There is no single device layout that suits every organisation. A rope access technician, an office worker, a wheelchair user and a first aider may all need information to be reachable in different places. The strongest arrangement starts with real situations, then combines suitable personal access points with carefully controlled workplace backups.
Option one: a device stays with the worker
An organisation can provide a helmet tag, keyring, lanyard, wristband, card or sticker and assign it to a member of staff. The worker connects the organisation-owned device to the profile they control and chooses what is public.
This approach keeps the access point near the person. It can be useful for mobile staff, contractors, construction workers, field teams, wheelchair users and people who move between locations. The exact device and position must be suitable for the task, clothing and equipment involved.
Option two: a controlled workplace reference point
A first-aid room, control room or designated office can hold an organised set of MIPACE stickers assigned to participating staff. This might be a clearly indexed response folder, board or other controlled system. When an authorised colleague receives a call about an employee, they can locate that person’s assigned device and open the current public profile.
This provides a backup when the worker’s carried device is not available or the incident occurs elsewhere on site. It must not become an unattended public directory. Access, labelling, storage, testing and staff responsibilities need to be defined.
Use both when the risk assessment supports it
A worker is not limited to one MIPACE device. An organisation can assign multiple devices to the same person where there is a clear purpose. A helmet tag might travel with the worker while a sticker remains at the emergency response point. Both can open the same current public profile, avoiding separate versions of the information.
The organisation manages its device inventory and assignments. The worker controls their personal profile and what it displays. A device is an access point to that profile; it does not physically hold an editable copy of the employee’s health information.
Match the format to the environment
- Helmet tags: for approved helmet use where manufacturer instructions, site rules and the risk assessment allow.
- Keyrings and clips: for bags, keys or suitable equipment that normally stays with the person.
- Lanyards and cards: for office, reception and controlled workplace settings where they do not create a safety hazard.
- Small stickers and dots: for suitable personal items or an indexed workplace reference system.
- Larger stickers: for greater visibility on suitable equipment, including a wheelchair or mobility aid when chosen by the user and safely positioned.
Build governance around the devices
Decide who can provision, assign, release and test devices. Keep a reliable inventory. Explain the arrangement to workers and first aiders. Set review points for starters, leavers, role changes and lost equipment. If the organisation keeps any additional health information outside MIPACE, it must separately meet data-protection requirements for workers’ health information.
Questions to answer before rollout
- Who may need assistance, and in which locations or activities?
- Which device can remain accessible without introducing another hazard?
- Would a controlled backup device improve the emergency plan?
- Who is authorised to use and maintain the workplace reference point?
- How will workers approve connections and control their public information?
- How often will assignments, device function and staff training be reviewed?
- What happens when a device is lost or a worker leaves?
Use the practical guide Choosing Organisation Device Access Points, then review How Organisation Devices Work and Organisation Roles & Permissions.
Sources and further guidance
- HSE: workplace first-aid arrangements
- ICO: data protection and workers’ health information
- ICO: emergency sharing of workers’ health information
Please note: MIPACE is an information-access tool. Organisations remain responsible for risk assessment, first aid, emergency planning, reasonable adjustments, data protection, staff training and all controls required for their workplace.