New Recordkeeping Forms | Recordkeeping Guidelines

OSHA 300 Log of Work-Related Injuries and Illnesses

The OSHA 300 Log of Work-Related Injuries and Illnesses replaces the OSHA 200 Log. Use the 300 Log to document recordable injuries and illnesses, either electronically or on paper. You may use forms that are different from the OSHA 300 Log, provided that the electronic record or paper forms are equivalent to the 300 Log. Record the injury or illness within seven calendar days of receiving information that it occurred.

OSHA 301 Injury and Illness Incident Report

The OSHA 301 Injury and Illness Incident Report replaces the OSHA Form 101. For each recordable injury or illness on the 300 Log, complete an OSHA 301 Incident Report form, or an equivalent. The 301 is designed to accommodate lengthier, detailed information about the incident. Many employers use a workers' compensation or an insurance form instead of the 301 Incident Report, or supplement a workers' comp/insurance form by adding any additional information required by OSHA. Record the injury or illness within seven calendar days of receiving information that it occurred.

OSHA 300A Summary of Work-Related Injuries and Illnesses

The OSHA 300A Summary of Work-Related Injuries and Illnesses is a new form for posting the annual summary of injuries and illnesses. At the end of each calendar year:

• Review your 300 Log to verify that the entries are complete and accurate, and correct any deficiencies identified.

• Create an annual summary by totaling the columns on the 300 Log. If you had no recordable cases, enter zeros for each column total. Using the OSHA 300A (or an equivalent), enter the calendar year covered, the company's name, establishment name, establishment address, annual average number of employees covered by the 300 Log, and the total hours worked by all employees covered by the Log. If you are using an equivalent form, also include the employee access and employer penalty statements found on the OSHA 300A Summary.

• Certify that the information is accurate. A company executive must certify that he or she has examined the 300 Log and believes that the summary is correct and complete. The company executive may be the owner (only if the company is a sole proprietorship or partnership), an officer in the corporation, the highest ranking official (or immediate supervisor) working at the establishment.

• Post a copy of the annual summary in each establishment in a conspicuous place or places where notices to employees are customarily posted. Post it no later than February 1 of the year following the year covered by the records and keep the Summary in place until April 30. Ensure that it is always available for viewing by employees.

Equivalent Forms

You can keep your records on computer equipment only if the computer system can produce paper copies of equivalent forms when access to them is required by OSHA, an employee or former employee, or employee representative. Many employers use a workers' compensation or insurance form instead of the 301 Incident Report or supplement a workers' comp/insurance form by adding any additional information required by OSHA. Also, the records may be emailed, if requested. A record is considered "equivalent" when it:

• Has the same information,

• Is as readable and understandable, and

• Is completed using the same instructions as the OSHA form it replaces.

Seven Calendar Days to Record

In most instances, you will know immediately or within a short time that a recordable case has occurred. Sometimes, however, it may be several days before you are informed that an employee's injury or illness meets recordable criteria. OSHA requires that each recordable injury or illness be recorded on the 300 Log and 301 Incident Report within seven calendar days of receiving information that a recordable injury or illness has occurred.