OSHA recordkeeping is a critical component of workplace safety and compliance. It helps employers track injuries, illnesses, and incidents, ensuring they meet regulatory requirements while also identifying patterns that can improve safety practices. Proper recordkeeping not only helps organizations stay in compliance with OSHA standards but also provides valuable data to prevent future accidents.
OSHA Recordkeeping Forms
CFR 1904 mandates that all companies, with a workforce of more than 10 employees, maintain an injury and illness record unless deemed an exempt industry as defined in Non-Mandatory Appendix A to Subpart B. OSHA record forms, which must be kept on file by the employer for 5 years, include:
- Form 300: Known as the “Log of Work-Related Injuries and Illnesses”, an incident form that outlines the event and the parties involved
- Form 300A: The “Summary of Work-Related Injuries and Illnesses”, the second page of Form 300 which must be completed even if no injuries or illnesses took place during the calendar year. This form contains a log for the total tallies of the year and must be submitted electronically through OSHA’s Injury Tracking Application (ITA) after creating an account on the agency’s website
- And, Form 301: The “Injury and Illness Incident Report”, which should be completed within 7 calendar days after a recordable work-related injury took place. This form allows the employer to provide additional details, such as the background of the injury and the name of the treating physician or clinic
OSHA Reporting
Regardless of the staff size, all workplace’s must report fatalities, in-patient hospitalizations, amputations, and loss of an eye, pursuant to 1904.39.
Exempt companies must also participate in government surveys if requested to do so. Additional provisions in 1904 specify that:
- Reporting may be done online at OSHA’s website, by contacting OSHA directly at 1-800-321-6742, or by calling the nearest OSHA office
- Companies are required to advise their employees on the process of reporting a work-related injury and illness. If requested, the employee is entitled to a copy of the OSHA 300 and 300A Form by their employer no later than the end of the following business day
- And, employers must post an annual summary of the injuries and illnesses. This will be posted from the previous year between February 1st and April 30th. This summary should be displayed in a visible location where employees commonly view notices. The document must remain unaltered, clearly visible, and free from any obstructions or defacement
States with OSHA-approved state plans must create illness and recordkeeping and reporting systems that parallels the requirements in 1904.37. States may have reporting requirements that exceed federal requirements.
OSHA Privacy Requirements
The employer must safeguard the privacy of injured or ill workers from third parties. Determine if the incident is a “privacy concern case” by considering the following:
- An injury or illness to an intimate body part or the reproductive system
- An injury or illness resulting from sexual assault
- Mental illnesses, HIV, Hepatitis, or Tuberculosis
- Needlestick injuries and cuts from sharp objects that are contaminated with someone else’s blood
- And, other illnesses, if the employee voluntarily requests their name not to be entered in the log
For the above conditions, the employer must enter a “privacy case” in place of the worker’s first and last name. The employer should also maintain a private list with their name and case number.
Recordable Injury, Illness, and Incidents
OSHA defines a recordable injury or illness as:
- Any work-related fatality
- Any work-related injury or illness resulting in loss of consciousness, days away from work, restricted work, or job transfer
- Any work-related injury or illness requiring medical treatment beyond first aid (1904.7(b)(5)(ii))
- And, any work-related diagnosed case of cancer, chronic irreversible diseases, fractures or cracked bones or teeth, and punctured eardrums
There are also special recording criteria’s for work-related cases involving needlesticks and sharps injuries, medical removal, hearing loss, and tuberculosis.
Conclusion
OSHA recordkeeping goes beyond being a regulatory requirement; it’s a crucial tool for enhancing workplace safety and overall health standards. By keeping accurate documents, employers can spot trends, address emerging hazards, and take proactive measures to improve safety.