PREVNEXTSUBMITMenuResourcesGlossaryNotesClear and return to MenuSearch ResultsFilterSlide TextNotesSearch in:Check to includeSearch...TermsDefinitiondefinitionresourcessearchpauseplayreplaysubmitnextpreviousvolumesela safety council, llc. recordkeeping-osha get started! copyright © 2018 by sela safety council, llc. all rights reserved. no part of this publication, training, pictures, class content, and presentations may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of the publisher, except in the case of brief quotations embodied in critical reviews and certain other noncommercial uses permitted by copyright law. for permission requests, write to the publisher, addressed “attention: permissions coordinator,” at the address below. sela safety council, llc. 607 north canal blvd. thibodaux, la. 70301 www.selasafetycouncilllc.com ordering information: quantity sales. special discounts are available on quantity purchases by corporations, associations, and others. for details, contact the publisher at the address above. i agree to the terms above yes recordkeeping (osha) federal agency injury and illness recordkeeping and reporting requirements continue certified safety manager these materials, training and education are intended to assist employers, workers, and others as they strive to improve workplace health and safety. while we attempt to thoroughly address specific topics, it is not possible to include discussion of everything necessary to ensure a healthy and safe working environment in a presentation of this nature. thus, this information must be understood as a tool for addressing workplace hazards, rather than an exhaustive statement of an employer’s legal obligations, which are defined by statute, regulations, and standards. continue recordkeeping (osha) certified safety manager click on the video to start back safety continue recordkeeping (osha) certified safety manager this presentation is an overview of the major requirements for federal agency injury and illness recordkeeping and reporting. note: these materials are not a substitute for the requirements contained in 29 cfr part 1960 and 29 cfr part 1904. objective continue recordkeeping (osha) certified safety manager osha issued a final rule (69 fr 68793) on 11/26/04 that makes the federal sector’s recordkeeping and reporting requirements essentially identical to the private sector this rule amends the basic program elements under 29 cfr part 1960, subpart i, to make pertinent private sector recordkeeping requirements under 29 cfr part 1904 applicable to all executive branch federal agencies background continue recordkeeping (osha) certified safety manager except as modified by 29 cfr part 1960 subpart i, federal agency recording and reporting requirements must comply with 29 cfr part 1904, subparts c, d, e, and g1 federal agencies must provide the injury and illness information required by the osha recordkeeping forms 1960.66 – purpose, scope and general provisions continue recordkeeping (osha) certified safety manager recording or reporting a work-related injury, illness or fatality: does not constitute an admission of fault does not constitute an admission of an employer/employee relationship does not mean that an osha rule has been violated or that the individual is eligible for workers’ compensation or any other benefits these requirements do not diminish or modify in any way a federal agency’s responsibilities to report or record injuries or illnesses as required by the office of workers’ compensation programs under the federal employees’ compensation act (feca) note to 1960.66 continue recordkeeping (osha) certified safety manager subpart c - forms and recording criteria subpart d - other requirements subpart e - reporting to the government subpart g - definitions organization of 29 cfr 1904 continue recordkeeping (osha) certified safety manager 1904.4 recording criteria 1904.5 work-relatedness 1904.6 new case 1904.7 general recording criteria 1904.8 needlesticks and sharps 1904.9 medical removal 1904.10 hearing loss 1904.11 tuberculosis 1904.29 forms subpart c - recordkeeping forms and recording criteria continue recordkeeping (osha) certified safety manager for the injury and illness statistics, subpart c is the most important section of the rule, because it defines which cases should be recorded on the osha 300 log and which should not be recorded. the sections of the rule follow the process for deciding if a case is recordable: determining if the employee experienced an injury or illness; if the injury or illness is work-related; if it is a new case; and, whether it meets the general recording criteria or the special criteria for a specific injury/illness type. subpart c - recordkeeping forms and recording criteria continue recordkeeping (osha) certified safety manager covered employers must record each fatality, injury or illness that: is work-related, and is a new case, and meets one or more of the criteria contained in sections 1904.7 through 1904.11. paragraph 1904.4 explains the overall process for deciding whether or not to record a case. all cases (both injury and illness cases) are analyzed using the same criteria. illness cases are only recorded if they meet the same criteria as injury cases. 1904.4 also includes a flowchart that provides a visual representation of the overall process for deciding whether or not to record an injury or illness. 