OSHA Recordkeeping & Reporting

A Professional Guide for Employers

Clear Compliance Steps for Safety Managers and HR Professionals

Introduction

OSHA recordkeeping and reporting are essential for tracking workplace injuries and illnesses, improving safety, and ensuring regulatory compliance. Accurate records help employers identify hazards, implement controls, and demonstrate their commitment to workplace health and safety.

Enhanced Reporting Program for High Hazard Industries

Establishments with 100 or more employees in designated high hazard industries (see Appendix B to Subpart E of 29 CFR 1904) must electronically submit detailed information about each recordable injury and illness from their previous calendar year's OSHA Form 300 and Form 301 to OSHA.

• What to Report: Include the date, physical location, severity of the injury or illness, details about the worker, and how the incident occurred.

• Applicability: Check if this requirement applies to your establishment at https://www.osha.gov/itareportapp

• Data Protection: Submitted data will be controlled to prevent identification of specific individuals. This information helps OSHA, prospective employees, and researchers better define workplace hazards and controls.

Reporting Requirements

General Rule: Employers with 10 or more employees must keep records of serious work-related injuries and illnesses. Some low hazard employers are exempt; see the list of exempt employers for details.

Minor Injuries: Cases requiring only first aid do not need to be recorded.

Serious Injury Reporting: All employers, regardless of size or industry, must report:

• Worker fatalities within 8 hours

• Amputations, loss of an eye, or hospitalizations within 24 hours

These events can be Reported online or by phone

Electronic Submission Requirements

OSHA requires certain employers to electronically submit injury and illness data. The requirements differ by establishment size and industry:

• Employers with 250 or More Employees:

• Must electronically submit their OSHA Form 300A summary data annually.

• Employers with 20–249 Employees in Designated High Hazard Industries:

• Must also electronically submit OSHA Form 300A summary data. See the list of designated establishments for details.

• Submission Deadline: March 2nd each year for the previous calendar year's data.

• How to Submit: Use the Injury Tracking Application (ITA). Note updated sign-in procedures since October 2022.

Maintaining and Posting Records

• Retention: OSHA logs and supporting records must be kept at the worksite for five years.

• Annual Posting: From February through April, employers must post a summary of the previous year's injuries and illnesses (OSHA 300A Form) at the workplace. Fillable forms are available from OSHA.

Incident Rate Calculations

Employers can use OSHA 300 data to calculate key safety metrics, such as the Total Incident Rate and the Days Away, Restricted, or Transferred (DART) rate.

• Total Incident Rate: Indicates the frequency of all recordable injuries and illnesses per 100 full-time employees per year.

• DART Rate: Measures the rate of workplace injuries and illnesses resulting in days away from work, restricted duties, or job transfers.

Calculation Example:

Suppose your company had 4 DART cases last year and 100,000 total hours worked.

DART Rate = (Number of DART cases × 200,000) ÷ Total hours worked

DART Rate = (4 × 200,000) ÷ 100,000 = 8.0

This means your DART rate is 8.0 per 100 full -time employees .

Benchmark your rates using the Bureau of Labor Statistics calculator.

Use of Incident Rates

Incident and DART rates are often required for contractor and supplier qualification during bidding processes. Insurers may use these rates to assess workers’ compensation and general liability risks. Higher-than-average rates can negatively affect your insurance terms and premiums.

First Aid Only Cases

Only serious injuries and illnesses are recordable. OSHA defines what qualifies as first aid; familiarize yourself with these criteria to avoid over-reporting. See the OSHA first aid definition for guidance.

The Driehaus Difference

Insurance without risk management is incomplete. Understanding OSHA rules, recordkeeping, and how data is used in business and insurance is crucial.

Need assistance?

Visit www.Driehausins.com or call 513-977-6860 for expert help managing your OSHA compliance and risk management program.