Frequently Asked Questions About OSHA Injury & Illness Recordkeeping
Every year, most businesses are required to maintain records of injuries and illnesses that happen on the job site or in the workplace.
OSHA looks to companies to record and communicate this information, as well as share it with employees, and in some cases, electronically submit the information to OSHA. OSHA looks at this information to spot trends and deploy resources to address and mitigate risks going forward.
This process can be confusing and there are key deadlines to be aware of to stay compliant.
There are many details to be aware of and questions that come up when trying to determine what incidents are recordable, what forms are required, what deadlines must be met and how best to communicate this information to employees.
Here are some of the main questions that managers have regarding the recordkeeping requirements. This is not everything one needs to know.
There are several OSHA sites and forms that can help with recordkeeping.
Here’s a good one to get started: https://www.osha.gov/recordkeeping
What Are the Key Recordkeeping Requirements?
Q: What is considered a “work-related” injury for OSHA recordkeeping purposes?
A: According to OSHA, an injury is considered work-related if a workplace event or exposure caused, contributed to, or significantly aggravated the condition.
The work environment includes physical locations and equipment used during work.
Q: What is the purpose of OSHA’s recordkeeping requirements?
A: The purpose of the OSHA recordkeeping requirements is to:
- Support OSHA’s mission of ensuring safe and healthy work conditions
- Provide company transparency to employees on injury and illness records
- Help OSHA track trends and determine methods of inspection and enforcement
Q: Does OSHA require that I keep records?
A: Yes, if you employ more than 10 people at any point during the year OSHA requires you to keep records of injuries and illnesses using OSHA’s forms or equivalent forms.
You are also required to keep records if OSHA or the Bureau of Labor Statistics has asked you to do so in writing.
Q: What injuries and illnesses do I need to include on our log?
A: Generally, work-related injuries and illnesses that resulted in loss of consciousness, days away from work, restricted work duties, job transfer or medical treatment beyond first aid, and death need to be recorded.
To view additional criteria and more detailed information, download OSHA’s forms and instructions.
https://www.osha.gov/recordkeeping/forms
Q: What are my next steps after I have completed the necessary paperwork?
A: Companies must post the previous year’s OSHA Form 300A in your workplace from February 1 to April 30. For example, you must have the OSHA Form 300A covering calendar year 2024 posted in your workplace from February 1, 2025 through April 30, 2025.
Q: What if we had zero recordable injuries or illnesses?
A: Even if an organization had no recordable events during the calendar year, companies must still fill out and post the OSHA Form 300A. The form will just indicate a “zero” for each entry in the separate sections.
Know the Electronic Submission Requirements
Q: How do I submit my required data to OSHA?
A: As of October 2022, the OSHA Injury Tracking Application has gone digital. Electronic reporting is now the way to submit the required 300 forms using a Login.gov. account.
The deadline for submitting information from the 2024 Form 300A, 300 and/or 301 is March 2, 2025.
Visit OSHA’s Injury Tracking Application page for more information.
Q: Do the 300A Forms need to be submitted electronically to OSHA?
A: Yes. Companies with 20 to 249 employees, that are noted on the required industry list, must electronically submit injury and illness records from the 300A summary form.
Organizations with 250 or more employees, who are currently required to keep records must also electronically submit this information.
Q: Do we also need to submit Form 300 and Form 301 electronically to OSHA?
A: Only establishments with 100 or more employees, that are listed on the required industry list must submit more detailed information about each recordable injury and illness from the OSHA Form 300 log and the OSHA Form 301 incident report.
Q: What if I find an error in my OSHA 300 Log after submitting it?
A: Report any errors on the 300 Logs promptly.
For paper logs, cross out the incorrect entry, correct the information, and initial and date the change.
For electronic submissions, contact OSHA’s ITA help desk for guidance. Document all corrections, including what was changed and why.
Here is a link to that site:
https://www.osha.gov/injuryreporting/ita/help-request-form
The goal again is transparency, so making prompt corrections and taking steps to keep accurate records is very important.
Q: How long do I need to retain OSHA injury and illness records?
A: Injury and illness records must be kept for five (5) years, including the most recent year. During this period, logs must be updated to indicate newly discovered injuries or illnesses, or changes or updates to existing injuries or illnesses.
Make Sure You Are Compliant – Don’t Delay
Compliance Consultants, Inc. has the trained professionals and expertise to help you through the important process of recordkeeping and submitting your OSHA 300 forms. We want your employees to stay safe and you to remain compliant.