1904.4 - recording criteria continue recordkeeping (osha) certified safety manager osha injury and illness recordkeeping 5 step process continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager the work environment is defined as the establishment and other locations where one or more employees are working or present as a condition of employment the work environment includes not only physical locations, but also the equipment or materials used by employees during the course of their work when employees are at the establishment, they are in the work environment. when employees are working away from the establishment, they carry a “bubble” of work environment wherever they go. 1904.5 - work environment continue recordkeeping (osha) certified safety manager a pre-existing injury or illness is significantly aggravated when an event or exposure in the work environment results in any of the following (which otherwise would not have occurred): death, loss of consciousness, days away, days restricted or job transfer, medical treatment there must be significant aggravation of a pre-existing injury or illness to establish work-relatedness. the workplace event or exposure must aggravate a pre-existing injury or illness enough that it results in greater consequences than what would have occurred but for that event or exposure. this means that the pre-existing condition requires more medical treatment than otherwise needed; more restrictions, more days away, etc. 1904.5 - significant aggravation continue recordkeeping (osha) certified safety manager present as a member of the general public symptoms arising in work environment that are solely due to non-work-related event or exposure (regardless of where signs or symptoms surface, a case is work-related only if a work event or exposure is a discernable cause of the injury or illness or of a significant aggravation to a pre-existing condition.) voluntary participation in wellness program, medical, fitness or recreational activity eating, drinking or preparing food or drink for personal consumption the following situations are not work related (1904.5 – exceptions) continue recordkeeping (osha) certified safety manager personal tasks outside assigned working hours personal grooming, self medication for non-work-related condition, or intentionally self-inflicted motor vehicle accident in parking lot/access road during commute common cold or flu mental illness, unless employee voluntarily provides a medical opinion from a physician or licensed health care professional (plhcp) having appropriate qualifications and experience that affirms work-relatedness the following situations are not work related (1904.5 – exceptions) continue recordkeeping (osha) certified safety manager if an employee uses the employer’s sewing machine to make tents for the girl scouts after the shift has ended, this is a personal task outside of assigned working hours and any injury that would occur during that task is not work-related. if an employee has a negative reaction to asthma medication for personal allergies, gets mascara in the eye, or commits suicide - the cases are from self medication for a non-work-related condition, personal grooming, or intentionally self-inflicted and are not work-related. if an employee is injured in a motor vehicle accident going to or leaving work at the beginning or end of the shift, or for a personal errand - the case is not work-related. however, if the employee slips on the ice in the parking lot, or is in a car wreck doing business - the case is work-related. exceptions continue recordkeeping (osha) certified safety manager an injury or illness that occurs while an employee is on travel status is work-related if it occurred while the employee was engaged in work activities in the interest of the employer home away from home detour for personal reasons is not work-related 1904.5 - travel status continue recordkeeping (osha) certified safety manager when employees are traveling, an injury or illness that occurs while the employee is engaged in work activities for the employer is considered work-related. travel to and from customer contacts and entertaining or being entertained at the direction of the employer are work-related. for example, if an employee falls in the airport while on a business trip, the case is work-related. when an employee checks into a hotel or motel, he/she establishes a “home away from home.” while they’re in that “home away from home” status, cases that occur are not work-related. for example, if an employee slips in the hotel shower and is injured, the case is not work-related. likewise, if the employee takes a side trip while in transit for a vacation, to go sightseeing or shopping, etc., and is injured, the case is not work-related. continue recordkeeping (osha) certified safety manager injuries and illnesses that occur while an employee is working at home are work-related if they: occur while the employee is performing work for pay or compensation in the home, and are directly related to the performance of work rather than the general home environment 1904.5 – work at home continue recordkeeping (osha) certified safety manager when employees are working at home, a case is work-related when an employee is injured or becomes ill while working for pay or compensation. cases are not work-related if they are related to the general home environment. for example, if an employee drops a box of work documents and injures her foot, the case would be considered work-related. if an employee's fingernail was punctured and became infected by a needle from a sewing machine used to perform garment work at home, the injury would be considered work-related. if an employee was injured because he tripped on the family dog while rushing to answer a work phone call, the case would not be considered work-related. if an employee working at home is electrocuted because of faulty home wiring, the injury would not be considered work-related. osha