OSHA Inspection Survival Guide What to Do Before, During, and After
A notice of pending inspection from an OSHA Compliance Safety and Health Officer (CSHO) is enough to generate tremendous anxiety even among the most prepared organizations. Inspections are high-stress situations that seem like an immediate crisis from the first moment a company knows one is coming. It does not have to be that way.
The Compliance Consultants Inc. position is very clear: every OSHA inspection is manageable. With a definable process for preparation, your organization needs not view pending inspections as inevitable catastrophes. The key is developing a clear plan that maintains calm throughout your organization. We are the right partner to help you develop and implement that plan.
We have years of experience working with organizations before, during, and after OSHA inspections. As your prep partner, we can offer practical and actionable advice to guide your organization through its next inspection – from start to finish.
Before the Visit
The best defense against a poor inspection is preparation. To that end, there are three non-negotiable steps your organization should take the minute you receive notice of a pending inspection. These three steps are:
1. Prepare Your Records for Audit
OSHA views disorganized records as a red flag. Not only that, but poor record keeping also slows down the process and encourages OSHA to take a closer look. So prepare your records for audit. Make sure your organization is up to par with:
- Injury and illness records (for a minimum of 5 years).
- Written safety programs (e.g., hazard communication, emergency action plan, etc.).
- Site-specific inspections (routine workplace inspections and maintenance).
Records should be organized, up-to-date, and easily accessible throughout the inspection. Preparing records now keeps your organization in front of inspectors.
2. Document All Training
The second step is to document all of the organization’s training. Documentation proves your due diligence. It proves that safety training has been conducted according to OSHA requirements.
3. Designate a Single Point of Contact
One of the biggest mistakes organizations make is not controlling the flow of information. You can avoid that mistake by designating one trained individual to act as the single point of contact (SPOC). Designate a backup person as well.
During the Visit
During OSHA’s visit, your SPOC leads the way. That person should be polite, professional, and always under control. Also know that this person should:
- Verify the credentials of all OSHA personnel.
- Establish the purpose and scope of the inspection.
- Conduct a parallel inspection.
- Document everything the inspector does (photos, notes, measurements, etc.).
- Manage all interviews of employees.
The SPOC should understand that they are only required to provide requested documentation that falls within the scope of the inspection. This is why it is important to establish the inspection’s purpose and scope before it begins.
After the Visit
Within a few weeks or months of the inspection, your organization should receive follow-up documentation. If you receive a Citation and Notification of Penalty, make sure to thoroughly review all alleged violations, proposed penalties, and abatement dates.
Your organization can request an informal conference with OSHA within 15 days of receiving a citation. Whether you request a conference or not, be sure to complete abatement within the designated time frame or your organization could face failure-to-abate penalties.
Schedule a FREE Safety Inspection Today
Compliance Consultants Inc. specializes in OSHA Inspection and Abatement Assistance. Not only do we help you prepare for a pending inspection, but we also guide you through the entire abatement process.
Do not wait until your next notice of inspection to start getting ready. Instead, schedule a free safety inspection from CCI today.
