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Introduction to Forms

form
Click to Enlarge. View instructions at OSHA's Forms Page.

What are the required forms?

You must use the OSHA 300, 300A, and OSHA Form 301 or equivalent forms as described below:

  • The OSHA 300 Log is the Log of Work-Related Injuries and Illnesses. You must enter information about your business at the top of the OSHA 300 Log, enter a one or two line description for each recordable injury or illness, and summarize this information on the OSHA 300A at the end of the year.
  • The OSHA 300A is the Summary of Work-Related Injuries and Illnesses
  • The OSHA Form 301 or equivalent is the Injury and Illness Incident Report. Even if you are exempt from recordkeeping, you must have at each establishment a copy of OSHA Form 301 or equivalent for each occupational injury or illness that may result in a compensable claim. You must complete an OSHA Form 301, or equivalent form, for each recordable injury or illness entered on the OSHA 300 Log.

    An equivalent form is one that has the same information, is as readable and understandable, and is completed using the same instructions as the OSHA form it replaces. Many employers use an insurance form instead of the OSHA Form 301 or supplement an insurance form by adding any additional information required by OSHA.

How quickly must each injury or illness be recorded?

Record within 7 days: You must enter each recordable injury or illness on the OSHA 300 Log and OSHA Form 301 or equivalent within 7 calendar days of receiving information that a recordable injury or illness has occurred: for example, if a new case is discovered.

May I keep my records on a computer?

Yes Yes, if the computer can produce equivalent forms when they are needed, as described under 1904.35 and 1904.40, you may keep your records using the computer system.

1. How soon must the employer enter a recordable injury or illness on the OSHA 300 Log?

a. Within 7 business days after the OSHA report
b. No longer than 7 days after the injury or illness
c. Within 7 calendar days after being notified
d. Up to 7 days after the completion of the accident investigation

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Employee Privacy

Are there situations where I do not put the employee's name on the forms for privacy reasons?

  • Yes, if you have a "privacy concern case," you may not enter the employee's name on the OSHA 300 Log. Instead, enter "privacy case" in the space normally used for the employee's name. This will protect the privacy of the injured or ill employee when another employee, a former employee, or an authorized employee representative is provided access to the OSHA 300 Log under 1904.35(b)(2). You must keep a separate, confidential list of the case numbers and employee names for your privacy concern cases so you can update the cases and provide the information to the government if asked to do so.

How do I determine if an injury or illness is a privacy concern case?

The following is a complete list of injuries or illnesses that are considered privacy concern cases:

  • an injury or illness to an intimate body part or the reproductive system;
  • an injury or illness resulting from a sexual assault;
  • mental illnesses;
  • HIV infection, hepatitis, or tuberculosis;
  • needlestick injuries and cuts from sharp objects contaminated with another person's blood or other potentially infectious material; and
  • Other illnesses, only if the employee voluntarily requests that his or her name not be entered on the log.

Click on the button to read about more important tips to remember about privacy cases.

Use discretion in privacy cases. If you reasonably believe that information describing the privacy concern case may be personally identifiable even though the employee's name is omitted, use discretion in describing the injury or illness on both the OSHA 300 and OSHA 301 Forms. Enter enough information to identify the cause of the incident and the general severity of the injury or illness, but you do not need to include details of an intimate or private nature. For example:

  • describe a sexual assault case as an "injury from assault"
  • an injury to a reproductive organ could be described as "lower abdominal injury"

Disclosing personal identification. If you voluntarily disclose the forms to persons other than government representatives, employees, former employees, or authorized representatives, you must remove or hide the employees' names and other personally identifying information except for in the following cases to:

  • an auditor or consultant hired by the employer to evaluate the safety and health program;
  • the extent necessary for processing a claim for workers' compensation or other insurance benefits; or
  • a public health authority or law enforcement agency for uses and disclosures for which consent, an authorization, or opportunity to agree or object is not required under Department of Health and Human Services Standards for Privacy of Individually Identifiable Health Information, 45 CFR.164.512.

2. What is the correct entry on the OSHA 300 Log if you have a privacy concern about the case?

a. Leave the name and job title column blank
b. "See Human Resource Manager" in name and job title columns"
c. "Confidential" in each appropriate column
d. "Privacy Case" instead of the employee's name

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Multiple Business Establishments

How Workers' Compensation Works - Missouri.

Keep a separate OSHA 300 Log for each establishment that you expect to operate for 1-year or longer.

Do I need to keep OSHA records for short-term establishments?

  • Yes, however, you do not have to keep a separate OSHA 300 Log for each such establishment. You may keep one OSHA 300 Log that covers all of your short-term establishments. You may also include the short-term establishments' recordable injuries and illnesses on an OSHA 300 Log that covers short-term establishments for individual company divisions or geographic regions.

May I keep the records for all of my establishments at my headquarters location or at some other central location?

  • Yes. You may keep the records for an establishment at your headquarters or other central location if you can:
    1. transmit information about the injuries and illnesses from the establishment to the central location within seven (7) calendar days of receiving information that a recordable injury or illness has occurred; and
    2. produce and send the records from the central location to the establishment within the time frames required by 1904.35 and 1904.40 when you are required to provide records to a government representative, employees, former employees or employee representatives.

What about employees working at different locations?

