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RECORDKEEPINGRECORDKEEPING

If it isn’t written down, If it isn’t written down, it didn’t happenit didn’t happen

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Recordkeeping and Recordkeeping and ReportingReporting

• Employers of 11 or more employees Employers of 11 or more employees must maintain records of must maintain records of occupational injuries and illnessesoccupational injuries and illnesses

• AllAll employers must report to OSHA employers must report to OSHA within 8 hours any accident that within 8 hours any accident that resultsresults

– in a fatality orin a fatality or

– in-patient hospitalization of 3 or more in-patient hospitalization of 3 or more employeesemployees

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Recordkeeping FormsRecordkeeping Forms

• Maintained on Maintained on a calendar a calendar year basisyear basis

• Summary of Summary of records for the records for the previous year previous year must be must be posted from posted from February February through Aprilthrough April

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Access to Employee Access to Employee RecordsRecords

• All employees, former employees, and their All employees, former employees, and their designated representatives have a right to designated representatives have a right to access their personal records and the access their personal records and the Company’s injury and illness reports upon Company’s injury and illness reports upon written request.written request.

• The Company provides employees with their The Company provides employees with their requested records within 15 business days requested records within 15 business days following receipt of the request. following receipt of the request.

• The Company provides employees with their The Company provides employees with their requested records at no cost. If more than one requested records at no cost. If more than one copy is requested, there may be a reasonable copy is requested, there may be a reasonable and customary fee for providing additional and customary fee for providing additional copies.copies.

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Records RetentionRecords Retention• The Company ensures that the following The Company ensures that the following

records are maintained for the periods records are maintained for the periods specified:specified:– First Report of Injury or IllnessFirst Report of Injury or Illness: 5 years : 5 years

following the date of the incident.following the date of the incident.– OSHA Form 300 LogOSHA Form 300 Log: 5 years.: 5 years.– OSHA Form 300A SummaryOSHA Form 300A Summary: 5 years.: 5 years.– Medical Surveillance RecordsMedical Surveillance Records (if applicable): 30 (if applicable): 30

years beyond term of employment.years beyond term of employment.– Exposure Monitoring RecordsExposure Monitoring Records (if applicable): 30 (if applicable): 30

years beyond term of employment.years beyond term of employment.

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Record Retention Record Retention (cont…)(cont…)

– Employee Acknowledgement RecordsEmployee Acknowledgement Records: : as long as the employee’s personnel file as long as the employee’s personnel file is maintained.is maintained.

– Initial Safety Training Certificates and Initial Safety Training Certificates and RostersRosters: as long as the employee’s : as long as the employee’s personnel file is maintained.personnel file is maintained.

– Refresher Training Certificates and Refresher Training Certificates and RostersRosters: 1 year, or until the next : 1 year, or until the next training session, whichever is longer.training session, whichever is longer.

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Sources of AssistanceSources of Assistance• SMACNA Website – Safety Webpage – Free SMACNA Website – Safety Webpage – Free

Recordkeeping ModuleRecordkeeping Module• OSHA web site (www.osha.gov)OSHA web site (www.osha.gov)• Consultation assistanceConsultation assistance• Federal and State area officesFederal and State area offices

– Speakers, publications, a/v aids, technical Speakers, publications, a/v aids, technical adviceadvice

• Training and educationTraining and education– OSHA Training Institute (OTI) and the OTI OSHA Training Institute (OTI) and the OTI

Education CentersEducation Centers– OSHA Outreach Training ProgramOSHA Outreach Training Program

• OSHA Office of General Industry Compliance OSHA Office of General Industry Compliance AssistanceAssistance

• OSHA Office of State ProgramsOSHA Office of State Programs• Voluntary Protection ProgramsVoluntary Protection Programs

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OSHA Web SiteOSHA Web Site(www.osha.gov)(www.osha.gov)

• 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 News Room (publications, news

releases . . .)releases . . .)• Outreach (technical links, training . . .)Outreach (technical links, training . . .)• Regulations & Compliance Regulations & Compliance

(standards . . .)(standards . . .)

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Where to Get OSHA Where to Get OSHA StandardsStandards

• Federal Register in public Federal Register in public libraries or at the GPO web sitelibraries or at the GPO web site

• CD-ROM subscription through CD-ROM subscription through U.S. Government Printing Office U.S. Government Printing Office (GPO)(GPO)

• Code of Federal Regulations Code of Federal Regulations (CFR) in public libraries and (CFR) in public libraries and through GPOthrough GPO

• OSHA web site - OSHA OSHA web site - OSHA standards, interpretations, standards, interpretations, directives (www.osha.gov)directives (www.osha.gov)