directive cpl 2-0.125 gives guidance on osha’s policy for employees who are working at home and explains that osha will not conduct inspections at home offices. continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager record if the case involves one or more days away from work check the box for days away cases and count the number of days do not include the day of injury/illness cases that result in days away from work are recordable. the employer is to check the box for days away cases and count the number of days away. the day of the injury or illness is not counted as a day away. 1904.7(b)(3) - days away cases continue recordkeeping (osha) certified safety manager day counts (days away or days restricted) count the number of calendar days the employee was unable to work (include weekend days, holidays, vacation days, etc.) cap day count at 180 days away and/or days restricted may stop day count if employee leaves company for a reason unrelated to the injury or illness if a medical opinion exists, employer must follow that opinion 1904.7(b)(3) – days away cases continue recordkeeping (osha) certified safety manager for days away or days restricted, count calendar days. under this system, a special case arises when an employee is injured on a friday or right before a vacation, and returns on the next scheduled day. if hr gives information that the employee should not have worked during those days off, then the days should be counted. the employer may stop counting days when they reach 180 days away from work or days of restricted work or both. we then know that this was a serious case. the employer may also stop counting days if the employee leaves the company for some reason not related to the injury or illness - for example, a plant shutdown. if the employee is away from work for an extended time, the employer must record the case within 7 days with an estimate of the days away and then must update the day count when the actual number of days away or restricted becomes known. continue recordkeeping (osha) certified safety manager record if the case involves one or more days of restricted work or job transfer check the box for restricted/transfer cases and count the number of days do not include the day of injury/illness. cases that result in days of restricted work or job transfer are recordable. the employer is to check the box for restricted work cases and count the number of days restricted or transferred. the day of injury/illness is not counted as a day of restriction. a restriction that is limited only to the day of injury or illness does not make a case recordable. 1904.7(b)(4) - restricted work cases continue recordkeeping (osha) certified safety manager restricted work activity exists if the employee is: unable to work the full workday he or she would otherwise have been scheduled to work; or unable to perform one or more routine job functions an employee’s routine job functions are those activities the employee regularly performs at least once per week 1904.7(b)(4) - restricted work cases continue recordkeeping (osha) certified safety manager restricted work activity is evaluated by looking at two components: time and job functions. if, because of a work-related injury or illness, an employee is unable to work the full shift he or she was scheduled to work, then that worker is considered to be on restricted work activity. for example, if the employee was scheduled to work an 8-hour day, but is only able to work 4 hours, then his work activity is restricted. if an employee is able to work a full shift, but is unable to perform all of his or her routine job functions, then the worker is also considered to be on restricted work activity. osha has defined routine job functions as work that an employee would regularly have performed at least once per week, because osha believes that the range of activities captured by this interval of time will generally reflect the range of an employee’s usual work activities. activities performed less frequently than once per week reflect more uncommon work activities that are not considered routine duties for the purposes of this rule. continue recordkeeping (osha) certified safety manager a case is not recordable under 1904.7(b)(4) as a restricted work case if: the employee experiences minor musculoskeletal discomfort, a health care professional determines that the employee is fully able to perform all of his or her routine job functions, and the employer assigns a work restriction to that employee for the purpose of preventing a more serious condition from developing. 1904.7(b)(4) – restricted work continue recordkeeping (osha) certified safety manager osha’s policy regarding preventive transfers is explained in the recordkeeping compliance directive (cpl 2-0.131). under that policy, a case is not recordable under 1904.7(b)(4) as a restricted work case if three conditions are met: the employee experiences minor musculoskeletal discomfort, a health care professional determines that the employee is fully able to perform all or his or her routine job functions, and the employer assigns a work restriction to that employee for the purpose of preventing a more serious condition from developing. continue recordkeeping (osha) certified safety manager job transfer an injured or ill employee is assigned to a job other than his or her regular job for part of the day a case is recordable if the injured or ill employee performs his or her routine job duties for part of a day and is assigned to another job for the rest of the day most job transfers involve some type of restriction. even if they don’t, job transfers due to an injury or illness are recordable events. if an injured or ill employee is transferred to another job for half days, this is also a job transfer. if a permanent job transfer is made immediately, that is, on the day of injury or illness, at least one day of restricted work activity must be recorded. 