OSHA recordkeeping is a critical component of workplace safety management, helping employers track and document work-related injuries and illnesses. Maintaining accurate OSHA records not only ensures compliance with federal regulations but also provides valuable insights into safety trends that can drive improvements and prevent future incidents.
OSHA Recordkeeping Forms
CFR 1904 mandates that all companies with a workforce of more than 10 employees maintain injury and illness records, unless deemed an exempt industry as defined in Non-Mandatory Appendix A to Subpart B. OSHA’s record forms, which must be kept on file by the employer for 5 years, include:
- The OSHA Form 300: This form, known as the Log of Work-Related Injuries and Illnesses, documents the incident details and the individuals involved.
- The OSHA Form 300A: This is the Summary of Work-Related Injuries and Illnesses, the second page of OSHA Form 300. It must be completed annually, even if no injuries occurred, and submitted electronically through OSHA’s Injury Tracking Application after creating an account
- And, the OSHA Form 301: Also called the Injury and Illness Incident Report, this form must be completed within 7 calendar days of a recordable work-related injury. It lets employers provide details about the incident, including the injury’s background and the treating physician or clinic
OSHA Reporting
Regardless of the staff size, all workplaces must report fatalities, in-patient hospitalizations, amputation, 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 the following:
- 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 must inform employees about the process for reporting work-related injuries and illnesses. Upon request, employees are entitled to receive a copy of the OSHA 300 and 300-A forms from their employer no later than the end of the next business day
- And, employers must post a summary of the previous year’s reported injuries and illnesses from February 1 to April 30. This summary should be displayed in a prominent location where employee notices are typically posted and must remain unaltered and unobstructed
Many states have their own version of OSHA, such as OSHA-approved State plans. States with an OSHA-approved state plan must create a illness recordkeeping and reporting system that parallels the requirements in 1904.37 and 1952.4. Be advised that those states may have reporting requirements that exceed the federal requirements.
Privacy Requirements
The employer must safeguard the privacy of injured or ill workers from third parties. When determining if the incident is a privacy concern case, consider 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 another person’s blood or other potentially infectious materials defined in §1904.8
- And, other illnesses, if the employee chooses to keep their name off the log
For these conditions, the employer must enter “privacy case” instead of the worker’s name. They must also keep a separate private list with the employee’s name and case number.
Recordable Injuries, Illnesses, and Incidents
OSHA defines a recordable injury and illness as any work-related:
- Fatality
- Injury or illness that results in loss of consciousness, days away from work, restricted work, or transfer to another job
- Injury or illness requiring medical treatment beyond first aid
- And, diagnosed case of cancer, chronic irreversible diseases, fractured or cracked bones or teeth, and punctures eardrums
Additionally, there is a special recording criteria for work-related cases involving:
- Needlesticks and sharps injuries
- Hearing loss
- And, tuberculosis
Conclusion
OSHA recordkeeping is more than just a regulatory requirement—it’s a vital tool for promoting workplace safety and preventing injuries. Accurate, up-to-date records help employers spot hazards, track trends, and improve workplace safety.