Under OSHA requirements, it's essential that work-related injuries and illnesses are properly documented, and that your workplace programs are compliant, or you'll risk hefty fines.
Your workplace injury and illness records are one of the first things an OSHA officer will check during an inspection. Are yours in order? Proper recordkeeping means understanding:
- Who is an employee, including temporary workers
- What makes a workplace injury or illness recordable
- How to fill out OSHA’s Form 300 Log of Work-Related Injuries and Illnesses
- When to finish and post OSHA’s Form 300A Summary of Work-Related Injuries and Illnesses
- When and how to complete OSHA’s Form 301 Injury and Illness Incident Report or equivalent forms
- How long to retain the required records
- When you must produce the records for employees, employee representatives, or government officials
- Who must electronically submit 300A Summary data to OSHA
- The deadlines for electronically submitting data to OSHA
Get regulatory information and find compliance solutions below.
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Certain employers must send their injury and illness data electronically to OSHA. Establishments with 250 or more employees must submit information from Form 300A by March 2 every year for the previous year's form (i.e., March 2, 2020, for the 2019 information).
Establishments with between 20 and 249 employees in certain “high-risk industries,” as identified by NAICS code, must submit information electronically from their Form 300A. Beginning in 2019 and every year thereafter, that information must be submitted by March 2.
The 300A summary be posted by February 1. Below is the full OSHA recordkeeping timeline.
- November–January: Review the OSHA 300 Log to verify that entries are complete and accurate. Correct any deficiencies. Create and certify an annual summary of injuries and illnesses recorded on Form 300.
- February 1: OSHA Form 300A (Summary of Work-Related Injuries and Illnesses) must be posted where notices are customarily posted no later than February 1. This annual summary must be kept in place until April 30.
- March 2: Date by which affected employers must electronically submit data from the 300A Summary to OSHA.
- April 30: Annual summary (300A Form) no longer needs to be posted.
All employers, even employers that are partially exempted from the Part 1904 recordkeeping requirements, must report to OSHA work-related fatalities and severe injuries. Report a work-related fatality within 8 hours of the fatality, of you learning about it, or of you learning it was work-related. Report a work-related in-patient hospitalization, amputation, or loss of an eye within 24 hours.
Report the fatality, in-patient hospitalization, amputation, or loss of an eye using one of the following methods:
- By telephone or in person to the nearest OSHA Area Office
- By telephone to the OSHA toll-free central number: 1-800-321-OSHA (1-800-321-6742)
- By electronic submission using the reporting application found at www.osha.gov
Reportable injuries and illnesses may also be recordable on OSHA’s Form 300 Log.
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