1904.7(b)(4) – job transfer continue recordkeeping (osha) certified safety manager medical treatment is the management and care of a patient to combat disease or disorder. it does not include: visits to a plhcp solely for observation or counseling diagnostic procedures first aid medical treatment is the management and care of a patient to combat disease or disorder. medical treatment does not include visits to a plhcp solely for observation and counseling, including follow-up visits. medical treatment also does not include diagnostic procedures, such as x-rays, blood tests, or mris. use of prescription medications for diagnostic purposes is also not considered medical treatment; for example, prescription eye drops used to dilate the pupils. finally, medical treatment does not include first aid procedures. 1904.7(b)(5) – medical treatment continue recordkeeping (osha) certified safety manager using nonprescription medication at nonprescription strength tetanus immunizations cleaning, flushing, or soaking surface wounds wound coverings, butterfly bandages, steri-strips hot or cold therapy non-rigid means of support temporary immobilization device used to transport accident victims 1904.7(b)(5) – first aid continue recordkeeping (osha) certified safety manager first aid is defined using a list of procedures that are all-inclusive. if a procedure is not on the list, it is not considered first aid for record keeping purposes. the first item in the list is using nonprescription medication at nonprescription strength. this means that if an employee is provided prescription medications or non-prescription medications at prescription strength, it is considered medical treatment. the rule also makes it clear that wound coverings, butterfly bandages, and steri-strips are first aid. use of wound closure methods such as sutures, medical glues or staples is considered medical treatment. the rule also makes it clear that hot or cold therapy is first aid regardless of how many times it is used. continue recordkeeping (osha) certified safety manager drilling of fingernail or toenail, draining fluid from blister eye patches removing foreign bodies from eye using irrigation or cotton swab removing splinters or foreign material from areas other than the eye by irrigation, tweezers, cotton swabs or other simple means finger guards massages drinking fluids for relief of heat stress removing foreign bodies from the eye using irrigation or a cotton swab is first aid. using other methods to remove materials from the eye is medical treatment. massage therapy is first aid. physical therapy or chiropractic treatment is considered medical treatment. drinking fluids for relief of heat stress is first aid, but administering fluids through an iv is medical treatment. 1904.7(b)(5) - first aid continue recordkeeping (osha) certified safety manager all work-related cases involving loss of consciousness must be recorded the length of time the person is unconscious is irrelevant. 1904.7(b)(6) - loss of consciousness continue recordkeeping (osha) certified safety manager the following work-related conditions must always be recorded at the time of diagnosis by a plhcp: cancer chronic irreversible disease punctured eardrum fractured or cracked bone or tooth 1904.7(b)(7) – significant diagnosed injury or illness continue recordkeeping (osha) certified safety manager osha believes that most significant injuries and illnesses will result in one of the criteria listed in §1904.7(a): death, days away from work, restricted work or job transfer, medical treatment beyond first aid, or loss of consciousness. however, there are some significant injuries, such as a punctured eardrum or a fractured toe or rib, for which neither medical treatment nor work restrictions may be recommended. in addition, there are some significant progressive diseases, such as byssinosis, silicosis, and some types of cancer, for which medical treatment or work restrictions may not be recommended at the time of diagnosis but are likely to be recommended as the disease progresses. osha believes that cancer, chronic irreversible diseases, fractured or cracked bones, and punctured eardrums are generally considered significant injuries and illnesses, and must be recorded at the initial diagnosis even if medical treatment or work restrictions are not recommended, or are postponed, in a particular case. continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager record all work-related needlesticks and cuts from sharp objects that are contaminated with another person’s blood or other potentially infectious material (includes human bodily fluids, tissues and organs; other materials infected with hiv or hbv such as laboratory cultures) record splashes or other exposures to blood or other potentially infectious material if it results in diagnosis of a bloodborne disease or meets the general recording criteria the rule requires the recording of all work-related needlesticks and cuts from contaminated sharp objects. this provision has the greatest effect on the health care sector, especially hospitals and nursing homes. 