First Aid vs. Recordable Incidents: How to Tell the Difference

Correctly distinguishing first aid from recordable incidents is essential for OSHA compliance and accurate injury data. This article explains OSHA recordkeeping basics under 29 CFR 1904, provides key examples of first aid versus medical treatment beyond first aid, details reporting timelines, and offers practical checklists for manufacturing, construction, warehouses, and office settings.

Understanding OSHA recordkeeping and the first aid threshold

Navigating OSHA’s recordkeeping requirements can feel like walking a tightrope, especially when deciding if an incident is a simple first aid case or a formal recordable injury. The entire framework rests on a single, crucial regulation, 29 CFR Part 1904. In plain terms, this rule requires employers to record and report work-related fatalities, injuries, and illnesses. The trigger for recording an incident isn’t its severity in layman’s terms, but whether it meets specific criteria defined by OSHA. An injury or illness becomes recordable if it is work-related and results in any of the following: death, days away from work, restricted work or transfer to another job, loss of consciousness, or a diagnosis of a significant injury or illness by a licensed health care professional. The most common and often most confusing trigger, however, is receiving medical treatment beyond first aid.

OSHA defines “first aid” not as a general concept but as an exhaustive list of specific treatments. If a treatment is on this list, it’s first aid. If it’s not on the list, it’s considered medical treatment, and the case becomes recordable. This distinction is critical. Your company’s injury and illness rates, which are calculated from your OSHA logs, are key metrics. They can influence your insurance premiums, your ability to bid on certain contracts, and your likelihood of receiving a visit from an OSHA inspector. Over-recording by classifying first aid cases as recordable incidents can artificially inflate these rates, while under-recording can lead to significant citations and penalties. Getting this right is fundamental to compliance.

The line between first aid and medical treatment is where most confusion arises. “Medical treatment” is defined as the management and care of a patient to combat a disease or disorder. This doesn’t include visits to a licensed health care professional (LHCP) solely for observation or counseling, or diagnostic procedures like X-rays and blood tests. The key is the actual treatment rendered. For example, cleaning a wound and applying a simple bandage is first aid. But if that same wound requires stitches, staples, or surgical glue, it crosses the line into medical treatment. It’s important to remember that while an LHCP provides care, the final determination of recordability rests with the employer. A doctor might recommend over-the-counter pain relievers, which is first aid, but if they also provide a prescription, even for a common painkiller, the case becomes recordable. The employer must look at the specific treatment given, not just the doctor’s note clearing an employee for duty.

Before you even consider the treatment, you must determine if the injury or illness is “work-related.” OSHA operates on a principle of geographic presumption; if an event or exposure causing the condition occurs in the work environment, it is presumed to be work-related. There are, of course, exceptions. Injuries that occur during a normal commute to or from work are not considered work-related. However, if an employee is traveling for work, such as driving to a different job site, an injury during that travel could be work-related. Another complex area is the aggravation of a pre-existing condition. If an employee with a bad back further injures it while lifting a box at work, the new aggravation is considered a work-related injury, provided the workplace event contributed to it. The entire pre-existing condition doesn’t need to be caused by work, only the aggravation.

Not every employer is required to keep these detailed records. OSHA provides a few key exemptions. The most common is the small employer exemption. If your company had 10 or fewer employees during the entire previous calendar year, you are not required to routinely keep OSHA injury and illness records. However, this exemption does not apply to the requirement to report a fatality, in-patient hospitalization, amputation, or loss of an eye directly to OSHA; all employers must report these severe events. Additionally, OSHA has identified certain industries with historically low injury rates as partially exempt. These businesses, categorized by their NAICS code, don’t have to keep the logs unless specifically asked to by OSHA or the Bureau of Labor Statistics. It’s also important to know about the “privacy case” rule. For certain sensitive injuries or illnesses, such as a sexual assault or a mental illness, the employer must record the case but can withhold the employee’s name from the OSHA 300 Log to protect their privacy, instead writing “privacy case” in the name column.

Sometimes, an incident that seems minor at first can evolve. A splinter might be removed with tweezers (first aid), but if the wound becomes infected a week later and requires a prescription for antibiotics, the case has now become recordable. Employers have an obligation to update their records accordingly. You must record the case on your log within seven calendar days of being notified that the injury or illness has met one of the recordability criteria. The log entry should reflect the date of the initial incident, not the date you learned it became recordable.

