Location and Retrieval of Records

You can keep the records for an establishment at your headquarters or other central location if you can transmit information about the injuries and illnesses from the establishment to the central location within seven calendar days of receiving information that a recordable injury or illness occurred. You must also be able to produce and send the records from the central location to the establishment within the required time frames when the records are requested.

• OSHA inspector or other government representative: When an OSHA inspector or other government representative asks for the records you keep under Part 1904, provide them copies within four business hours. If you maintain the records at a location in a different time zone, use the business hours of the establishment at which the records are located when calculating the deadline.

• Employee, former employee, or representative: When an employee, former employee, personal representative, or authorized employee representative asks for copies of your current or stored 300 Log(s) for an establishment the employee or former employee has worked in, you must give the requester a copy of the relevant page(s) by the end of the next business day.

  You cannot remove the names of the employees or any other information from the OSHA 300 Log before you give copies to the requester. However, to protect the privacy of injured and ill employees, do not record the employee's name on the 300 Log for certain privacy concern cases.

• Employee, former employee, or representative: When an employee, former employee, or personal representative asks for a copy of the OSHA 301 Incident Report describing an injury or illness to that employee or former employee, give it to the requester by the end of the next business day.

• Union representative: When an authorized employee representative asks for a copy of the 301 Incident Report for an establishment where the agent represents employees under a collective bargaining agreement, give copies of those forms to the authorized employee representative within seven calendar days. You are only required to provide information from the section titled "About the case." Remove all other information from the copy of the 301 Incident Report (or the equivalent substitute form) that you give to the authorized employee representative.

Multiple Business Establishments

When you have multiple business establishments, keep a separate OSHA 300 Log for each one that is expected to be in operation for a year or longer. Do not, however, keep a separate log for each establishment that will exist for less than a year.

You can keep one 300 Log that covers all of your short-term establishments and include the short-term establishments' recordable injuries and illnesses on an 300 Log that covers short-term establishments for individual company divisions or geographic regions.

Recording Employees at Different Locations

For recording purposes, those employees who work at several different locations or do not work in a specific location at all, will need to be linked to one of your business locations.

When an employee from one of your locations is injured or becomes ill while visiting or working at another of your locations, record the injury or illness on the 300 Log of the location at which the injury or illness occurred. If one of your employees is injured or becomes ill while working away from any of your business locations, record the case on the 300 Log at the location where the employee normally works.