OSHA Recordkeeping
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Does This Standard Apply to You?
(Partially Exempt Industries)
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An employer who had no
more than 10 employees at
any time
Hardware stores
Meat & fish markets
Eating & drinking places
Liquor stores
Insurance carriers
Apparel & Accessory Stores
New and Used Car Dealers
Gasoline service stations
Real estate agents
Photographic studios
Reupholster & furniture repair
Radio, t.v. & computer stores
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Offices & clinics of MD’s,
Dentists, other Health
practitioners
Medical & dental labs
Legal services
Educational services
Child day care services
Museums & art galleries
Motion picture
Producers, orchestras,
entertainers
Bowling centers
Advertising services
Credit reporting & collection
services
Beauty & barber shops
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State Programs
Check your own state program for
recordkeeping requirements.
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What are the Recordkeeping &
Reporting Requirements?
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If you are covered under Federal OSHA you must
keep these records or report the following:
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OSHA Form 300 “Log”
OSHA Form 300A “Summary”
OSHA Form 301 or equivalent
Fatalities
Hospitalization of 3 or more employees
All fatal heart attacks that occur in the work
environment
Please check your state program if applicable.
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What’s Recordable?
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Fatality.
Loss of consciousness.
Days away from work.
Restricted or light duty work as ordered
by a health provider.
Any work injury or illness that is
significant.
Medical treatment (see next slide).
Prescription medication ordered (even if it
is over the counter medication given at
prescription levels).
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Medical Treatment
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Diagnostic test with positive findings (i.e.,
positive x-ray, CT scan).
Usually includes admission to a hospital.
Sutures are given.
Therapy is given or prescribed.
Using a derma-bond to close a wound.
Rigid supports, splints
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Other Recordable Criteria
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Needle stick injuries or cut from sharp object contaminated with
blood or OPIM’s (other potentially infectious materials).
A situation where an employee has to be medically removed
under OSHA’s health standards.
TB per a “+” skin test, physician diagnosis or exposure to known
case of active TB.
Employee audiogram reveals standard threshold shift in one or
both ears and total hearing level is 25 dB or more above
audiometric zero.
Note: Other infectious diseases:
 To be recordable, it must fit recordable criteria.
 Exposure alone is not recordable; exposure must cause a “+”
test result.
 Follow-up on cases to see if exposure caused “+” test
outcomes.
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What’s Not Recordable
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Visit to a provider solely for observation
or evaluation.
Diagnostic tests with negative findings.
First aid is given (see next slide).
Non-prescription or over-the-counter
medications are given.
Accident/illness occurred outside the
course of work.
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First Aid
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Tetanus shot
Cleaning, flushing, soaking
surface wound
Wound coverings (butterfly,
bandage, steri-strips
Hot/cold therapy
Non-rigid support (wrap)
Temp. immobilization device
used to transport employee
Drilling finger/toe nail
Draining blister
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Eye patch
Remove foreign body from
eye with swab, irrigation
Remove foreign body from
skin with tweezers, swab,
irrigation etc.
Finger guard
Massage
Drink fluids for heat stress
relief
Using type liquid bandage to
cover a wound
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OSHA’s Form 300 “Log”
How to Complete
First complete establishment’s name
& location in the upper right of the
log.
 Column A (case number). This is
usually done in numeric order.
 Column B (employee name).
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Do Not Put Name on Log
When… (Column B)
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Injury/illness to reproductive part or intimate body part.
Injury/illness from sexual assault.
Mental illness.
Case of HIV, TB or hepatitis.
Needle stick injury or cut from sharp object that is
contaminated with blood or OPIM’s.
If employee independently & voluntarily requests their
name not be on the log.
Instead enter “privacy case” where the name would
usually go on the 300 Log.
You must then keep a separate, confidential list of the case
numbers & employees’ names.
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OSHA’s Form 300 “Log”
How to Complete
Column C (job title).
 Column D (date of injury or illness
onset).
 Column E (where the incident
occurred).
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OSHA’s Form 300 “Log”
How to Complete
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Column F (describe injury or illness).
Classify the case (columns G, H, I, J):
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Choose only one of these categories
Record the most serious outcome of each
incident:
• For example, if the employee missed 2 weeks of
work per physician’s orders and then was on light
duty for 1 week, record this as “days away from
work” as this is more serious than light duty for one
week.
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OSHA’s Form 300 “Log”
How to Complete
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Next complete how many days the
employee was away from work or
did work but with a job transfer or
restriction (columns K, L):
Count calendar days, not only the days
the worker was scheduled to work.
 Do not count the date of injury.
 Complete both columns if applicable.
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OSHA’s Form 300 “Log”
How To Complete
Column M 1-6 (check whether the
incident was an injury or choose
which illness).
 Make sure to put totals at the
bottom of all columns when the
page is full and/or at the end of the
calendar year.
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OSHA’s Form 300 “Log”
Classifying Injuries vs. Illnesses
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Injuries:
 Cut
 Puncture
 Laceration
 Abrasion
 Fracture
 Bruise
 Contusion
 Chipped tooth
 Amputation
 Insect bite
 Electrocution
 Radiation burn
 Sprains/strains (from
slip,trip, fall
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Illnesses:
 Skin disease or disorder
 Respiratory conditions
 Poisoning
 Hearing Loss
 Other:
• Effects environmental heat or
cold
• Decompression sickness
• Ionizing and nonionizing
radiation
• Anthrax
• BBP disease
• Tumors
• Brucellosis
• Histoplasmosis
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OSHA’s Form 300 “Log”
Other Notes
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Each recordable case must be recorded within 7
calendar days of receiving the information.