To manage this process, OSHA requires three specific forms. OSHA Form 300 is the Log of Work-Related Injuries and Illnesses. This is your running, chronological list of every recordable incident throughout the year. For each case, you must complete an OSHA Form 301, the Injury and Illness Incident Report, which captures detailed information about what happened. Finally, at the end of the year, you use the data from your Form 300 to complete OSHA Form 300A, the Summary of Work-Related Injuries and Illnesses. This form tallies the totals for the year and must be certified by a company executive and posted in a visible location for employees from February 1 to April 30 of the following year. For many employers, this summary must also be submitted electronically to OSHA.

Practical examples and a first aid checklist for non recordable treatments

After understanding the core definitions, the real challenge begins on the shop floor, the construction site, or in the office. Deciding whether an incident requires a simple first aid entry or a formal OSHA recordable log entry can feel like a gray area. The key is to rely on OSHA’s specific, exhaustive list of what constitutes first aid. Anything not on this list is, by default, considered medical treatment beyond first aid and is therefore recordable.

Here are common treatments that OSHA defines as first aid, along with practical scenarios to illustrate how they apply in different work environments.

  • Using a non-prescription medication at non-prescription strength.
    Office Scenario: An employee develops a headache after a long meeting. They take two over-the-counter ibuprofen tablets from the office first aid kit and continue their work. This is first aid because it’s a standard dose of a non-prescription drug.

  • Administering tetanus immunizations.
    Construction Scenario: A carpenter steps on a rusty nail. The site’s first aid provider cleans the wound and, as a precaution, advises a tetanus shot. Even if administered by a nurse, a tetanus shot is considered first aid by OSHA. Follow-up booster shots are also first aid.

  • Cleaning, flushing, or soaking wounds on the surface of the skin.
    Manufacturing Scenario: A machine operator gets a shallow scrape on their forearm from a metal burr. A trained first responder cleans the area with soap and water and applies an antiseptic wipe. This is purely first aid.

  • Using wound coverings such as adhesive bandages, Band-Aids, or gauze pads.
    Warehouse Scenario: A picker gets a small cut on their hand from a box cutter. They wash the cut and apply a standard adhesive bandage. This is a classic example of first aid.

  • Using hot or cold therapy.
    Manufacturing Scenario: An assembly line worker feels a twinge in their lower back after lifting a component. During their break, they apply a cold pack for 15 minutes. This is a first aid measure for minor muscle soreness.

  • Using any non-rigid means of support, such as elastic bandages, wraps, or non-rigid back belts.
    Warehouse Scenario: An employee twists their ankle slightly while stepping off a pallet. A supervisor helps them apply an elastic compression wrap for support. Because the wrap is non-rigid, it qualifies as first aid.

  • Using temporary immobilization devices while transporting an accident victim.
    Construction Scenario: A worker falls and injures their arm. To make them more comfortable for the drive to an urgent care clinic, a coworker fashions a temporary sling from a jacket. This is first aid because its purpose is solely for transport.

  • Drilling a fingernail or toenail to relieve pressure, or draining fluid from a blister.
    This is a specific, yet common, first aid procedure that remains non-recordable.

  • Using eye patches or removing foreign bodies from the eye using only irrigation or a cotton swab.
    Construction Scenario: A gust of wind blows dust into a worker’s eye. They use a sterile eyewash station to flush the debris out. This is first aid.

The confusion often arises with treatments that seem minor but cross OSHA’s threshold. These borderline cases almost always push an incident into recordable territory.

Sutures, Staples, or Surgical Glue.
If a wound requires stitches, staples, or even skin adhesive like Steri-Strips or Dermabond to close it, the case is recordable. These methods are considered medical treatment beyond first aid.

Prescription Medications.
If a licensed healthcare professional provides a prescription for any medication, the case is recordable. This is true even if it’s a common drug like ibuprofen, but at prescription strength. A single dose of a prescription antibiotic given at a clinic also makes the case recordable.

Physical Therapy or Chiropractic Treatment.
If an employee is sent for physical therapy or chiropractic care, the incident becomes recordable. These are considered ongoing treatments, not a one-time first aid application.

Use of Rigid Supports.
While an elastic wrap is first aid, applying a rigid splint or cast to immobilize a body part is medical treatment. The key distinction is rigidity.

Supervisor’s On-the-Job First Aid Checklist

When an incident occurs, use this quick checklist to gather the facts needed to make a recordability decision.