1904.8 – bloodborne pathogens continue recordkeeping (osha) certified safety manager the 300 log can be used to meet the requirements for a sharps log, provided that the employer: must be able to segregate the sharps injury data, must include information on the type and brand of device that caused the injury, and must explain how the injury occurred. relationship to bloodborne pathogen standard continue recordkeeping (osha) certified safety manager if an employee is medically removed under the medical surveillance requirements of an osha standard, you must record the case the case is recorded as either one involving days away from work or days of restricted work activity if the case involves voluntary removal below the removal levels required by the standard, the case need not be recorded 1904.9 requires the employer to record cases where an employee is medically removed under an osha standard. several osha standards have medical removal criteria, including the lead, cadmium, and benzene standards. the case is recorded as a days away or restricted work case depending on how the employer deals with the removal. if employers voluntarily remove employees below the thresholds in the standards, the case does not need to be recorded under this paragraph. 1904.9 - medical removal continue recordkeeping (osha) certified safety manager must record all work-related hearing loss cases where: employee has experienced a standard threshold shift (sts)1, and employee’s hearing level is 25 decibels (db) or more above audiometric zero [averaged at 2000, 3000, and 4000 hertz (hz)] in the same ears as the sts must check the 300 log column for “hearing loss” 1 an sts is defined in osha’s noise standard at 29 cfr 1910.95(g)(10)(i) as a change in hearing threshold, relative to the baseline audiogram, of an average of 10 db or more at 2000, 3000, and 4000 hz in one or both ears. 1904.10 – hearing loss continue recordkeeping (osha) certified safety manager employers must record work-related hearing loss cases when an employee’s hearing test shows a marked decrease in overall hearing. if an event or exposure in the work environment caused or contributed to the hearing loss, or significantly aggravated a pre-existing hearing loss, the case is work related. if a physician or other licensed health care professional determines that the hearing loss is not work related or has not been significantly aggravated by occupational noise exposure, employers are not required to record the case. continue recordkeeping (osha) certified safety manager if an employee’s hearing test (audiogram) reveals that the employee has experienced a work related standard threshold shift (sts) in hearing in one or both ears, and the employee’s hearing level is 25 decibels (db) or more above audiometric zero [averaged at 2000, 3000, and 4000 hertz (hz)] in the same ear(s) as the sts, you must record the case on the osha 300 log. a standard threshold shift, or sts, is defined in osha’s general industry noise standard at 29 cfr 1910.95(g)(10)(i) as a change in hearing threshold, relative to the baseline audiogram for that employee, of an average of 10 db or more at 2000, 3000, and 4000 hz in one or both ears. continue recordkeeping (osha) certified safety manager must compute the sts in accordance with osha’s noise standard, 1910.95 compare employee’s current audiogram to the original baseline audiogram or the revised baseline audiogram allowed by 1910.95(g)(9) may adjust for aging to determine whether an sts has occurred using tables in appendix f of 1910.95 may not adjust for aging to determine whether or not hearing level is 25 db or more above audiometric zero continue recordkeeping (osha) certified safety manager paragraph 1910.95(g)(9) of osha’s noise standard states: (9) revised baseline. an annual audiogram may be substituted for the baseline audiogram when, in the judgment of the audiologist, otolaryngologist, or physician who is evaluating the audiogram: the standard threshold shift revealed by the audiogram is persistent, or the hearing threshold shown in the annual audiogram indicates significant improvement over the baseline audiogram. when you are determining whether an sts has occurred, you may age adjust the employee’s current audiogram results by using tables f-1 or f-2, as appropriate, in appendix f of 29 cfr 1910.95. you may not use an age adjustment when determining whether the employee’s hearing level is 25 db or more above audiometric zero. in short, a recordable hearing loss case occurs when an employee experiences an sts (as defined in 1910.95), the sts is work-related, and the employee’s aggregate hearing loss exceeds 25 db from audiometric zero. continue recordkeeping (osha) certified safety manager record a case where an employee is exposed at work to someone with a known case of active tuberculosis, and subsequently develops a tb infection must check the 300 log column for “respiratory condition” a case is not recordable when: the worker is living with a person who is diagnosed with active tb the public health department has identified the worker as a contact of an individual with active tb a medical investigation shows the employee’s infection was caused by exposure away from work 1904.11 - tuberculosis continue recordkeeping (osha) certified safety manager if an employee is exposed to an active case of tuberculosis at work, and then has a positive tb skin test or becomes an active case, then it must be recorded. the case does not have to be recorded if there is evidence that the case did not arise from a workplace exposure. continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager osha form 300, log of work-related injuries and illnesses osha form 300a, summary of work-related injuries and illnesses osha form 301, injury and illness incident report the rule requires employers to keep 3 forms: a 300 log, a 300a summary form, and a 301 incident report. the forms are included in a forms package which contains: - enough 300 and 300a forms for the average