Brief Guide to Recordkeeping Requirements

1 Brief Guide to What's Inside . In this package, you'll find information that will help you complete Recordkeeping Requirements Cal/OSHA's Log and Summary of Work-Related injuries and Illnesses for the next several years. On the following pages, you'll find: An Overview: Recording Work-Related injuries and Illnesses General instructions for filling out the forms in this package and definitions of terms you should use when you classify With forms for recording work-related injuries and illnesses your cases as injuries or illnesses. Calculating Injury and Illness Incidence Rates A. worksheet for determining the number of recordable injuries and illnesses occurring among workers over a period of time. How to Fill Out the Log An example to Guide you in filling out the Log properly. Cal/OSHA Recordkeeping Website: Cal/OSHA Form 300: Log of Work-Related injuries and Illnesses Form for recording specific details about work- related injuries and illnesses. (You may make as many copies of the Log as you need.)

2 Notice that the Log is separate from the Summary. Cal/OSHA Form 300A: Annual Summary of Work- Related injuries and Illnesses Removable Annual Summary page for easy posting from February 1 through April 30. Note that you post the Annual Summary only; not the Log. Worksheet to Help You Fill Out the Summary A - worksheet for figuring the average number of employees who worked for your establishment and the total number of hours worked. - Cal/OSHA Form 301: Injury and Illness Incident Report Several copies of the Cal/OSHA 301 to provide details about the incident. You may make as many copies as you need or use an equivalent form. Take a few minutes to review this package. If you have any questions, refer to page 7 of this Guide for internet addresses and telephone numbers to contact Cal/OSHA Consultation Branch for assistance. An Overview: What do you need to do? Recording Work-Related injuries and Illnesses 1. Within 7 calendar days after you receive information about a case, decide The Occupational Safety and Health (OSH) Act of 1970 requires certain employers to prepare and maintain records of work-related injuries and illnesses.

3 Use these definitions when you if the case is recordable under the Cal/. classify cases on the Log. Cal/OSHA's Recordkeeping regulation (see California Code of Regulations (CCR), title 8, Section 14300 et seq.) provides more information about the definitions below. OSHA Recordkeeping Requirements . 2. Determine whether the incident is a The Log of Work-Related injuries and Illnesses When is an injury or illness What are the additional criteria? new case or a recurrence of an existing (Cal/OSHA Form 300) is used to classify work- considered work-related? You must record the following conditions one. related injuries and illnesses and to note the An injury or illness is considered work-related when they are work-related: 3. Establish whether the case is work- extent and severity of each case. When an if an event or exposure in the work any needlestick injury or cut from a sharp related. incident occurs, use the Log to record specific environment caused or contributed to the details about what happened and how it object that is contaminated with another 4.

4 If the case is recordable, decide condition or significantly aggravated a happened. person's blood or other potentially which form you will fill out as the preexisting condition. infectious material; injury and illness incident report. The Summary a separate form (Cal/OSHA Work-relatedness is presumed for injuries and Form 300A) shows the totals for the year in any case requiring an employee to be You may use Cal/OSHA's 301: illnesses resulting from events or exposures each category. At the end of the year, post the medically removed under the Requirements Injury and Illness Incident Report or an occurring in the workplace unless an exception Summary in a visible location so that your of a Cal/OSHA health standard; equivalent form. Some state workers'. specifically applies. See CCR title 8, (b). employees are aware of the injuries and illnesses (2) for the exceptions. The work environment tuberculosis infection, as evidenced by a compensation, insurance, or other occurring in their workplace.

5 Certain employers includes the establishment and other locations positive skin test or diagnosis by a physician reports may be acceptable substitutes, must also submit the summary data to federal where one or more employees are working or or other licensed health care professional as long as they provide the same OSHA through an online portal. are present as a condition of their employment. after exposure to a known case of active information as Cal/OSHA 301, See CCR title 8, (b)(1). tuberculosis; including privacy warnings. Employers must keep a Log for each establishment or site. If you have more than one an employee's hearing test (audiogram). establishment, you must keep a separate Log Which work-related injuries and How to work with the Log reveals that 1) the employee has experienced and Summary for each physical location that is illnesses should you record? a Standard Threshold Shift expected to be in operation for one year or 1. Identify the employee involved unless it Record those work-related injuries and illnesses (STS) in hearing in one or both ears is a privacy concern case, as described longer.

