Required Recordkeeping Procedures
Employers are required by law to record information about every work-related death, injury or illness that involves loss of consciousness, restricted work activity or job transfer, days away from work, or medical treatment beyond first aid. They must also report significant work-related injuries and illnesses diagnosed by a physician or licensed health care professional. Additionally, employers must record work-related injuries and illnesses that meet any of the specific recording criteria listed in the California Code of Regulation (CCR), Title 8 Section 14300.8 through 14300.12. And all employers, including those who may be exempt from recordkeeping, must report every work-related fatality and every work-related serious injury and illness as required by Title 8, Section 342 and defined by Section 330 (h).
In it's effort to simplify required work-related injury and illness recordkeeping and enhance company safety and health programs, Cal/OSHA has created a "300 series" of easy-to-follow forms. The data collected by the forms will be used to track and compile statistics on work-related injuries, illnesses, and deaths so that employers and Cal/OSHA can develop a picture of the extent and severity of work-related incidents and help Cal/OSHA identify the scope of employer assistance needs.
When a work-related incident occurs, the Log of Work-Related Injuries and Illnesses (Cal/OSHA Form 300) must be used to classify the work-related injury or illness, specify details about what happened and how it happened, and note the extent and severity of each case. If a company has more than one establishment or site, it must keep separate records for each physical location that is expected to remain in operation for one year or longer. Because the Log contains information relating to an employee's health, it must be used in a manner that protects confidentiality, to the extent possible, while the information is being used for occupational safety and health purposes.
At the end of the year, the total number of incidents in each category listed on the Log must be transferred to the Annual Summary of Work-Related Injury and Illnesses (Cal/OSHA Form 300A). The completed Annual Summary for the previous calendar year, not the Log , must be posted for a three month period from February 1 through April 30, in a visible location so that employees are aware of the injuries and illnesses occurring in their workplace. All establishments covered by CCR Title 8 Section 14300 must complete this Annual Summary , even if no work-related injuries or illnesses occurred during the year. Employees, former employees or their representative have the right to review this form in its entirety. The Log and Summary must be kept for five years following the year to which they pertain.
The Form 301, Injury and Illness Incident Report , is one of the first forms to be filled out when a recordable work-related injury or illness has occurred. This form must be filled out within seven calendar days after an employer receives information that a recordable work-related injury or illness has occurred and be kept on file for five years following the year to which it pertains.
Employers who would like copies of the 300 series forms or further information clarifying the recordkeeping regulation, including which employers may or may not be exempt, should visit Cal/OSHA's website at www.dir.ca.gov.
"Information or recommendations contained in these articles were obtained from sources believed to be reliable at the date of publication. Information is only advisory and does not presume to be exhaustive or inclusive of all workplace hazards or situations."
The above evaluations and/or recommendations are for general guidance only and should not be relied
upon for legal compliance purposes. They are based solely on the information provided to us and relate
only to those conditions specifically discussed. We do not make any warranty, expressed or implied, that your workplace is safe or healthful or that it complies with all laws, regulations or standards.
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