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An addition to the immediate reporting of serious accidents, every employer covered by OSHA that has more than 10 employees and is not exempt must maintain certain records of job-related accidents and injuries.
OSHA Forms 300 and 300A. These forms are injury and illness logs. The forms:
- contain a line for each injury or illness, other than minor first aid treatment that does not involve medical treatment, loss of consciousness, restriction of work or motion, or job transfer
- provide a summary that includes the total of the previous year's injury and illness experience
- recap the year on the last page that must be posted in the workplace from February 1 through April 30 each year even if there are no illnesses or injuries reported
The OSHA 300A form must be made available to employees who move from worksite to worksite and to employees who do not report to any fixed establishment on a regular basis.
Filing and recordkeeping. The following filing and recordkeeping rules apply:
- Do not file Form 300 with the government unless requested to do so.
- Keep the completed form on file at the worksite and make it available to employees and OSHA compliance officers upon request.
- Preserve the forms for five years.
Forms are available from the Occupational Safety and Health Administration or from any office of the U.S. Department of Labor.
HIPAA compliance. Employers do not have to remove the names from the Form 300 log before providing access in order to comply with the privacy requirements contained in the Health Insurance Portability and Accountability Act (HIPAA). The exception for disclosures required by law applies because the recordkeeping rules require that employees, former employees, and employee representatives have access to the complete log, including names, except for privacy concern cases.
OSHA Form 301. This is an individual accident report that must be completed within six days' notice of a situation that is recorded on Form 300. This form provides additional details about each injury or illness listed on OSHA Form 300. Some insurance or workers' compensation forms can substitute for this form in order to avoid duplication.
Within six days' notice of a case that needs to be recorded on Form 300, a supplementary record of the case must be made on OSHA Form 301.
This form is to contain:
- employer's name
- employer's mail address
- location, if different from mail address
- employee's name and social security number
- employee's home address
- employee's age
- employee's gender
- employee's occupation
- employee's department
- place of accident or exposure
- whether the place of accident or exposure was on employer's premises
- what the employee was doing when injured
- how the accident occurred
- a description of the injury or illness in detail and an indication of the parts of the body affected by the injury or illness
- name of the object or substance that directly injured the employee
- date of injury or initial diagnosis of occupational illness
- whether the employee died
- name and address of the attending physician
- if hospitalized, name and address of hospital
Additional information that is required includes the case or file number, the date of the report, the name of the person who prepared the report, and the person's title/official designation.