OSHA Inspections and Recordkeeping

OSHA conducts workplace inspections to verify employer compliance with safety and health standards. Inspections are prioritized: (1) Imminent danger — conditions likely to cause death or serious physical harm — receives the highest priority; (2) Fatalities and catastrophes — any work-related fatality or the hospitalization of three or more employees must be reported within 8 hours (fatalities) or 24 hours (hospitalizations, amputations, eye loss); (3) Worker complaints — formal written or telephone complaints from workers; (4) Referrals from other agencies; (5) Programmed inspections — planned inspections of high-hazard industries. An OSHA inspection has three phases: the opening conference (OSHA compliance officer introduces themselves and explains the inspection scope), the walkaround inspection (physical tour of the workplace), and the closing conference (OSHA discusses what was found and may propose citations).

Workers have the right to accompany the OSHA compliance officer during the walkaround inspection. This is called 'walkaround rights' under Section 8(e) of the OSH Act. The employer cannot prohibit a worker representative from participating in the inspection. Employers must allow OSHA reasonable access to records, employee interviews, and all areas of the facility. Employers can require OSHA to obtain a warrant for entry if they choose not to consent voluntarily, though this is uncommon.

Recordkeeping: Employers with 11 or more employees (not in low-hazard industries) must maintain OSHA recordkeeping forms: Form 300 (Log of Work-Related Injuries and Illnesses) — maintained throughout the year for each recordable incident; Form 300A (Annual Summary) — summarizes all cases and must be posted from February 1 through April 30; Form 301 (Injury and Illness Incident Report) — individual case detail, must be completed within 7 calendar days of learning of a recordable case. A case is recordable if it results in: days away from work, restricted work or job transfer, medical treatment beyond first aid, loss of consciousness, or a significant diagnosis by a healthcare professional. First aid only (applying bandages, OTC medications, cleaning wounds) is NOT recordable. Records must be retained for 5 years.