OSHA Injury and Illness Recordkeeping Basics— A Guide for Employers

These type of records are not always required to be kept by all employers. But if yours falls under OSHA and its regulations, then you need to keep an accurate record of any injuries or diseases that take place in your workplace.

Such documentation is necessary to track health and safety of workers, as well as provides data to identify workplace hazards and allow for corrective measures.

Compliance protects employees and the organization from penalties and potential liabilities. This section gives an overview of OSHA recordkeeping requirements.

What is OSHA Recordkeeping?

The Occupational Safety and Health Administration (OSHA) has established regulations on recordkeeping in 29 CFR 1904. Under certain criteria, covered employers are obligated to maintain a record of work-related injuries and illnesses. There are 3 primary record-keeping forms

1. OSHA Form 300 (Log of Work-Related Injuries and Illnesses) – This is a record of all work-related injuries and illnesses.
2. OSHA Form 301 (Injury and Illness Incident Report) – A form numbered for each recordable injury or illness
3. OSHA Form 300A (Summaries of Work-Related Injuries and Illnesses) – This is an annual summary that must be posted in a location where employees are likely to see it annually Feb. 1-Apr, 30)

Who Must Keep Records?

Employers with 10 or fewer employees at any time during the previous calendar year do not need to keep them on a routine basis. The acceptance for some sectors will also include high-risk industries such as retail, finance and insurance, and even a portion of service-based businesses.

But all employers within certain numbers of employees have to report serious incidents or other form like:

• Fatalities (within 8 hours of occurrence)
• Inpatient hospitalizations, amputations, or loss of an eye (within 24 hours)

What is a Recordable Injury or Illness?

Employers must record a work-related injury or illness if one of the following conditions is satisfied:

• Death
• Days away from work
• Restricted work activity or job transfer
• Medical treatment beyond first aid
• Loss of consciousness
• A significant injury or illness diagnosed by a healthcare professional

Determining Work-Relatedness

Additionally, an event or exposure to the work environment can be considered a significant contributing factor of the injury or illness.

It can substantially provoke a pre-existing injury/illness for employment-related. Most work injuries, accidents and conditions are presumed to arise out of and in the course of employment unless one of a series of exceptions apply. For example, incidents occurring while commuting or during voluntary recreational activities.

How to Keep Accurate Records

1. Consistent Documentation: Record injuries and illnesses on the OSHA 300 Log within seven days of receiving notice of a recordable incident.
2. Detailed Incident Reports: Use Form 301 to describe the circumstances of each incident, including who was involved, what occurred, and where it happened.
3. Annual Summary Posting: The OSHA 300A form must be completed, certified by a company executive, and posted each year.

Benefits to Keeping Good Records

Effective OSHA recording helps in reducing injuries and illness. Proper documentation can also save employers in case of an inspection or audit by showing that compliance was practiced and that a proactive approach to safety management was desired.

Compliance Tips

• Train supervisors and staff to report injuries and illnesses promptly.
• Conduct regular audits of your recordkeeping practices to ensure accuracy.
• Stay updated on changes to OSHA regulations that may impact your obligations.

In short, the log of all record keeping regarding injury and illness is an integral part of safety management at your work site also meeting compliance with safety regulations. By knowing what OSHA expects and keeping proper records an employer can create a safer working environment as well as avoid monetary fines.