OSHA Recordkeeping, Inspections, and Injury Analysis

OSHA's Recordkeeping rule (29 CFR Part 1904) requires employers with more than 10 employees in non-exempt industries to record and report work-related injuries and illnesses. Three forms are used: OSHA 300 (Log of Work-Related Injuries and Illnesses) — an ongoing log maintained throughout the year; OSHA 300A (Summary of Work-Related Injuries and Illnesses) — a summary that must be posted from February 1 to April 30 each year; and OSHA 301 (Injury and Illness Incident Report) — a detailed report completed within 7 days of each recordable incident. All records must be retained for 5 years.

A work-related injury or illness is recordable if it results in: death, days away from work, restricted work activity or job transfer, medical treatment beyond first aid, loss of consciousness, or a significant diagnosis by a healthcare professional. First aid — as defined by OSHA — includes a specific list of treatments (bandaging, OTC medications, cleaning wounds, non-prescription use of medications at nonprescription strength, etc.) that do NOT constitute medical treatment and are therefore not recordable. Supervisors must distinguish between first aid and medical treatment to determine recordability.

Certain categories of work-related events trigger mandatory reporting to OSHA within specific timeframes regardless of firm size or industry: fatalities must be reported within 8 hours; in-patient hospitalizations of any worker, loss of an eye, or amputation must be reported within 24 hours. Reports can be made by phone to the nearest OSHA area office or through OSHA's online reporting portal. Failure to report is itself a citable OSHA violation.

For OSHA 30 supervisors, recordkeeping data is not merely a compliance obligation — it is a safety management tool. Tracking injury patterns by department, shift, job task, and time of year allows supervisors to identify root causes and allocate prevention resources strategically. Incident rates (Total Recordable Incident Rate = (N × 200,000) / EH, where N = recordable incidents and EH = total employee hours) allow comparison across departments and over time. A rising TRIR is an early warning signal that hazard controls need re-evaluation.