OSHA Recordkeeping
Understanding the Requirements & Why It’s Not Just About Compliance
Maintaining a safe workplace is a top priority for any organization, not just for the well-being of employees but also to comply with the Occupational Safety and Health Administration (OSHA) regulations. Proper recordkeeping and reporting of employee injuries and illnesses is a critical component of workplace safety and compliance and should be part of your organization’s overall risk management strategy. Integrating this knowledge into your organizational culture not only supports compliance but also fosters a commitment to workplace safety and health for every employee.
Benefits of Accurate Record-Keeping
Enhancing Workplace Safety: Timely documentation can highlight trends and recurring issues, allowing you to take proactive measures.
Compliance: Failure to keep accurate records can lead to fines and citations from OSHA, making compliance essential.
Employee Awareness: Well-maintained logs can help inform employees about workplace hazards and safety measures, improving overall awareness.
What Must Be Recorded and Reported?
The first step to effective OSHA recordkeeping is understanding what injuries and illnesses need to be documented. According to OSHA guidelines, the following types of incidents should be recorded on the OSHA 300 log:
Death: Any work-related death must be recorded on the OSHA 300 log and reported to OSHA within 8 hours.
Work-related injuries or illnesses where a licensed health care professional (LHCP) recommends days away from work.
Medical treatment beyond what OSHA considers first aid in 1904.7(b)(5)(ii).
Job transfer or restriction: If an employee is given work restrictions by a licensed health care professional (LHCP), those cases must be recorded.
In addition to maintaining an OSHA 300 log, businesses need to summarize these incidents annually on Form 300A, which must be posted in your workplace from February 1 – April 30.
Work-related fatalities or heart attacks must be reported within 8 hours.
The following must be reported within 24 hours:
Inpatient hospitalizations
Amputations
Loss of an eye
It’s crucial for businesses to be vigilant about these requirements to avoid penalties.
Electronic Recordkeeping and Compliance
With the advancement of technology, OSHA requires some businesses with specified NAICS codes to submit their 300, 300A, and 301 forms electronically by March 2.
Take the time to understand the procedures for electronic submissions on OSHA’s website.
How Can You Better Protect Your Business?
Businesses should establish clear procedures for reporting workplace incidents. This includes educating employees on what constitutes a recordable incident and promoting a culture of transparency when it comes to reporting injuries.
Additionally, businesses should implement a reporting checklist that outlines the specific types of incidents that require reporting to OSHA. This tool can serve as a reliable reference for managers and supervisors, ensuring that no critical incidents go unreported.
While these are general guidelines that can help any business, Scott Insurance clients can work with their Risk Advisor and Risk Performance team members to develop an effective strategy. OSHA has published more than 100 letters of interpretation on their 1904 recordkeeping standard so feel free to call your Risk Performance Group Advisor to discuss the best way to handle recording a specific case.
OSHA Resources
For more information and the most up-to-date guidance, visit https://www.osha.gov/recordkeeping