employer to keep records for 3 years - instructions and examples - a worksheet for calculating injury and illness rates, and - a worksheet to help employers fill out the summary. the package also includes references to tell employers where they can get more help. 1904.29 - forms continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager on the 300 log, the employer checks one and only one of the outcome columns for each case, the one representing the most serious outcome of the case. if the status of the case changes, then the entry must be changed. for example, if the injured employee is experiencing days away from work, then dies, the employer must remove (or line out) the days away entry and the day count and check the box for a fatality. continue recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager the 301 form captures data on each injury and illness (the length of service, what time the injury occurred, what time the employee started work, etc.). the questions about how the person was injured or became ill are identical to the bls survey questions, which makes it easier for employers to complete the survey forms when they receive them. many employers use a worker’s compensation report, a first report of injury or a company accident report as an equivalent form, and they can continue to do this. they just need to make sure that their form includes all of the same data that is found on the 301 form or can be supplemented so that the data is attached to it. recordkeeping (osha) certified safety manager continue recordkeeping (osha) certified safety manager there is a separate form for the summary, the 300a. this makes it easier to protect the privacy of injured or ill workers. the form asks for additional data on the average number of employees and hours worked to make it easier to calculate rates. incidence rates are the best way to compare an establishment or an individual company’s data to the national statistics and to their prior performance. continue recordkeeping (osha) certified safety manager must enter each recordable case on the forms within 7 calendar days of receiving information that a recordable case occurred an equivalent form has the same information, is as readable and understandable, and uses the same instructions as the osha form it replaces forms can be kept on a computer as long as they can be produced when they are needed, as described under 1904.35 and 1904.40 completing forms continue recordkeeping (osha) certified safety manager do not enter the name of an employee on the osha form 300 for “privacy concern cases” enter “privacy case” in the name column keep a separate confidential list of the case numbers and employee names for certain “privacy concern cases,” employers must not enter the employee’s name on the 300 form. instead, they are to enter “privacy case.” a separate, confidential list of the employee’s names and case numbers must be kept by the employer and provided to an osha inspector upon request. 1904.29 - privacy protection continue recordkeeping (osha) certified safety manager privacy concern cases are: an injury or illness to an intimate body part or reproductive system an injury or illness resulting from sexual assault mental illness hiv infection, hepatitis, tuberculosis needlestick and sharps injuries that are contaminated with another person’s blood or other potentially infectious material employee voluntarily requests to keep name off for other illness cases 1904.29 - privacy protection continue recordkeeping (osha) certified safety manager employer may use discretion in describing the case if employee can be identified if you give the forms to people not authorized by the rule, you must remove the names first exceptions for: auditor/consultant, workers’ compensation or other insurance public health authority or law enforcement agency 1904.29 - privacy protection continue recordkeeping (osha) certified safety manager for a privacy concern case, if the employee’s identity can still be implied, the employer may use some discretion in describing the case. the rule requires that enough information be entered to identify the cause and general severity of the incident. for example, a sexual assault can be entered as “assault” or an injury to a reproductive organ can be entered as a “lower abdominal injury.” the employer is not required to go into graphic detail in these types of cases. if the employer gives out the forms to the public, the names must be removed first. there are exceptions for employee access, osha access, auditors, insurance, or law enforcement personnel. exception for public health authority or law enforcement agency when consent not required by 45 cfr 164.512. 1904.29 - privacy protection continue recordkeeping (osha) certified safety manager 1904.30 multiple business establishments 1904.31 covered employees 1904.32 annual summary 1904.33 retention and updating 1904.34 change of ownership 1904.35 employee involvement 1904.36 discrimination 1904.37 state plans 1904.38 variances subpart d includes other requirements, telling the employer how to handle multiple business establishments and temporary employees, how to summarize and store the data, what to do if the business is sold, employee involvement, state plans and variances. subpart d - other requirements continue recordkeeping (osha) certified safety manager keep a separate osha form 300 for each establishment that is expected to be in operation for more than a year may keep one osha form 300 for all short-term establishments each employee must be linked with one establishment when the employer has more than one establishment, a separate log must be kept for each establishment expected to be in operation for more than a year. for the short term establishments (those expected to be in operation for less than a year), the employer may keep one log that includes all of the injuries and illnesses at the short term establishments, or keep logs by state or district. an employer with multiple lines of business may have some exempt and some covered establishments, and each employee must be linked to an establishment for recordkeeping purposes. 