  • Who provided the treatment? (Employee, coworker, or licensed healthcare professional?)
  • What specific treatment was provided? (e.g., cleaned wound, applied bandage, gave ibuprofen.)
  • Does the treatment appear on OSHA’s official first aid list?
  • Was a prescription for medication or a medical device given?
  • Did the employee miss any work time beyond the day of the injury?
  • Were any work restrictions assigned or was the employee transferred to another job?
  • Was the employee sent for a professional medical evaluation as a precaution, or for treatment?

Sample Documentation for First Aid Reports

Your internal incident reports should be factual and objective. Avoid opinions or diagnoses. Stick to what you observed and what was done.

Employee reported a small cut on their right thumb from a utility knife. First aid responder cleaned the wound with an antiseptic wipe and applied an adhesive bandage. Employee stated they were fine and returned to their normal duties.
Employee reported feeling a muscle strain in their left shoulder after lifting a box. They applied a cold pack from the first aid station for 15 minutes. Employee continued with their full work duties.

It is also a best practice to maintain a separate, internal first aid log. This is not for OSHA submission but helps you track minor incidents and identify trends before they become serious problems. For example, if multiple employees in your warehouse need first aid for back strain in the same week, it signals a need to review lifting procedures. Finally, it is critical to train your first aid providers and supervisors. They are your eyes and ears. Train them not only to provide appropriate care but also to document the details accurately. They should note the time, the employee’s description of the event, the specific actions taken (e.g., “applied one 2×2 inch gauze pad”), and the employee’s status after treatment. This objective information is invaluable for the safety manager who must later make the official determination between first aid and a recordable incident, ensuring your OSHA 300 log is both accurate and compliant.

When an incident becomes recordable steps to document report and respond

Once an incident crosses the line from simple first aid, a clear and systematic response is not just good practice; it’s an OSHA requirement. Knowing the triggers and following the correct documentation steps are crucial for compliance and, more importantly, for creating a safer workplace. This process ensures that every serious incident is recorded, investigated, and used as a learning opportunity.

Recognizing the Triggers for a Recordable Case

An incident becomes an OSHA recordable case the moment it meets any one of the following criteria. It’s essential for supervisors and safety managers to recognize these triggers immediately.

  • Death. Any work-related fatality is automatically recordable and must be reported directly to OSHA.
  • Days Away From Work. If a physician or other licensed health care professional recommends that the employee stay home from work to recover, the case is recordable. Example: A construction worker twists their knee and the doctor instructs them to stay home for two days. The day of the injury is not counted, but the two subsequent days make it a “days away” case.
  • Restricted Work or Job Transfer. This occurs when an employee is unable to perform one or more of their routine job functions or cannot work a full workday. Example: A manufacturing line worker sustains a shoulder strain and is temporarily assigned to an inventory-tracking desk job that does not require lifting. This transfer makes the injury recordable.
  • Medical Treatment Beyond First Aid. As detailed previously, any treatment not on OSHA’s exclusive first aid list makes a case recordable. This is the most common trigger. Example: A warehouse employee receives a deep laceration from a box cutter that requires stitches from an urgent care clinic. Stitches are considered medical treatment, making the case recordable.
  • Loss of Consciousness. Any work-related loss of consciousness, regardless of duration, is recordable. Example: An office worker feels dizzy, stands up too quickly, and faints, striking their head on a desk. Even though the fainting spell was brief, the incident is recordable because consciousness was lost.
  • Diagnosis of a Significant Injury or Illness. If a licensed health care professional diagnoses a significant work-related injury or illness, it must be recorded. This includes conditions like cancer, chronic irreversible diseases, fractured or cracked bones, or punctured eardrums. Example: An employee working with industrial solvents is diagnosed by a physician with a work-related respiratory disease. This diagnosis alone makes the case recordable.

OSHA Reporting Timelines and Employer Obligations

Beyond recording an incident on your internal logs, some events require immediate notification to OSHA. Failure to report on time can result in significant penalties. The requirements are:

  • You must report any work-related fatality to OSHA within 8 hours.
  • You must report any work-related in-patient hospitalization, amputation, or loss of an eye within 24 hours.

This report can be made by calling the nearest OSHA office, calling the 24-hour OSHA hotline, or submitting a report online.

Completing OSHA Forms 301 and 300

Proper documentation is the backbone of OSHA compliance. You have 7 calendar days from the time you learn of a recordable incident to complete the necessary paperwork.