  • You must link each employee with one of your establishments, for recordkeeping purposes. You must record the injury and illness on the OSHA 300 Log of the injured or ill employee's establishment or on an OSHA 300 Log that covers that employee's short-term establishment.
  • If the injury or illness occurs at one of your establishments, you must record the injury or illness on the OSHA 300 Log of the establishment at which the injury or illness occurred. If the employee is injured or becomes ill and is not at one of your establishments, you must record the case on the OSHA 300 Log at the establishment at which the employee normally works.

3. Keep a separate OSHA 300 Log for each establishment that you expect to operate for _____.

a. six months or longer
b. 1-year or longer
c. at least 2 years
d. five years or more

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Covered Employees

Commitment is time and money.
All employees on the payroll are covered.

You must record on the OSHA 300 Log the recordable injuries and illnesses of all employees on your payroll, whether they are labor, executive, hourly, salary, part-time, seasonal, or migrant workers. You also must record the recordable injuries and illnesses that occur to employees who are not on your payroll if you supervise these employees on a day-to-day basis. If your business is organized as a sole proprietorship or partnership, the owner or partners are not considered employees for recordkeeping purposes.

Covered employees include:

  • Self-employed persons: You also must record the recordable injuries and illnesses that occur to employees who are not on your payroll if you supervise these employees on a day-to-day basis. If your business is organized as a sole proprietorship or partnership, the owner or partners are not considered employees for recordkeeping purposes.
  • Temporary help agencies: Record the injuries and illnesses to workers from temporary help agencies or employee leasing services only if you supervise these employees on a day-to-day basis.
  • Contractor employees: If a contractor's employee is under the day-to-day supervision of the contractor, the contractor is responsible for recording the injury or illness. If you supervise the contractor employee's work on a day-to-day basis, you must record the injury or illness.
Record the injury once: You and the temporary help service, employee leasing service, personnel supply service, or contractor should coordinate your efforts to make sure that each injury and illness is recorded only once. Either on:
  1. your OSHA 300 Log if you provide day-to-day supervision, or
  2. on the other employer's OSHA 300 Log if that company provides day-today supervision.

4. Who are not considered employees if your business is organized as a sole proprietorship or partnership?

a. Part-time employees
b. Executives
c. Supervisors
d. Owners or partners

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Annual Summary

At the end of each calendar year, you must:

  • Review the OSHA 300 Log to verify that the entries are complete and accurate;
    • Total the columns (enter zeros if a column has no cases.)
    • Enter the company name, establishment name, address, annual average number of employees, and total hours worked by all employees.
    • Correct any problems.
  • Use the OSHA 300A or equivalent form to create an annual summary of injuries and illnesses from the OSHA 300 Log;
    • Certify that the highest ranking manager at the location where the log is compiled has examined the OSHA 300 Log and believes, based on knowledge of the process by which the information was recorded, that it is correct and complete. If there is no management at the compiling location, any manager with jurisdiction over that location may conduct the examination of the OSHA 300 Log.
    • Include the employee access and employer penalty statements found on the 300A form.
  • Post a copy of the annual summary in each establishment in a conspicuous place or places where notices to employees are customarily posted. You must ensure that the posted annual summary is not altered, defaced or covered by other material. You must post the summary no later than February 1 of the year following the year covered by the records and keep it posted until April 30.

5. Where must you post a copy of the OSHA 300A, Summary of Work-Related Injuries and Illnesses?

a. Anywhere convenient
b. The company's website
c. A conspicuous place
d. The human resources department

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Paperwork Retention and Updating

You must save the following forms for at least 5 years following the end of the calendar year to which the records pertain:

  • OSHA Form 300, Log of Work-Related Injuries and Illnesses;
  • privacy case list (if one exists);
  • OSHA Form 300A, Summary of Work-Related Injuries and Illnesses; and
  • OSHA Form 301, Injury and Illness Incident Reports.

The five-year time period enables employers, employees, and researchers to obtain sufficient data to discover patterns and trends of illnesses and injuries and, in many cases, to demonstrate the statistical significance of such data.

Do I have to update the OSHA 300/300A/301 forms during the five-year storage period?

  • Yes, during 5-year storage period, you must update your stored OSHA 300 Logs to include newly discovered recordable injuries or illnesses and to show any changes that have occurred in the classification of previously recorded injuries and illnesses. If the description or outcome of a case changes, you must remove or line out the original entry and enter the new information.
  • No. You are not required to update the OSHA 300A Annual Summary or the OSHA 301 Incident Reports, but you may do so if you wish.

Change of Business Ownership

If your business changes ownership, you are responsible for recording and reporting work-related injuries and illnesses only for that period of the year during which you owned the establishment. You must transfer the records to the new owner. The new owner must save all records of the establishment kept by the prior owner, but need not update or correct the records of the prior owner.

6. How long must you save the OSHA 300/300A/301 forms following the end of the calendar year?

a. No longer than 2 years
b. At least 5 years
c. Up to 10 years
d. Until the establishment closes

Check your Work

Read the material in each section to find the correct answer to each quiz question. After answering all the questions, click on the "Check Quiz Answers" button to grade your quiz and see your score. You will receive a message if you forgot to answer one of the questions. After clicking the button, the questions you missed will be listed below. You can correct any missed questions and check your answers again.

Video

Check out these videos!

This is a good video on how to complete an OSHA 300 Log. Although the video describes completing the form in Oregon, the information applies in every state. As usual, Oregon OSHA creates great safety information!

This video covers the steps in completing the OSHA 300A Summary. Well worth your viewing!

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