Tips for Keeping OSHA Compliant Records

If you work in construction, you’re likely familiar with OSHA. OSHA, formally known as the Occupational Safety and Health Administration is a government agency under the United States Department of Labor that works to assure America’s workers have safe and healthful working conditions free from unlawful retaliation. 

The most meaningful way that OSHA impacts everyday construction management is with the expectation to keep and submit records for job-site incidents. Josh Hollingsworth, a Risk Management Consultant at Builders Mutual, walks us through how to maintain OSHA standards.

OSHA Records: What’s Really Relevant

Construction demands a lot of paperwork, from initial planning to final completion, tracking things such as equipment maintenance, project schedules, daily reports, inspection reports, meeting minutes, job-site memos, and more. While every type of record has its place––and importance––it’s not all relevant to OSHA.

OSHA records are centered around work-related fatalities, injuries, and illnesses. OSHA requires the use of specific forms (Form 300, 300A, and 301), which must be kept for at least five years. Each form varies slightly in terms of what it records:

• Form 300: This is a log-type form that is used to track and record all of the work related illnesses and injuries on a job-site.
• Form 301: This form must be filled out for each illness or injury, and records detailed information about the individual incidents. 
• Form 300A: This is an annual report that summarizes all the injuries and reports from the previous calendar year. Employers are expected to post the Form 300A summary at the worksite from February-April. Employers with more than 250 employees or in designated industries are required to also submit their Form 300A online. 

The information that’s needed for these forms includes details such as the date of injury or illness, location of the event, a description of the event, body parts affected, any objects or substances involved, days spent away from work, and more. 

OSHA Compliance: How to Stay Meticulous

While record keeping seems simple, staying on top of it in the midst of demanding construction projects can be easier said than done. A lot of employers don’t always realize OSHA requirements, and thus don’t properly keep up with their records. Other employers can get caught up in the busyness of day-to-day business and let record keeping slip through the cracks. Hopefully, injuries or illness are a rarity on your job-site. But still, as they come up, it’s imperative to stay on top of documentation. 

In order to keep your records thorough and aligned with OSHA standards, Hollingsworth recommends leaders build awareness on the importance of following OSHA regulations, make record keeping a priority, and promote how proper record keeping is good for business.

1. Incorporate OSHA records into your Health and Safety Program
   • The more your crew understands the expectations and implications of OSHA record keeping, the better off your records will be. Consider adding OSHA education and training to any previously established Health and Safety Program.
2. Make speedy recording a habit
   • The best time to record an injury or illness for OSHA is right as it happens, when the details are sharp and your memory of the event is clear. Encourage your crew to record as injuries and illnesses unfold so that nobody has to scratch their head later trying to recall important specifics.
3. Recognize the business benefits
   • “If it’s not documented, it didn’t happen” is a saying for good reason. It can be helpful for employers and employees to truly understand the benefits of OSHA records, beyond just staying compliant. The data and statistics from accurate records will help you analyze any trends at your job-site and identify potential areas of concern. For instance, records might show that you have repeated guardrail incidents, prompting you to increase and improve guardrail safety training.

As you strive to keep records that benefit your business and employees, Builders Mutual is here to help. Contact your Risk Management Consultant today for a free consultation and ongoing support in record keeping and all things safety.