OSHA Recordkeeping (Form 300) Checklist Template

The first task names the recordkeeping lead and the company executive, and its applicability answer decides whether the recording phases appear.

• Confirm whether the company must keep records this year — partially exempt if it had 10 or fewer employees company-wide at all times last year, or if an establishment’s NAICS code is in Appendix A to Subpart B
• Open a 300 Log for each establishment — a separate log for every site expected to operate a year or longer; short-term sites may share one
• Decide whose injuries go on which log — everyone on payroll, plus temporary or leased workers you supervise day to day; the staffing agency does not record those
• Check the employee reporting procedure — it must not deter prompt, accurate reporting; tell every employee how to report and that retaliation is prohibited
• Name who decides recordability at each site — and who can hand over the records within four business hours if OSHA asks

Shown when the company must keep records. Each case is a row in a case table on the first task, with its own seven-day date.

• Log every injury and illness report as it arrives — record the date you learned of it, because the seven-day clock runs from there
• Decide whether the case is work-related — an event or exposure at work is presumed to be the cause unless a 1904.5(b)(2) exception applies, such as commuting or a common cold
• Decide whether it is a new case — the same type of injury to the same body part is new only if the employee had fully recovered and a workplace event brought it back
• Apply the general recording criteria — death, days away, restricted work or transfer, medical treatment beyond first aid, loss of consciousness or a significant diagnosis
• Enter the case on the 300 Log and complete a Form 301 within seven days — an insurer’s first report can stand in for the 301 if it holds the same information
• Treat privacy concern cases separately — write ‘privacy case’ instead of the name and keep the case-number list apart from the log
• Update day counts as cases develop — calendar days from the day after the injury, capped at 180; a new diagnosis can change a case’s classification

Always shown, because the reporting duty binds exempt employers too. The answer on the first task shows the right report task with an 8-hour or 24-hour due time.

• Screen every serious incident for a report to OSHA — count deaths within 30 days of the incident and admissions, amputations or eye loss within 24 hours
• Report a work-related death within 8 hours — by phone to the Area Office, on 1-800-321-OSHA or online; a voicemail does not count
• Report a hospitalisation, amputation or loss of an eye within 24 hours — formal in-patient admission only; observation or diagnostic tests alone are not reportable
• Check the State Plan’s own reporting rule — some set a shorter clock or a wider trigger than the federal one
• Record the event on the log as well — a crash on a public road needs no report outside a construction zone, but still goes on the log

Due in January of the following year. The electronic submission answer here decides whether Phase 6 appears.

• Review each 300 Log for completeness and accuracy — reconcile it against first-aid logs, workers’ compensation claims and absence records
• Update earlier years’ logs still in retention — late diagnoses and changed outcomes belong on the log of the year the case occurred
• Work out the average number of employees and the total hours worked — both go on the 300A; use payroll hours, not estimates, where you have them
• Confirm the electronic submission duty from peak employment — count everyone employed at any time in the year, including part-time, seasonal and temporary staff
• Complete Form 300A for each establishment — column totals, zeros if there were no cases, company and establishment name and address

The first task is an approval assigned to the company executive named in Phase 1; nothing is posted until it is answered.

• Company executive certifies each 300A — an owner, a corporate officer, the highest-ranking official at the site or that person’s supervisor confirms it is correct and complete
• Post the signed 300A by 1 February — wherever notices to employees are usually posted, at every establishment
• Keep it posted, legible and uncovered until 30 April — check it in mid-March and replace a defaced copy
• Answer employee requests for records by the end of the next business day — current and stored 300 Logs, and the employee’s own 301

Shown only when an establishment must submit. The case-data task appears only for 100 or more employees in an Appendix B industry.

• Check access to the Injury Tracking Application — the ITA account email must match a Login.gov account; have each establishment’s EIN ready
• Submit the 300A data by 2 March — include the legal company name even if sites are named by code; an enterprise office can file for several sites
• Submit the 300 and 301 case data by 2 March — names, addresses and treating providers are excluded; strip identifying detail from the descriptions too
• Save the submission confirmation — file it with the signed 300A as proof of what was sent and when

• File the year’s records for five years — 300 Logs, the privacy case list, the 300A and every 301, kept until 31 December five years after the year covered
• Transfer the records if an establishment is sold — the new owner keeps the old records; you record only the part of the year you owned it
• Compare the year’s cases with the last — by site, body part, event and days lost, so the safety programme works on causes rather than counts
• Close the year and confirm the next checklist is open — the following year’s log started on 1 January