1 RECORDKEEPING If it isn’t written down, it didn’t happen.

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Presentation transcript:

1 RECORDKEEPING If it isn’t written down, it didn’t happen

2 Recordkeeping and Reporting Employers of 11 or more employees must maintain records of occupational injuries and illnessesEmployers of 11 or more employees must maintain records of occupational injuries and illnesses All employers must report to OSHA within 8 hours any accident that resultsAll employers must report to OSHA within 8 hours any accident that results – in a fatality or – in-patient hospitalization of 3 or more employees

3 Recordkeeping Forms Maintained on a calendar year basisMaintained on a calendar year basis Summary of records for the previous year must be posted from February through AprilSummary of records for the previous year must be posted from February through April

4 Access to Employee Records All employees, former employees, and their designated representatives have a right to access their personal records and the Company’s injury and illness reports upon written request.All employees, former employees, and their designated representatives have a right to access their personal records and the Company’s injury and illness reports upon written request. The Company provides employees with their requested records within 15 business days following receipt of the request.The Company provides employees with their requested records within 15 business days following receipt of the request. The Company provides employees with their requested records at no cost. If more than one copy is requested, there may be a reasonable and customary fee for providing additional copies.The Company provides employees with their requested records at no cost. If more than one copy is requested, there may be a reasonable and customary fee for providing additional copies.

5 Records Retention The Company ensures that the following records are maintained for the periods specified:The Company ensures that the following records are maintained for the periods specified: –First Report of Injury or Illness: 5 years following the date of the incident. –OSHA Form 300 Log: 5 years. –OSHA Form 300A Summary: 5 years. –Medical Surveillance Records (if applicable): 30 years beyond term of employment. –Exposure Monitoring Records (if applicable): 30 years beyond term of employment.

6 Record Retention (cont…) –Employee Acknowledgement Records: as long as the employee’s personnel file is maintained. –Initial Safety Training Certificates and Rosters: as long as the employee’s personnel file is maintained. –Refresher Training Certificates and Rosters: 1 year, or until the next training session, whichever is longer.

7 Sources of Assistance SMACNA Website – Safety Webpage – Free Recordkeeping ModuleSMACNA Website – Safety Webpage – Free Recordkeeping Module OSHA web site ( web site ( Consultation assistanceConsultation assistance Federal and State area officesFederal and State area offices –Speakers, publications, a/v aids, technical advice Training and educationTraining and education –OSHA Training Institute (OTI) and the OTI Education Centers –OSHA Outreach Training Program OSHA Office of General Industry Compliance AssistanceOSHA Office of General Industry Compliance Assistance OSHA Office of State ProgramsOSHA Office of State Programs Voluntary Protection ProgramsVoluntary Protection Programs

8 OSHA Web Site ( About OSHA (contacts, programs...)About OSHA (contacts, programs...) Events (conferences, hearings...)Events (conferences, hearings...) Library/Reading Room (statistics...)Library/Reading Room (statistics...) News Room (publications, news releases...)News Room (publications, news releases...) Outreach (technical links, training...)Outreach (technical links, training...) Regulations & Compliance (standards...)Regulations & Compliance (standards...)

9 Where to Get OSHA Standards Federal Register in public libraries or at the GPO web siteFederal Register in public libraries or at the GPO web site CD-ROM subscription through U.S. Government Printing Office (GPO)CD-ROM subscription through U.S. Government Printing Office (GPO) Code of Federal Regulations (CFR) in public libraries and through GPOCode of Federal Regulations (CFR) in public libraries and through GPO OSHA web site - OSHA standards, interpretations, directives ( web site - OSHA standards, interpretations, directives (