OSHA Form 301 (Injury and Illness Incident Report)
This is your detailed, initial report. For each recordable case, you must fill out a Form 301 (or an equivalent form with the same information). It captures the specifics of what happened, including employee information, details about the physician or health care provider, and a thorough description of the case. Be objective and stick to the facts. Describe what the employee was doing just before the incident, what happened, and the nature of the injury or illness.

OSHA Form 300 (Log of Work-Related Injuries and Illnesses)
This is the running log where you summarize all recordable incidents for the year. Information from Form 301 is transferred here. You will classify the case (e.g., injury, skin disorder, respiratory condition), enter the employee’s name and job title, and record the outcome, checking the box for death, days away from work, job transfer or restriction, or other recordable cases. For privacy-sensitive cases, such as a sexual assault or a mental illness, you do not enter the employee’s name. Instead, write “Privacy Case” in the name column and maintain a separate, confidential list of the case numbers and employee names.

Updating the Log for Evolving Cases

Sometimes an injury that initially required only first aid becomes recordable later. For example, a minor sprain might worsen, leading a doctor to recommend days away from work a week after the incident. In this situation, you must update your OSHA 300 Log. The date of the incident remains the same, but you will update the outcome section to reflect the new status (e.g., check the “days away from work” box and begin counting the days). It is vital to retain your original, contemporaneous notes from the first aid treatment to show a clear history of the case.

Internal Incident Investigation and Corrective Actions

Recording an incident is only half the battle. A thorough internal investigation is critical for prevention.

  1. Preserve Evidence. Secure the incident area to prevent tampering. Take photos of the scene, equipment, and any relevant conditions.
  2. Gather Information. Interview the injured employee and any witnesses separately. Ask open-ended questions to understand the sequence of events.
  3. Identify the Root Cause. Look beyond the immediate cause. Was it a lack of training, a faulty piece of equipment, or an inadequate safety procedure?
  4. Document Corrective Actions. Based on your root cause analysis, implement corrective actions to prevent recurrence. Document these actions, assign responsibility, and set a timeline for completion. This documentation supports your recordkeeping and demonstrates a commitment to safety.

Electronic Reporting Obligations

Certain establishments are required to electronically submit their injury and illness data to OSHA annually. The specific requirements depend on establishment size and industry classification. Generally, establishments with 100 or more employees in designated high-hazard industries must electronically submit information from their Forms 300, 301, and 300A. Establishments with 20 to 99 employees in certain high-hazard industries must submit information from their Form 300A only. OSHA uses this data to identify workplace safety trends and focus its enforcement efforts.

Recordkeeping Audit Checklist

Failure to comply with these requirements can lead to significant penalties, which can exceed $16,000 per violation. Use this checklist to periodically verify your compliance practices.

  • Are all recordable incidents entered on the OSHA 300 Log within 7 calendar days?
  • Are fatalities and severe injuries (hospitalization, amputation, eye loss) reported to OSHA within the 8-hour and 24-hour timeframes?
  • Is the OSHA Form 300A Annual Summary posted in a visible location from February 1 to April 30 each year?
  • Are all recordkeeping forms (300, 300A, and 301s) retained for at least five years following the end of the calendar year they cover?
  • Are privacy cases handled correctly, with names omitted from the Form 300 Log?
  • Are supervisors and managers trained to recognize recordable triggers and initiate the documentation process?
  • Is there a formal, documented process for conducting and recording internal incident investigations?

Frequently Asked Questions About first aid and recordable incidents

Navigating the gray areas of OSHA recordkeeping can feel like a constant test. Even with the rules in front of you, real-world situations rarely fit into neat boxes. This section tackles the most common and complex questions that arise when you’re on the line, trying to decide between first aid and a recordable incident.

  • Who makes the final determination on whether an injury is recordable?
    The employer is ultimately responsible for deciding if a case is recordable. While you must consider the opinion of a physician or other licensed health care professional (HCP), their recommendation doesn’t automatically determine recordability. The employer must apply OSHA’s rules to the facts. OSHA has the final say during an inspection.
    Practical Guidance: If an HCP’s note recommends “light duty,” but the employee can still perform all of their routine job functions, the case may not meet the “restricted work” criteria. Document your decision-making process clearly. Note the HCP’s findings and explain how you applied the OSHA standard to conclude it was not a recordable case of restricted work.

