create your customized RCA form to make incident reporting faster, easier, and more effective in preventing future issues and promoting a safer, more efficient workplace.