If the outcome changes after the entry:
 Draw a line through the entry OR
 Delete the entry OR
 White-out the entry
 Re-record the incident where it belongs
Stop counting days when it exceeds more than
180 days (enter “180” or “180+”).
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Can include days away from work, restricted/alternate
work days, or a combination of both.
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OSHA’s Form 300 “Log”
Other Notes
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If your company has multiple sites keep
separate records for each physical location (that
is in operation 1 year or longer).
Cases that carryover to the next year:
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Example: Employee is hurt on December 29th and is
away from work until January 10th.
You only need to record this case once (the year it
occurred).
If the employee is still away when summary is prepared
(before Feb. 1st) either count the number of days
employee was away or estimate total days away that
are expected.
Update the Log entry later when the actual number of
days is known (or the case reaches the 180-day cap).
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OSHA’s Form 300A
Summary
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Transfer totals of columns G – M from the
300 Log onto the corresponding spaces of
the 300A Summary.
Make sure to include all employees that
were:
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Full-time
Part-time
Temporary
Seasonal
Salaried
Hourly
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OSHA’s Form 300A
Summary
Complete Establishment section.
 Complete Employment section:
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Please refer to the Summary worksheet
if you need assistance completing:
• average number of employees
• total hours worked
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Complete the signature section:
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Ensure a top company executive signs
the Summary.
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OSHA’s Form 300A
Summary - Posting
The 300A Summary is posted Feb. 1
through April 30th of the next
calendar year (example: the
summary for 2007 is posted Feb. 1
through April 30th 2008).
 You do not post the 300 Log.
 Post the 300A Summary in a visible
location.
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Recordkeeping for
Contracted Employees
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If you have contracted employees:
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Injuries and illnesses are counted on the 300
log and summary
Include their work hours in the summary
Exception: if the contracted company has
their own management on-site you do not
need to count their injuries/ illnesses or
work hours:
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Example: Company A has hired Ajax Cleaning
to do housekeeping in the facility. Ajax has
their own supervisor on-site. Ajax then is
responsible for their own recordkeeping.
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For 300 & 300A Forms
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Even if there were no cases for a
calendar year, there still must be a
Form 300 and 300A completed.
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Put “zero” in the columns if this is
the outcome – don’t leave columns
blank.
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OSHA’s Form 301
Incident Report
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Each recordable case must be recorded
within 7 calendar days of receiving the
information.
Some state’s Worker’s Compensation,
insurance or similar reports may be
acceptable substitutes (example: IL Form
45).
 Substitute forms must contain all the
information as Form 301 requests.
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How Long Do You
Keep Records?
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You must keep the current year’s records (300,
300A, 301) plus the previous five (5) years of
records.
Make sure records are readily accessible and
that more than one person has access to the
records.
Records do not have to be sent to OSHA unless
OSHA requests.
Present employees, past employees and their
representatives are allowed to view the Form
300 “Log”.
Forms can be kept on the computer as long as
they can be produced when needed.
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Common Situations
NOT Recordable
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Employee was present in the
work environment as a
member of the general public
and not as an employee.
Injury/illness signs or
symptoms appear at work
but resulted solely from
outside work.
Incident occurred from
voluntary participation in
wellness program, fitness,
medical, or recreational
activities.
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Eating, drinking, or food prep
for personal consumption
even if bought on employer’s
premises or brought in.
Occurs solely from employee
doing personal tasks at the
establishment or outside
working hours.
Incident occurred from result
of personal grooming, selfmedication.
There is a MVA which occurs
in company parking lot or
access road when employee
is commuting.
Common cold or flu.
Mental illness (unless HCP
states is work-related).
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How About Travel?
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Is considered work-related if:
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An injury or illness occurs while an
employee is on travel status, or if it
occurs while the employee was
engaged in work activities.
If an employee detours for personal
reasons than the incident is not
work-related.
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How About Working
at Home?
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Injuries & illnesses that occur while
an employee is working at home are
work-related if:
They occur while the employee is
performing work for pay or
compensation in the home and
 Are directly related to the performance
of work rather than the general home
environment.
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Other Required Reporting
You must report any of the following to
OSHA within 8 hours:
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Fatality of any employee due to work-related
incident.
Any in-patient hospitalization of 3 or more
employees.
Report by phone or in person to an Area
Office of OSHA or USDOL.
Report any fatal heart attack that
occurred in the work environment.
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Other Required Reporting –
Sharps Log
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OSHA 1910.1030(h)(5)(i) requires employers to
maintain a sharps injury log for percutaneous injuries
from contaminated sharps.
The log must:
 Protect the confidentiality of the injured employee
 Identify the type and brand of the device involved
 Identify the department or work area where the
incident occurred
 Provide an explanation how the incident occurred
 Be maintained like the 300 log (have the current log
plus previous 5 years’ logs).
Enter the case on the OSHA 300 log as an injury but
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with no employee name (use “privacy case”).
References
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OSHA 1910.1904 standard.
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www.OSHA.gov
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