  • If a worker receives only over-the-counter (OTC) medication off-site, is it recordable? Does it matter if it was prescribed later?
    No, an employee taking OTC medication on their own is not a recordable event. The trigger is a recommendation from an HCP. If an HCP recommends an OTC medication, it becomes recordable. This includes recommending a prescription-strength dose of an OTC drug (e.g., “take three ibuprofen tablets”). If an HCP simply confirms that taking an OTC medication is okay, it remains first aid. If they later write a prescription for it, the case becomes recordable from the date of that prescription.

  • How should we treat injuries that are diagnosed days or weeks after the exposure or event?
    You must record the case within seven calendar days of learning that it is a work-related, recordable injury. However, on the OSHA 300 Log, you must list the date the original incident occurred.
    Practical Guidance: An office employee reports wrist pain on May 10th but continues working. On May 25th, an HCP diagnoses it as work-related carpal tunnel syndrome requiring a splint. You would enter the case on your log with a “Date of Injury” of May 10th, even though you are recording it after May 25th.

  • Does telemedicine or a virtual evaluation by a clinician count as medical treatment beyond first aid?
    Yes. A consultation with an HCP via telemedicine is treated the same as an in-person visit. If the clinician provides a diagnosis of a significant injury or recommends medical treatment beyond first aid (like issuing a prescription or recommending physical therapy), the case is recordable. A virtual visit for observation only would not be.

  • If an employee is treated at a hospital and released the same day, is that automatically recordable?
    Not automatically. Recordability depends on the treatment provided, not the location. A trip to the emergency room for observation or diagnostic testing (like an X-ray that comes back negative) is not recordable on its own. However, if the ER staff provides medical treatment beyond first aid, such as stitches, a rigid splint, or a prescription, the case becomes recordable.
    Practical Guidance: If an employee is transported to the hospital as a precaution and is released with no treatment, it is not recordable (unless another trigger, like loss of consciousness, was met).

  • How do we handle contractors and temporary workers who get injured on our site? Whose log should record the case?
    The determining factor is day-to-day supervision. If you supervise the temporary worker’s duties, their injury is recordable on your OSHA 300 Log. The staffing agency or contractor they came from does not log it. This holds true even if the agency handles their payroll and workers’ compensation.
    Practical Guidance: A temporary worker from an agency is injured while operating a forklift under your warehouse supervisor’s direction. The injury goes on your company’s log.

  • Can providing a non-rigid support or temporary splint be considered medical treatment?
    Typically, non-rigid supports like elastic bandages are first aid. However, the line blurs with splints. A temporary splint applied during transport is first aid. But if a device, even if non-rigid, is intended to immobilize a body part for therapeutic reasons (not just transport), it is considered medical treatment. A rigid device, like a splint with metal stays, is almost always medical treatment.

  • How do we handle near misses and incidents with only property damage?
    Near misses and property-damage-only incidents are not recordable on the OSHA 300 Log. The log is exclusively for work-related injuries and illnesses involving people. However, these events are critical learning opportunities. You should investigate them with the same rigor as an actual injury to prevent a future occurrence.

Final takeaways and practical next steps for sustained compliance

Mastering the distinction between first aid and a recordable incident is key to sustained compliance, but with a clear understanding and a solid plan, you can maintain balance and accuracy. Let’s distill everything down to its essential parts and build an actionable roadmap for your organization.

At its core, the distinction is simple. First aid is a finite, specific list of treatments defined by OSHA. Think of it as a closed-door club; if a treatment isn’t on the list, it can’t get in. This includes things like cleaning wounds, applying bandages, using hot or cold therapy, and giving non-prescription medication at non-prescription strength. Anything not on this exclusive list is considered medical treatment beyond first aid, which is a major trigger for recordability.

An incident becomes an OSHA recordable case if it’s work-related and results in one of the following:

  • Death
  • Days away from work
  • Restricted work or transfer to another job
  • Loss of consciousness
  • A significant injury or illness diagnosed by a licensed health care professional (like a fracture or punctured eardrum)
  • Medical treatment beyond first aid

Your job is to apply these tests consistently to the facts of each case. To help you do that, here is a prioritized action plan to implement starting today.

Your 30-60-90 Day Compliance Action Plan

Within the Next 30 Days: Solidify Your Foundation
Review your company’s written incident reporting and recordkeeping policy. Does it clearly define first aid versus medical treatment using OSHA’s criteria? Is the reporting procedure simple for employees and supervisors to follow? Update the policy, get leadership buy-in, and communicate it to all managers and supervisors. This is your single source of truth.

