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Recordkeeping (Effective 2002)
OSHA recordkeeping requirements Require employers to record and report work-related: Fatalities Injuries Illnesses Applies to most private sector employers 1a
OSHA recordkeeping requirements Exemptions Small employers (10 or fewer employees) Employers in low hazard industries Establishment Injury or illness 1b
Recordkeeping terms First aid Medical treatment Restricted work Routine functions 2a
Recordkeeping forms OSHA Form 300 — Log or work-related injuries and illnesses OSHA Form 301 — Injury and illness incident report 3a
Recordkeeping forms OSHA Form 300-A — Summary of work- related injuries and illnesses 3b
OSHA 300 Log Classifies injuries / illnesses Notes the extent and severity Records specific details Updated within 7 days 4a
OSHA 300 Log includes When Employee name Job title Where Injury/illness description Number of days transferred, restricted, away 4b
OSHA 300-A Summary Includes annual totals of: Number of cases Number of days Injury and illness types 5a
OSHA 300-A Summary Posted February 1 until April 30 5b
OSHA 301 Incident Report Records additional information on: How injury or illness occurred Objects or substances involved Nature of the injury 6a
OSHA 301 Incident Report Information entered within 7 days Employers may use equivalent form 6b
Location of records Separate OSHA 300 Log for each establishment Records can be kept at central location 7a
Retention of records Forms saved for 5 years 7b
Maintenance of OSHA 300 Log Updated to reflect changes in cases during 5-year retention period 7c
Recordkeeping decisions Employee vs. other workers on site Work-relatedness Recordable Extent or outcome 8a
Recording criteria Employers record cases that result in: Death Loss of consciousness Days away from work 9a
Recording criteria Employers record cases that result in: Restricted work activity or job transfer Medical treatment beyond first aid 9b
Recording criteria Employers also record significant cases: Work-related cases diagnosed by a physician: Cancer Chronic irreversible disease Fracture Punctured eardrum 9c
Recording criteria Employers additional cases: Contaminated needlestick/sharps injury Medical removal under OSHA health standard Hearing loss Tuberculosis infection 9d
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
Recordable injury/ illness Recording does not imply: Management was at fault Worker was at fault An OSHA violation occurred Injury/illness is compensable 9f
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
Employee involvement Informed of how to report injuries and illnesses to the employer Provided limited access to records 11a
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
Reporting obligations BLS Annual Survey: Occurrence and extent of injuries/ illnesses BLS Annual Survey participants: Employers who regularly maintain records Regularly exempt employers 13a
Reporting obligations All employers must report to OSHA: Fatality In-patient hospitalization of 3 or more employees 13b
Reporting obligations Within 8 hours employers report: Establishment name Location of incident Time of incident 13c
Reporting obligations Within 8 hours employers report: Number of fatalities Number of hospitalized employees Names of injured employees 13d
Reporting obligations Within 8 hours employers report: Contact person and phone number Description of incident 13e
Employee access to medical and exposure records Employees exposed to: –Toxic substances –Harmful physical agents 14a
Employee access to medical and exposure records Right to examine and copy: –Exposure records –Medical records 14b
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