OSHA Recordkeeping: What You Need to Know
Proper recordkeeping is essential for OSHA compliance and helps organizations identify patterns that can prevent future incidents. Understanding what to record and how to maintain these records can protect your organization during audits and litigation.
Who Must Keep Records?
Most employers with more than 10 employees must maintain OSHA injury and illness records. However, certain low-hazard industries are exempt from routine recordkeeping (though not from reporting severe incidents).
Required OSHA Forms
OSHA Form 300 - Log of Work-Related Injuries and Illnesses
This log tracks all recordable work-related injuries and illnesses throughout the year. Each entry should include:
- Case number and employee name
- Job title and date of injury
- Location and description of incident
- Classification of the injury or illness
- Days away from work or restricted duty
OSHA Form 300A - Summary of Work-Related Injuries and Illnesses
This annual summary must be:
- Posted from February 1 to April 30
- Certified by a company executive
- Posted in a visible location
OSHA Form 301 - Injury and Illness Incident Report
This detailed form must be completed within 7 calendar days of learning about a recordable injury or illness.
What Makes an Incident Recordable?
An injury or illness is recordable if it results in:
- Death
- Days away from work
- Restricted work or job transfer
- Medical treatment beyond first aid
- Loss of consciousness
- Significant injury or illness diagnosed by a physician
Equipment-Related Incident Documentation
When equipment is involved in an incident, additional documentation should include:
- Equipment identification (asset number, serial number)
- Last inspection date and results
- Maintenance history
- Operator training records
- Photographs of the equipment and scene
- Witness statements
Retention Requirements
OSHA records must be retained for 5 years following the end of the calendar year they cover. This means records created in 2024 must be kept until the end of 2029.
Integration with Asset Management
Modern asset management systems can help maintain compliance by:
- Linking incident records to specific equipment
- Automatically flagging equipment involved in incidents
- Tracking corrective actions and preventive measures
- Generating reports for trend analysis