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Recordkeeping (Effective 2002)

Understand OSHA recordkeeping requirements effective 2002. Learn how employers must record and report work-related fatalities, injuries, and illnesses. Details exemptions, terminology, forms, criteria, and employee privacy.

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Recordkeeping (Effective 2002)

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  1. Recordkeeping (Effective 2002)

  2. OSHA recordkeeping requirements • Require employers to record and report work-related: • Fatalities • Injuries • Illnesses • Applies to most private sector employers 1a

  3. OSHA recordkeeping requirements • Exemptions • Small employers (10 or fewer employees) • Employers in low hazard industries • Establishment • Injury or illness 1b

  4. Recordkeeping terms • First aid • Medical treatment • Restricted work • Routine functions 2a

  5. Recordkeeping forms • OSHA Form 300 — Log or work-related injuries and illnesses • OSHA Form 301 — Injury and illness incident report 3a

  6. Recordkeeping forms • OSHA Form 300-A — Summary of work-related injuries and illnesses 3b

  7. OSHA 300 Log • Classifies injuries / illnesses • Notes the extent and severity • Records specific details • Updated within 7 days 4a

  8. OSHA 300 Log includes • When • Employee name • Job title • Where • Injury/illness description • Number of days transferred, restricted, away 4b

  9. OSHA 300-A Summary • Includes annual totals of: • Number of cases • Number of days • Injury and illness types 5a

  10. OSHA 300-A Summary • Posted February 1 until April 30 5b

  11. OSHA 301 Incident Report • Records additional information on: • How injury or illness occurred • Objects or substances involved • Nature of the injury 6a

  12. OSHA 301 Incident Report • Information entered within 7 days • Employers may use equivalent form 6b

  13. Location of records • Separate OSHA 300 Log for each establishment • Records can be kept at central location 7a

  14. Retention of records • Forms saved for 5 years 7b

  15. Maintenance of OSHA 300 Log • Updated to reflect changes in cases during 5-year retention period 7c

  16. Recordkeeping decisions • Employee vs. other workers on site • Work-relatedness • Recordable • Extent or outcome 8a

  17. Recording criteria • Employers record cases that result in: • Death • Loss of consciousness • Days away from work 9a

  18. Recording criteria • Employers record cases that result in: • Restricted work activity or job transfer • Medical treatment beyond first aid 9b

  19. Recording criteria • Employers also record significant cases: • Work-related cases diagnosed by a physician: • Cancer • Chronic irreversible disease • Fracture • Punctured eardrum 9c

  20. Recording criteria • Employers additional cases: • Contaminated needlestick/sharps injury • Medical removal under OSHA health standard • Hearing loss • Tuberculosis infection 9d

  21. Decision-making process • Did employee experience injury/ illness? • Is it work-related? • Is it a new case? • Does it meet recording criteria? • If yes, injury/illness is recordable 9e

  22. Recordable injury/ illness • Recording does not imply: • Management was at fault • Worker was at fault • An OSHA violation occurred • Injury/illness is compensable 9f

  23. Extent or outcome • Cases classified into categories: • Fatalities • Days away from work • Restricted work or transfer to another job • Medical treatment beyond first aid 10a

  24. Employee involvement • Informed of how to report injuries and illnesses to the employer • Provided limited access to records 11a

  25. Employee privacy • For certain types of injuries/ illnesses, the employer may: • Omit employee's name • Limit description of sensitive injuries/ illnesses • Limit access to OSHA 301 Incident Report 12a

  26. Reporting obligations • BLS Annual Survey: • Occurrence and extent of injuries/ illnesses • BLS Annual Survey participants: • Employers who regularly maintain records • Regularly exempt employers 13a

  27. Reporting obligations • All employers must report to OSHA: • Fatality • In-patient hospitalization of 3 or more employees 13b

  28. Reporting obligations • Within 8 hours employers report: • Establishment name • Location of incident • Time of incident 13c

  29. Reporting obligations • Within 8 hours employers report: • Number of fatalities • Number of hospitalized employees • Names of injured employees 13d

  30. Reporting obligations • Within 8 hours employers report: • Contact person and phone number • Description of incident 13e

  31. Employee access to medical and exposure records • Employees exposed to: • Toxic substances • Harmful physical agents 14a

  32. Employee access to medical and exposure records • Right to examine and copy: • Exposure records • Medical records 14b

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