1) Enter information about the
employer's business at the top of the OSHA Form 300, enter a one or two line
description for each recordable injury or illness, and summarize this
information on the OSHA Form 300A at the end of the year.
2) Complete an OSHA Form 301 (Injury and
Illness Incident Report) or an equivalent form (i.e., IWCC Form 45) for each
recordable injury or illness entered on the OSHA Form 300.
3) Enter each recordable injury or illness on
the OSHA Form 300 and OSHA Form 301 (Injury and Illness Incident Report) within
7 calendar days after receiving information that a recordable injury or illness
4) An equivalent form
is one that has the same information, is as readable and understandable, and is
completed using the same instructions as the OSHA form it replaces. Many
employers use an insurance form instead of the OSHA Form 301 (Injury and
Illness Incident Report) or supplement an insurance form by adding any
additional information required.
Records may be kept on a computer if the computer can produce equivalent forms
when they are needed, as described under Sections
If there are privacy concerns, do not
enter the employee's name on the OSHA Form 300. Instead, enter "privacy case"
in the space normally used for the employee's name. This will protect the
privacy of the injured or ill employee when another employee, a former
employee, or an authorized employee representative is provided access to the
OSHA Form 300 under Section
Keep a separate, confidential list of the case numbers and employee names for
privacy concern cases so the cases can be updated and provide the information
to the government if asked to do so.
Consider only the following injuries or
illnesses to be privacy concern cases:
injury or illness to an intimate body part or the reproductive
B) An injury or illness
resulting from a sexual assault;
D) HIV infection,
hepatitis, or tuberculosis;
Needlestick injuries and cuts from sharp objects that are contaminated with
another person's blood or other potentially infectious material; and
F) Other illnesses, if the employee
voluntarily requests that the employee's name not be entered on the
8) If the employer
has a reasonable basis to believe that information describing the privacy
concern case may be personally identifiable even though the employee's name has
been omitted, the employer may use discretion in describing the injury or
illness on both the OSHA 300 and 301 forms. Enter enough information to
identify the cause of the incident and the general severity of the injury or
illness, but do not include details of an intimate or private nature. EXAMPLE:
A sexual assault case could be described as "injury from assault", or an injury
to a reproductive organ could be described as "lower abdominal
If the employer decides
to voluntarily disclose the OSHA forms to persons other than government
representatives, employees, former employees or authorized representatives,
remove or hide the employees' names and other personally identifying
information, except in the following instances. Disclose the forms with
personally identifying information only to:
an auditor or consultant hired by the employer to evaluate the safety and
B) the extent
necessary for processing a claim for workers' compensation or other insurance
a public health
authority or law enforcement agency for uses and disclosures for which consent,
an authorization, or opportunity to agree or object is not required under
Department of Health and Human Services Standards for Privacy of Individually
Identifiable Health Information (45
Log of Injuries and Illnesses - OSHA Form
Each employer shall maintain in each
workplace an OSHA Form 300 of all recordable occupational injuries and
illnesses for that workplace. The name of the establishment, the city and state
where the establishment is located, and the year must be designated at the top
of the log. Within 7 calendar days after receiving information about a case,
the employer shall:
Decide if the case is
recordable under the recordkeeping provisions of Section
B) Determine whether the incident is a new
case or a recurrence of an existing one.
C) Establish whether the case was
E) Decide which form
to fill out as the injury/illness incident report form required under Section
350.340(a), OSHA Form 301 (Injury and Illness Incident Report), IWCC Form 45,
or a suitable substitute that contains the same information as either of those
Form 300 shall contain the following information for each recordable injury and
A) A unique case number assigned by
the employer to this specific illness or injury to facilitate comparisons with
the supplementary record of the illness or injury;
B) The name of the affected employee, unless
protected as a privacy case due to the nature of the injury or
C) The job title of the
D) The date of the injury
or onset of illness;
where the event occurred;
description of the injury or illness, parts of the body affected, and object or
substance that directly injured or made the person ill (e.g., second degree
burns on right forearm from acetylene torch);
The most serious result from each case:
ii) Days away from work;
iii) Remained at work; job transfer or
restriction (see federal form);
Remained at work; other recordable cases (see federal form);
H) The designation of injury or
the type of illness (e.g., skin disorder, respiratory condition, poisoning,
hearing loss, all other illnesses);
I) The number of days the injured or ill
worker was either on job transfer or restriction or away from work.
3) The OSHA Form 300 and its
supplementary information must be retained by the employer for five
Illness Incident Report - OSHA Form 301
addition to the OSHA Form 300 of injuries and illnesses, each employer shall
maintain in each workplace a supplementary record of each recordable
occupational injury and illness for that workplace. The employer shall complete
the incident report and make it available as early as practicable, but no later
than 7 calendar days after receiving information that a recordable injury or
illness has occurred. The OSHA Form 301, IWCC Form 45, or a suitable substitute
that contains the same information as either of those two forms may be used as
the supplementary record. Records shall be available to any agency requesting
them pursuant to Section 60 of the Act.
The OSHA Form 301 (Injury and Illness
Incident Report) shall contain the following information for each recordable
injury and illness:
Information about the
i) Full name and address.
ii) Date of birth and date of hire.
Information about the physician or other
health care professional:
i) Name of physician
or health care professional.
Location where treatment was administered.
iii) If an emergency room was visited or if
the employee was hospitalized overnight as an in-patient.
Information about the case:
i) Case number corresponding to the Log of
ii) Date of
Injury or Illness.
employee began work and time of event, if known.
iv) What the employee was doing just before
the incident occurred.
vi) What was the injury
or the illness.
vii) What object or
substance directly harmed the employee.
viii) If the employee died, date of
name and title of the individual who completed the form, along with the
telephone number and the date of completion.
4) This form must be kept on file for 5 years
following the year to which it pertains. The Incident Report Form has to be
completed within 7 calendar days after notice of the injury or illness. These
forms shall be maintained for at least 5 years.