In this module, we'll begin discussing the requirements for use of the various OSHA recordkeeping and reporting forms in Paragraphs (14) through (24).
Use OSHA 300, 300-A, and OSHA Form 301 or equivalent forms, for recordable injuries and illnesses.
Keep the OSHA Form 301: Even if you are exempt from recordkeeping, you must have at each establishment a copy of OSHA Form 301 or equivalent for each occupational injury or illness that may result in a compensable claim.
You must enter information about your business at the top of the OSHA 300 Log, enter a one or two line description for each recordable injury or illness, and summarize this information on the OSHA 300-A at the end of the year.
You must complete an OSHA Form 301, or equivalent form, for each recordable injury or illness entered on the OSHA 300 Log.
Record within 7 days: You must enter each recordable injury or illness on the OSHA 300 Log and OSHA Form 301 or equivalent within 7 calendar days of receiving information that a recordable injury or illness has occurred: for example, if a new case is discovered.
Equivalent forms: An equivalent form is one that has the same information, is as readable and understandable, and is completed using the same instructions as the OSHA form it replaces. Many employers use an insurance form instead of the OSHA Form 301 or supplement an insurance form by adding any additional information required by OSHA.
Computer forms: Use a computer to keep your records if it can produce equivalent forms when needed.
If you have a "privacy concern case," do not enter the employee's name on the OSHA 300 Log. Instead, enter "privacy case" in the space normally used for the employee's name. This will protect the privacy of the injured or ill employee when another employee, a former employee, or an authorized employee representative has access to the OSHA 300 Log.
You must keep a separate, confidential list of the case numbers and employee names for your privacy concern cases so you can update the cases and provide the information to the government if asked to do so.
The following is a complete list of injuries or illnesses that are considered privacy concern cases:
Use discretion in privacy cases. If you reasonably believe that information describing the privacy concern case may be personally identifiable even though the employee's name is omitted, use discretion in describing the injury or illness on both the OSHA 300 and OSHA 301 Forms. Enter enough information to identify the cause of the incident and the general severity of the injury or illness, but you do not need to include details of an intimate or private nature. For example:
Disclosing personal identification. If you voluntarily disclose the forms to persons other than government representatives, employees, former employees, or authorized representatives, you must remove or hide the employees' names and other personally identifying information except for in the following cases:
Keep a separate OSHA 300 Log for each establishment that you expect to operate for 1-year or longer.
Covered employees include:
You must record on the OSHA 300 Log the recordable injuries and illnesses of all employees on your payroll, whether they are labor, executive, hourly, salary, part-time, seasonal, or migrant workers.
You also must record the recordable injuries and illnesses that occur to employees who are not on your payroll if you supervise these employees on a day-to-day basis. If your business is organized as a sole proprietorship or partnership, the owner or partners are not considered employees for recordkeeping purposes.
Temporary help agencies: Record the injuries and illnesses to workers from temporary help agencies or employee leasing services only if you supervise these employees on a day-to-day basis.
Contractor employees: If a contractor's employee is under the day-to-day supervision of the contractor, the contractor is responsible for recording the injury or illness. If you supervise the contractor employee's work on a day-to-day basis, you must record the injury or illness.
Record the injury once: You and the temporary help service, employee leasing service, personnel supply service, or contractor should coordinate your efforts to make sure that each injury and illness is recorded only once. Either on:
At the end of each calendar year, you must:
This is a good video on how to complete an OSHA 300 Log. Although the video describes completing the form in Oregon, the information applies in every state. As usual, Oregon OSHA creates great safety information!
This video covers the steps in completing the OSHA 300A Summary. Well worth your viewing!
Before beginning this quiz, we highly recommend you review the module material. This quiz is designed to allow you to self-check your comprehension of the module content, but only focuses on key concepts and ideas.
Read each question carefully. Select the best answer, even if more than one answer seems possible. When done, click on the "Get Quiz Answers" button. If you do not answer all the questions, you will receive an error message.