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Recordkeeping Recordkeeping (Effective 2002) (Effective 2002)
OSHA recordkeeping OSHA recordkeeping requirements requirements
Require employers to record and Require employers to record and report work-related: report work-related: • Fatalities Fatalities • Injuries Injuries • Illnesses Illnesses
Applies to most private sector Applies to most private sector employersemployers
1a
OSHA recordkeeping OSHA recordkeeping requirementsrequirements
ExemptionsExemptions • Small employers (10 or fewer Small employers (10 or fewer
employees)employees) • Employers in low hazard industriesEmployers in low hazard industries
EstablishmentEstablishment
Injury or illnessInjury or illness
1b
Recordkeeping termsRecordkeeping terms
First aidFirst aid
Medical treatmentMedical treatment
Restricted workRestricted work
Routine functionsRoutine functions
2a
Recordkeeping formsRecordkeeping forms
OSHA Form 300 — Log or work-OSHA Form 300 — Log or work-related injuries and illnessesrelated injuries and illnesses
OSHA Form 301 — OSHA Form 301 — Injury and illness Injury and illness incident reportincident report
3a
OSHA Form 300-A — Summary of OSHA Form 300-A — Summary of work-related injuries and illnesseswork-related injuries and illnesses
3b
Recordkeeping formsRecordkeeping forms
OSHA 300 LogOSHA 300 Log
Classifies injuries / illnessesClassifies injuries / illnesses
Notes the extent and severityNotes the extent and severity
Records specific detailsRecords specific details
Updated within 7 daysUpdated within 7 days
4a
OSHA 300 Log includesOSHA 300 Log includes
WhenWhen Employee nameEmployee name Job titleJob title WhereWhere Injury/illness descriptionInjury/illness description Number of days transferred, Number of days transferred,
restricted, awayrestricted, away
4b
OSHA 300-A SummaryOSHA 300-A Summary
Includes annual totals of:Includes annual totals of: • Number of casesNumber of cases • Number of daysNumber of days • Injury and illness typesInjury and illness types
5a
OSHA 300-A SummaryOSHA 300-A Summary
Posted February 1 until April 30Posted February 1 until April 30
5b
OSHA 301 Incident ReportOSHA 301 Incident Report
Records additional information on:Records additional information on: • How injury or illness occurredHow injury or illness occurred • Objects or substances involvedObjects or substances involved • Nature of the injuryNature of the injury
6a
OSHA 301 Incident ReportOSHA 301 Incident Report
Information entered within 7 daysInformation entered within 7 days
Employers may use equivalent Employers may use equivalent formform
6b
Location of recordsLocation of records
Separate OSHA 300 Log for each Separate OSHA 300 Log for each establishmentestablishment
Records can be kept Records can be kept at central locationat central location
7a
Retention of recordsRetention of records
Forms saved for 5 yearsForms saved for 5 years
7b
Maintenance of OSHA 300 Maintenance of OSHA 300 LogLog
Updated to reflect changes in Updated to reflect changes in cases during 5-year cases during 5-year retention periodretention period
7c
Recordkeeping decisionsRecordkeeping decisions
Employee vs. other workers on siteEmployee vs. other workers on site
Work-relatednessWork-relatedness
RecordableRecordable
Extent or outcomeExtent or outcome
8a
Recording criteriaRecording criteria
Employers record cases that result Employers record cases that result in:in: • DeathDeath • Loss of Loss of
consciousnessconsciousness • Days away from Days away from
workwork
9a
Recording criteriaRecording criteria
Employers record cases that result Employers record cases that result in:in: • Restricted work activity or job Restricted work activity or job
transfertransfer • Medical treatment Medical treatment
beyond first aidbeyond first aid
9b
Recording criteriaRecording criteria
Employers also record significant Employers also record significant cases:cases: • Work-related cases diagnosed by a Work-related cases diagnosed by a
physician:physician: – CancerCancer – Chronic irreversible Chronic irreversible
diseasedisease – FractureFracture – Punctured eardrumPunctured eardrum
9c
Recording criteriaRecording criteria
Employers additional cases:Employers additional cases: • Contaminated needlestick/sharps Contaminated needlestick/sharps
injuryinjury • Medical removal under OSHA health Medical removal under OSHA health
standardstandard • Hearing lossHearing loss• Tuberculosis infectionTuberculosis infection
9d
Decision-making process Decision-making process
Did employee experience injury/ Did employee experience injury/ illness?illness?
Is it work-related?Is it work-related?
Is it a new case? Is it a new case?
Does it meet recording criteria? Does it meet recording criteria? • If yes, injury/illness is recordableIf yes, injury/illness is recordable
9e
Recordable injury/ illnessRecordable injury/ illness
Recording does not imply:Recording does not imply: • Management was at faultManagement was at fault • Worker was at faultWorker was at fault • An OSHA violation occurredAn OSHA violation occurred • Injury/illness is compensableInjury/illness is compensable
9f
Extent or outcomeExtent or outcome
Cases classified into categories:Cases classified into categories: • FatalitiesFatalities • Days away from workDays away from work • Restricted work or transfer to another Restricted work or transfer to another
jobjob • Medical treatment beyond first aidMedical treatment beyond first aid
10a
Employee involvement Employee involvement
Informed of how to report injuries Informed of how to report injuries and illnesses to the employerand illnesses to the employer
Provided limited Provided limited access to recordsaccess to records
11a
Employee privacyEmployee privacy
For certain types of injuries/ illnesses, For certain types of injuries/ illnesses, the employer may:the employer may:• Omit employee's nameOmit employee's name • Limit description of sensitive injuries/ Limit description of sensitive injuries/
illnessesillnesses • Limit access to OSHA Limit access to OSHA
301 Incident Report301 Incident Report
12a
Reporting obligationsReporting obligations
BLS Annual Survey:BLS Annual Survey: • Occurrence and extent of injuries/ Occurrence and extent of injuries/
illnessesillnesses
BLS Annual Survey participants:BLS Annual Survey participants: • Employers who regularly maintain Employers who regularly maintain
recordsrecords • Regularly exempt employersRegularly exempt employers
13a
Reporting obligationsReporting obligations
All employers must report to All employers must report to OSHA:OSHA: • FatalityFatality • In-patient hospitalization of 3 or more In-patient hospitalization of 3 or more
employeesemployees
13b
Reporting obligationsReporting obligations
Within 8 hours employers report:Within 8 hours employers report: • Establishment nameEstablishment name • Location of incidentLocation of incident • Time of incidentTime of incident
13c
Reporting obligationsReporting obligations
Within 8 hours employers report:Within 8 hours employers report: • Number of fatalitiesNumber of fatalities • Number of hospitalized employeesNumber of hospitalized employees • Names of injured employeesNames of injured employees
13d
Reporting obligationsReporting obligations
Within 8 hours employers report:Within 8 hours employers report: • Contact person and phone numberContact person and phone number • Description of incidentDescription of incident
13e
Employee access to medical Employee access to medical and exposure recordsand exposure records Employees exposed to:Employees exposed to:
• Toxic substancesToxic substances • Harmful physical agentsHarmful physical agents
14a
Employee access to medical Employee access to medical and exposure recordsand exposure records Right to examine and copy:Right to examine and copy:
• Exposure recordsExposure records • Medical recordsMedical records
14b