6 That result in: (averaged at 2000, 3000, and 4000 Hz) and on page three. Note that your employees have the right to death, 2) the employee's total hearing level is 25. review your injury and illness records. For more decibels (dB) or more above audiometric 2. Identify when and where the case loss of consciousness, occurred. information, see CCR title 8, , zero (also averaged at 2000, 3000, and 4000. Employee Involvement. days away from work, Hz) in the same ear(s) as the STS. 3. Describe the case as specifically as you restricted work actity or job transfer, or can. Cases listed on the Log of Work-Related medical treatment beyond first aid. injuries and Illnesses are not necessarily eligible What is medical treatment? 4. Classify the seriousness of the case by for workers' compensation or other insurance You must record any significant work- Medical treatment includes managing and recording the most serious outcome benefits. Listing a case on the Log does not mean related injury or illness that is diagnosed by a caring for a patient for the purpose of associated with the case, with column G.

7 That the employer or worker was at fault or that physician or other licensed health care combating disease or disorder. The following (Death) being the most serious and a Cal/OSHA standard was violated. professional. You must record any work- are not considered medical treatments and are column J (Other recordable cases) being related case involving cancer, chronic NOT recordable: the least serious. irreversible disease, a fractured or cracked bone, 5. Identify whether the case is an injury or or a punctured eardrum. See CCR title 8, visits to a doctor or health care professional illness. If the case is an injury, check the solely for observation or counseling; injury category. If the case is an illness, check the appropriate illness category. -2- diagnostic procedures, including using irrigation, tweezers, cotton swab, or Under what circumstances should If you have a reasonable basis to believe administering prescription medications that other simple means to remove splinters or you NOT enter the employee's that information describing the privacy concern are used solely for diagnostic purposes; and foreign material from areas other than the name on the Cal/OSHA Form 300?

8 Case may be personally identifiable even though eye; the employee's name has been omitted, you may any procedure that can be labeled first aid. You must consider the following types of using finger guards; use discretion in describing the injury or illness injuries or illnesses to be privacy concern cases: on both the Cal/OSHA 300 and 301 forms. You What is first aid? using massages; and must enter enough information to identify the an injury or illness to an intimate body part If the incident required only the following types drinking fluids to relieve heat stress. cause of the incident and the general severity of or to the reproductive system;. of treatment, consider it first aid. Do NOT the injury or illness, but you do not need to record the case if it involves only: How do you decide if the case an injury or illness resulting from a sexual include details of an intimate or private nature. involved restricted work? assault;. using non-prescription medications at non- Restricted work activity occurs when, as the What if the outcome changes after prescription strength; a mental illness.

9 Result of a work-related injury or illness, an you record the case? administering tetanus immunizations; employer or health care professional keeps or a case of HIV infection, hepatitis, or If the outcome or extent of an injury or illness recommends keeping an employee from doing tuberculosis; changes after you have recorded the case, simply cleaning, flushing, or soaking wounds on the the routine functions of his or her job or from skin surface; a needlestick injury or cut from a sharp draw a line through the original entry or, if you working the full workday that the employee wish, delete or white-out the original entry. object that is contaminated with blood or using wound coverings, such as bandages, would have been scheduled to work before the Then write the new entry where it belongs. BandAids , gauze pads, etc., or using injury or illness occurred. other potentially infectious material (see Remember, you need to record the most serious SteriStrips or butterfly bandages; CCR title 8 for definition); and outcome for each case.

10 How do you count the number of other illnesses, if the employee independently using hot or cold therapy;. days of restricted work activity and voluntarily requests that his or her name Classifying injuries using any totally non-rigid means of or the number of days away from not be entered on the log. An injury is any wound or damage to the body support, such as elastic bandages, wraps, work? non-rigid back belts, etc.; You must not enter the employee's name on resulting from an event in the work Count the number of calendar days the the Cal/OSHA Form 300 Log for these cases. environment. using temporary immobilization devices employee was on restricted work activity or was while transporting an accident victim away from work as a result of the recordable Instead, enter privacy case in the space Examples: Cut; puncture; laceration;. (splints, slings, neck collars, or back boards); injury or illness. Do not count the day on which normally used for the employee's name. You abrasion; fracture; bruise; contusion; chipped the injury or illness occurred in this number.