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Employers are generally required to maintain a detailed annual record of the various types of injuries, accidents, and fatalities for inspection by OSHA representatives and for submission to the agency. Most organizations must complete OSHA Form 300 to report workplace accidents and injuries and retain it for five years.

The OSHA 300 log is the primary reporting document that companies must prepare and maintain related to workplace injuries. The log is not sent to OSHA unless specifically requested by the agency.

Employers must keep a log for each establishment on site. Employees have the right to review these records. Each year, employers are also required to summarize data from the log and post it in the workplace from February 1 through April 30. Injuries to direct and indirect (temporary, contract, and other contingent workers) workers must all be recorded.

New reporting requirements effective in 2015 expanded the list of incidents that must be reported directly to OSHA shortly after they occur. Occupational fatalities and hospitalizations of three or more employees must be reported directly to OSHA within eight hours of the occurrence.

In addition, injuries that result in amputation, loss of an eye, or one employee being hospitalized must also be reported directly to OSHA within 24 hours of their occurrence. Accurate reporting is more likely to occur in organizations with a positive safety climate and when supervisors consistently enforce safety behaviors. Managers must realize that companies can incur hefty fines – in the millions of dollars – for not properly disclosing incidents.
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