Never Make These 5 Common OSHA 300 Recordkeeping Errors

Never Make These 5 Common OSHA 300 recordkeeping errors

One of the first things that OSHA will review when coming to the workplace are a company’s recordkeeping documents. OSHA recordkeeping is an important aspect of your company’s safety programs and failure to handle this correctly can result in costly OSHA citations. Visit our complete Recordkeeping Guide which is full of helpful resources to get you started.

As Safety & Health Professionals, we review dozens of Recordkeeping packets each year and see similar mistakes.  Listed below are the 5 most common mistakes companies make when it comes to recordkeeping:

  1. Failure to Retain OSHA Logs for 5 Years.

     OSHA requires that records be maintained for five years. Your completed OSHA 300 Forms must be updated anytime there is a new injury or illness requiring treatment.

  2. Failure to Properly Certify OSHA Logs.

     Once the OSHA 300 logs are properly filled out and completed, the highest ranking company executive. must certify that “he or she has examined the OSHA 300 Log and that he or she reasonably believes, based on his or her knowledge of the process by which the information was recorded, that the annual summary is correct and complete OSHA defines acompany executive as one who “owns the organization, acts as an officer at the organization, is the highest ranking official working at the establishment or the immediate supervisor of the highest ranking official.” Having a manager or supervisor sign the OSHA logs may not satisfy the requirements, unless that person is also a company executive.

  3. Failure to Post the OSHA 300A Form. 

    You must post your prior year’s OSHA Form 300A, the annual summary, in a conspicuous area from February 1 until April 30 of each year. This can be posted in your company’s break room or lunch room.

  4. Failure to Accurately Describe the Injury or Illness.

     You must provide a complete and accurate description of each injury or illness including the parts of the body affected, and the object or substance that injured the person. Be as specific as possible. For example, “cut on hand” is not specific enough. A better description would state, “laceration on index finger due to contact with broken window glass”.

  5. Incorrect Case Classification.

     The OSHA 300 requires you to check only one box to classify the case as either a death, days away from work, job transfer or restriction or other recordable. However, many times an employer will check more than one box. You should only check one box, and in cases where there is some overlap, you must check the box that reflects the most serious outcome of the case. For example, if an employee had a recordable injury and missed days off from work, you would check the days off from work box.

It is important to always remember to accurately report and record any injuries and illnesses that occur in the workplace. Having clear, accurate records will help make the process of an OSHA visit operate more smoothly. If you avoid the most common recordkeeping mistakes, OSHA may notice that you are putting a real effort into your safety program.

Contact us today with your company specific recordkeeping questions at 888.403.6026!