1904.30 - multiple business establishments continue recordkeeping (osha) certified safety manager if an employee normally reports to an establishment and is injured there, the case goes on that establishment’s log if an employee is injured or made ill while visiting or working at another of the employer’s establishments, then the case must be recorded on the 300 log of the establishment at which the injury or illness occurred (e.g., agency engineer) cases for employees injured at another employer’s establishment go on the log of the employee’s home establishment (e.g., traveling person) different locations continue recordkeeping (osha) certified safety manager unlike the private sector, it is common for most federal agencies to have multiple establishments throughout their national and regional offices. under part 1960, the term establishment means a single physical location where business is conducted or where services or operations are performed. where distinctly separate activities are performed at a single physical location, such as in a typical national or regional office of an executive branch department where headquarters for several agencies or programs are housed, each agency headquarters operation must be treated as a separate establishment. at the department of labor, for example, regional and national offices for osha, the employment standards administration, employment and training administration, employee benefits security administration, etc. would all be treated as distinct establishments for illness and injury recordkeeping purposes. typically, an establishment as used in part 1960 refers to a field activity, regional office, area office, installation, or facility. different locations continue recordkeeping (osha) certified safety manager employees on payroll employees not on payroll who are supervised on a day-to-day basis exclude self-employed and partners temporary help agencies should not record the cases experienced by temp workers who are supervised by the using organization employees on the payroll must be included in the employer’s records, unless the company is acting as a temporary help service. employees not covered in the osh act are also not included in the osha records. these include unpaid volunteers, sole proprietors, family members on family farms, domestic workers in residential settings. temporary workers will be the employees of the party exercising day-to-day control over them, and the supervising party will record their injuries and illnesses. the employer and the temporary help service can discuss each case to see who is recording it. we do not want a case to be recorded twice if it can be avoided. 1904.31 – covered employees continue recordkeeping (osha) certified safety manager review osha form 300 for completeness and accuracy, correct deficiencies complete osha form 300a certify summary post summary 1904.32 – annual summary continue recordkeeping (osha) certified safety manager the annual summary requirements lay out a process for completing the end-of-year processing. the employer must first review the records and correct them if necessary, then complete the form, certify the form, and post it for 3 months. the form includes data on average employment and hours worked to make it easier to calculate incidence rates. the employer may estimate these figures using the optional worksheet provided in the forms package. continue recordkeeping (osha) certified safety manager federal agency certification (1960.67) senior establishment management official head of the agency for which the senior establishment management official works, or any management official who is in the direct chain of command between the senior establishment management official and the head of the agency must post for 3-month period from february 1 to april 30 of the year following the year covered by the summary 1904.32 - annual summary continue recordkeeping (osha) certified safety manager you must inform each employee of how to report an injury or illness must set up a way for employees to report work-related injuries and illnesses promptly; and must tell each employee how to report work-related injuries and illnesses to you the rule requires each employer to set up a way for employees to report injuries and illnesses. employers also must tell each employee how to report. this is a very basic step to make sure employees report cases so they can get into the records. 