What records does OSHA require employers to keep?
Asked by: Miss Aylin Stroman | Last update: February 15, 2026Score: 4.2/5 (68 votes)
Yes, OSHA requires most employers (with 10+ employees, unless exempt by industry) to maintain records of work-related injuries and illnesses using OSHA Forms 300, 300A, and 301, report severe incidents (fatalities, hospitalizations, amputations, eye loss) within 8-24 hours, and post a summary (300A) annually to track workplace safety. These records help identify hazards and implement protections.
What does OSHA require employers to keep records of?
Division of Occupational Safety and Health
You must record information about every work-related death and about every work-related injury or illness that involves loss of consciousness, restricted work activity or job transfer, days away from work, or medical treatment beyond first aid.
What is the new OSHA rule for record keeping?
Paragraph 1904.4(a) of the final rule mandates that each employer who is required by OSHA to keep records must record each fatality, injury or illness that is work-related, is a new case and not a continuation of an old case, and meets one or more of the general recording criteria in section 1904.7 or the additional ...
How many years does OSHA require records to be kept?
§ 14300.33. Retention and Updating.
(a) Basic requirement. You must save the Cal/OSHA Form 300, the privacy case list (if one exists), the Cal/OSHA Form 300A, and the Cal/OSHA Form 301 Incident Reports for five (5) years following the end of the calendar year that these records cover. (b) Implementation.
Which of the following cases must employers record and report to OSHA?
All employers, including those partially exempted by reason of company size or industry classification, must report to OSHA any workplace incident that results in a fatality, in-patient hospitalization, amputation, or loss of an eye.
Record Keeping and OSHA Requirements: Understanding the Basics
What is OSHA's 3 most cited violation?
OSHA's top citations consistently revolve around preventing falls, managing hazardous chemicals, and ensuring safe ladder and scaffolding use, with Fall Protection (General Requirements) typically #1, followed by Hazard Communication, and then issues like Ladders, Respiratory Protection, and Scaffolding, showing persistent gaps in worker safety training and equipment across industries. For instance, in FY 2024, Fall Protection (Construction) led, with Hazard Communication and Ladders rounding out the top three.
What are the three main things OSHA requires employers to provide?
3 Important OSHA Requirements for Employers
- General Duty Clause. Under section five of the OSHA Act is the General Duty Clause. ...
- Incident Reporting. Proper recordkeeping helps the Department of Labor, OSHA, and employers track their progress regarding the establishment of an ideal workplace. ...
- Mandatory Employee Training.
Why keep employee records for 7 years?
Employers keep employee records for about 7 years because it generally covers the statutes of limitations for most federal and state employment laws, protecting against potential lawsuits, audits, and discrimination claims, while specific records (like I-9s, tax info, or hazardous exposure) have shorter or much longer requirements, with 7 years acting as a safe, conservative baseline for general files.
Do you have to keep hard copies of SDS sheets?
(Electronic access, microfiche, and other alternatives to maintaining paper copies of the material safety data sheets are permitted as long as no barriers to immediate employee access in each workplace are created by such options.)"
Who is exempt from OSHA recordkeeping?
If your company had 10 or fewer employees at all times during the last calendar year, you do not need to keep OSHA injury and illness records unless OSHA or the Bureau of Labor Statistics informs you in writing that you must keep records under § 1904.41 or § 1904.42.
What is the OSHA 4 minute rule?
The OSHA 4-minute rule refers to the requirement for prompt first aid, meaning trained personnel and supplies should be available within 3-4 minutes for serious injuries in workplaces with significant hazards (like electrocution) if professional help isn't nearby, with exceptions for lower-risk environments (up to 15 mins). For electrical work, it specifically mandates trained responders within 4 minutes for shock victims, and for general first aid, it means accessible help within that timeframe or having trained staff on-site.
Which types of records must be stored and retained for at least three years OSHA?
Training records must be retained for three years from the date on which the training occurred, although it is advisable to retain training records for the duration of employment.
What are 5 rights an employee has under OSHA?
The OSH Act establishes several employee rights, including the right to speak to OSHA without fear of employer retaliation or retribution, the right to make complaints in good faith, the right to access certain information, and the right to work in environments “free from recognized hazards that are causing or are ...
What records should you keep for 7 years?
You generally need to keep tax-related records, supporting documents for tax returns (like W-2s, 1099s, receipts), bank statements, cancelled checks, and payroll records for 7 years, especially to cover potential IRS audits or claims for worthless securities/bad debt deductions, though some records like deeds or birth certificates are kept indefinitely, and others (like pay stubs) might be shorter.
What is the OSHA 30 year record retention rule?
Section 3204(c)(5)(D) records concerning the identity of a substance or agent need not be retained for any specified period as long as some record of the identity (chemical name if known) of the substance or agent, where it was used, and when it was used is retained for at least thirty years.
Which of the following are employers obligated to maintain?
Provide a workplace free from serious recognized hazards and comply with standards, rules and regulations issued under the OSH Act. Examine workplace conditions to make sure they conform to applicable OSHA standards. Make sure employees have and use safe tools and equipment and properly maintain this equipment.
How long does OSHA require SDS sheets to be kept?
OSHA standard, 29 CFR 1910.1020, Access to employee Exposure and Medical Records defines "employee exposure records" to include material safety data sheets. The standard requires all employee exposure records to be maintained for at least 30 years.
What are the 5 items that a MSDS sheet must include?
The SDS preparers may also include additional information in various section(s).
- Hazard Communication Standard: Safety Data Sheets. ...
- Section 1: Identification. ...
- Section 2: Hazard(s) Identification. ...
- Section 3: Composition/Information on Ingredients. ...
- Section 4: First-Aid Measures. ...
- Section 5: Fire-Fighting Measures.
What three products are excluded from SDS?
Consumer products (as defined in the Canada Consumer Product Safety Act) Wood or wood products; Tobacco or tobacco products (as defined in the Tobacco Act) Nuclear substance that is radioactive (as defined in the Nuclear Safety and Control Act)
What are the five W's of record keeping?
The 5 “W's” of Documentation
- Some examples of WHAT we should document:
- Some examples of WHEN to document:
- Some examples of WHERE to document:
- Some examples of WHO should document:
- Some examples of WHY we document:
- How do we ensure we are documenting appropriately?
How far back can a payroll audit go?
Payroll tax audits usually span a three-year period, but if your business doesn't file any employment tax returns, i.e. Form 941 then there is no statute of limitations, and the IRS could go back even further.
How far back should employment history go?
Most resumes should cover the past 10–15 years of work history. Focus on relevance: Only include experience that supports the role you're targeting. Prioritize recent roles: Hiring managers are most interested in what you've done lately. Keep it concise: Limit your resume to one or two pages, depending on your level.
What are the biggest employer mistakes?
Wage and hour violations, such as unpaid overtime, denying meal breaks or failure to pay the regular rate, are common grounds for lawsuits in California. The state's strict labor laws include stiff penalties, many of which are assessed on a per-employee, per-day basis.
What does OSHA forbid employers from doing?
OSHA forbids employers from providing unsafe working conditions, retaliating against workers, neglecting safety training, discriminating in employment practices, and failing to report workplace incidents. These rules are in place to protect employees' rights and promote safety in the workplace.
What are the 3 C's of work health and safety?
This Code of Practice on how to meet the requirements for consultation, cooperation and coordination on work health and safety matters is an approved code of practice under section 274 of the Work Health and Safety Act (the WHS Act).