Within the Next 60 Days: Train and Equip Your Team
Roll out targeted training for supervisors. They are your eyes and ears and must know what information to gather without making premature judgments. At the same time, update your incident reporting forms to align with your revised policy. Make sure the forms guide the user to capture the necessary facts for a proper determination.

Within the Next 90 Days: Audit and Refine
Conduct a mini-audit of your OSHA 300 Log from the past year. Pull the corresponding incident reports. Did you classify cases correctly? Were there any near misses that could have been worse? Use these findings to refine your process. This is also a great time to implement or optimize an electronic system for reporting and logging, which can help ensure consistency and timely entries.

Recommended Templates for Consistent Documentation

Adopting standardized forms is critical for gathering the right information every time. Here are four templates you should consider creating.

  1. Simple First Aid Incident Checklist
    This is for minor incidents handled in-house. It documents why a case is not recordable.
    • Fields to Include: Employee Name, Date/Time of Incident, Body Part Affected, Brief Description of Incident, Specific First Aid Provided (checkboxes matching OSHA’s list are great here), Name of Person Providing Aid, Confirmation Employee Returned to Full, Unrestricted Duty.
  2. Initial Incident Intake Form
    This is the starting point for every incident, no matter how minor it seems.
    • Fields to Include: Date, Time, and Location of Incident; Employee’s Full Name and Job Title; Name(s) of any Witnesses; Detailed, Factual Description of What Happened; Description of Injury/Illness; Immediate Actions Taken (including any first aid provided on-site).
  3. Supervisor Incident Documentation Template
    This form helps supervisors capture objective facts immediately following an incident.
    • Fields to Include: Supervisor Name, Date/Time Notified, Employee’s Account of the Event (use their words), Supervisor’s Observations of the Scene, Any Unsafe Conditions or Actions Observed, Immediate Corrective Actions Taken (e.g., “spill was cleaned,” “machine was locked out”), Follow-up Plan.
  4. 5-Step Investigation Summary Template
    Use this for recordable incidents or high-potential near misses to prevent recurrence.
    • Fields to Include: 1. Detailed Event Summary; 2. Root Cause Analysis (identifying underlying system or process failures); 3. Corrective and Preventive Actions (what will be done); 4. Implementation Plan (who is responsible and by when); 5. Verification of Effectiveness (how and when you will check that the fix worked).

Training Recommendations for Key Personnel

Supervisors & Team Leads
Frequency: Annually and for all new supervisors.
Learning Objectives: To accurately identify the triggers for a recordable incident, understand their critical role in gathering factual information promptly, and properly document incidents using the company templates without assigning blame.

First Aid Responders
Frequency: Annually or as part of their certification cycle.
Learning Objectives: To master OSHA’s specific list of first aid treatments, understand the importance of documenting only the care they provide, and recognize the signs that an injury requires evaluation by a licensed health care professional.

Recordkeeping Administrators (HR/Safety)
Frequency: Annually and whenever OSHA updates its regulations.
Learning Objectives: To gain expert-level knowledge of 29 CFR 1904, correctly maintain the OSHA 300, 300A, and 301 forms, manage privacy cases, and fulfill electronic submission requirements.

Partnering for Consistency

Create clarity by communicating with your external partners. Provide your designated occupational health clinic with a copy of OSHA’s first aid list and your internal policy. Ask them to provide clear, factual documentation of any treatment rendered. Discuss your recordkeeping philosophy with your legal counsel and workers’ compensation insurer to ensure everyone is aligned. Document these partnerships with a simple letter of understanding that outlines your shared approach to injury management and reporting.

Final Tips to Avoid Common Pitfalls

Finally, keep these practical points in mind to maintain long-term compliance.

  • Avoid Under-reporting: This carries the biggest risk of citations. If an incident is a borderline case, it’s always better to complete a full incident report and make a careful, documented determination than to ignore it. When in doubt, lean toward recording.
  • Avoid Over-recording: Don’t needlessly inflate your injury rates by logging cases that are strictly first aid. Stick to the rules.
  • Retain Your Records: You must keep your OSHA 300 Log, the annual 300A Summary, and all 301 Incident Reports for five years following the end of the calendar year they cover.
  • Post the Summary: Remember to post the OSHA 300A Summary in a conspicuous place where notices to employees are customarily posted. It must be up from February 1 to April 30 each year.

For the most authoritative and up-to-date information, always go directly to the source. OSHA’s recordkeeping website is your best resource for regulations, forms, and official interpretations. You can find it at www.osha.gov/recordkeeping.

References