1904.35 - employee involvement continue recordkeeping (osha) certified safety manager must provide limited access to injury and illness records to employees, former employees and their personal and authorized representatives provide copy of osha form 300 by end of next business day provide copy of osha form 301 to employee, former employee or personal representative by end of next business day provide copies of osha form 301 to authorized representative within 7 calendar days. provide only “information about the case” section of form. employers are also required to provide the records to employees. the 300 log is available to employees, former employees, or employee representatives by the end of the next business day. an employee, former employee or personal representative is allowed to receive a copy of his or her own 301 form. an authorized representative can get 301 information for all the injuries and illnesses at the establishment, but only the information about the injury or illness. that information is provided on the right side of the 301 form. 1904.35 – employee involvement continue recordkeeping (osha) certified safety manager section 11(c)1 of the act prohibits you from discriminating against an employee for reporting a work-related fatality, injury or illness section 11(c) also protects the employee who files a safety and health complaint, asks for access to the part 1904 records, or otherwise exercises any rights afforded by the osh act 1904.36 - prohibition against discrimination continue recordkeeping (osha) certified safety manager 1904.39 fatality and catastrophe reporting report orally within 8 hours any work-related fatality or incident involving 3 or more in-patient hospitalizations do not need to report highway or public street motor vehicle accidents (outside of a construction work zone)* do not need to report commercial airplane, train, subway or bus accidents* 1904.40 access for government representatives 1960.70 must provide the office of federal agency programs a summary report of each fatal and catastrophic accident investigation * these incidents must, however, be recorded on the osha 300 log. fatality/catastrophe reporting continue recordkeeping (osha) certified safety manager employers must report fatality and catastrophe incidents to osha within 8 hours, verbally discussing the case with osha. the case can be called in to the local area office or phoned in to 1-800-321-osha. cases may be recordable but not reportable, for example, a fatality due to a motor vehicle accident on a public highway does not have to be reported within 8 hours, but it is a recordable fatality on the 300 log. agency summary reports must address the date/time of accident, agency/establishment named and location, and consequences, description of operation and the accident, causal factors, applicable standards and their effectiveness, and agency corrective/preventive actions. fatality/catastrophe reporting continue recordkeeping (osha) certified safety manager must provide copies of the records within 4 business hours use the business hours of the establishment where the records are located. employers must provide the records within 4 business hours of a request by an osha or niosh official. if an inspection is in texas and the records are in new york, use the business hours of new york. subpart e - reporting information to the government continue recordkeeping (osha) certified safety manager the best source of current information on osha recordkeeping requirements is osha’s recordkeeping page. here you will find regulatory and compliance information, frequently asked questions, forms, contact information and training materials. you may also contact your osha regional office or area office. those of you in state plan states can contact your state plan office. there are also state consultation programs that can provide recordkeeping information and assistance. help continue recordkeeping (osha) certified safety manager okay let's see what we have learned in osha recordkeeping. the next few pages will test the skills you learned in the powerpoint. when you begin the test don't hit the back button, just keep moving forward. after the test is complete the system will email the administrator your score and then a class certificate will be generated. skill tests continue recordkeeping (osha) true false osha issued a final rule (69 fr 68793) on 11/26/04 that makes the federal sector’s recordkeeping and reporting requirements essentially identical to the private sector continue continue true false for the injury and illness statistics, subpart c is the most important section of the rule, because it defines which cases should be recorded on the osha 300 log and which should not be recorded. continue continue true false the employer cannot stop counting days when they reach 180 days away from work or days of restricted work or both. even if they know this was a serious case. the employer may also not stop counting days if the employee leaves the company for some reason not related to the injury or illness - for example, a plant shutdown. continue continue true false travel to and from customer contacts and entertaining or being entertained at the direction of the employer are work-related. for example, if an employee falls in the airport while on a business trip, the case is work-related continue continue true false cases that result in days away from work are recordable. the employer is to check the box for days away cases and count the number of days away. continue continue true false the day of the injury or illness is not counted as a day away. continue continue true false an injury or illness that occurs while an employee is on travel status is work-related if it occurred while the employee was engaged in work activities in the interest of the employer continue continue yes no the weekly summary requirements lay out a process for completing the end-of-year processing. continue continue true false the annual summary must be posted for 3-month period from february 1 to april 30 of the year following the year covered by the summary continue continue true false report orally within 8 hours any work-related fatality or incident involving 3 or more in-patient hospitalizations continue continue results your score: %results_2_2_2.scorepercent%% (%results_2_2_2.scorepoints% points) passing score: %results_2_2_2.passpercent%% (%results_2_2_2.passpoints% points) 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