Every organization that prioritizes workplace safety eventually encounters one critical responsibility: OSHA recordkeeping. While OSHA regulations can feel complex, understanding how to properly log, maintain, and report workplace injuries and illnesses is essential. Accurate recordkeeping isn’t just about compliance—it helps employers identify hazards, reduce risks, and foster a safer work environment.
This guide will walk you through what OSHA recordkeeping is, who it applies to, the specific requirements, and best practices to simplify compliance.
OSHA recordkeeping refers to the practice of documenting workplace injuries and illnesses in compliance with the Occupational Safety and Health Administration (OSHA) standards. These requirements help OSHA track workplace incidents and support employers in identifying patterns that may indicate hazards or areas for improvement.
Key objectives of OSHA recordkeeping include:
Ensuring accurate data on workplace injuries and illnesses.
Identifying risks to develop prevention strategies.
Promoting transparency for workers about workplace safety.
Enabling OSHA to target enforcement and resources effectively.
For more detail, OSHA provides a full Recordkeeping and Reporting Requirements overview.
Not every employer is required to maintain OSHA injury and illness records. The requirements depend on industry classification, company size, and incident type.
Employers with 11 or more employees in most industries are required to keep OSHA records.
Certain low-hazard industries (like some retail or service sectors) are partially exempt.
Regardless of size or industry, all employers must report severe incidents such as fatalities, hospitalizations, amputations, or loss of an eye directly to OSHA.
To check if your organization is exempt, review OSHA’s Partially Exempt Industries list.
OSHA requires specific forms to record and summarize incidents. Each plays a distinct role in documenting workplace safety:
This log captures every recordable incident, including:
Employee details (name, job title)
Date of incident
Description of injury/illness
Location of event
Outcome (days away, restricted duty, transfer, etc.)
The 300A provides a yearly summary of incidents. Employers must:
Post this form in a visible location from February 1 to April 30 each year.
Include total number of cases, days away from work, and injury/illness types.
Have the form certified by a company executive.
The 301 provides detailed information about individual cases, such as how the incident happened. Employers must complete this form—or an equivalent report—within seven calendar days of learning about the case.
Certain employers must also submit data electronically through OSHA’s Injury Tracking Application (ITA). As of 2024, electronic reporting requirements apply to:
Establishments with 250 or more employees in industries covered by recordkeeping rules.
Establishments with 20–249 employees in high-hazard industries (construction, manufacturing, transportation, etc.).
More information is available on OSHA’s Injury Tracking Application page.
Not every workplace incident requires recording. OSHA defines recordable cases as those that involve:
Death
Days away from work
Restricted work or transfer to another job
Loss of consciousness
Medical treatment beyond first aid
Diagnosis of significant injury/illness by a healthcare provider
OSHA Recordkeeping provides detailed criteria and examples.
Even well-intentioned organizations run into obstacles with recordkeeping. Common challenges include:
Misclassifying cases
Employers sometimes confuse first aid with medical treatment, leading to under- or over-reporting.
Inconsistent processes
Without clear workflows, documentation often varies by department or manager.
Missed deadlines
Forgetting to post Form 300A or file electronic submissions on time can result in penalties.
Lack of training
Supervisors and HR staff may not fully understand recordkeeping criteria, leading to errors.
To stay compliant and reduce errors, organizations can implement these practices:
Centralize your process: Assign responsibility for OSHA logs to a single team or individual.
Use technology: An LMS or safety management system can help streamline data entry and reporting.
Train supervisors: Provide regular training on what counts as a recordable case.
Conduct audits: Periodically review your logs to catch errors before submission deadlines.
Stay current: OSHA updates recordkeeping rules periodically. Subscribe to OSHA’s Newsroom to stay informed.
While recordkeeping is a regulatory requirement, its benefits go deeper:
Improved safety outcomes: Data highlights recurring risks, guiding proactive prevention.
Reduced costs: Fewer injuries mean fewer workers’ comp claims and less downtime.
Transparency and trust: Workers feel more confident when safety data is handled responsibly.
Benchmarking: Employers can compare their data against industry averages.
OSHA recordkeeping can feel overwhelming, but with clear processes and consistent training, it becomes a valuable tool for improving workplace safety. By staying compliant, employers not only avoid penalties but also create safer, healthier environments for their teams.
At Sentry Road, we help organizations manage OSHA recordkeeping requirements and much more. If you’d like guidance on simplifying compliance and strengthening your safety programs, we’re here to help.