Document ID: OSHA-2021-0006-0105
Agency: osha
Document Type: Supporting & Related Material
Title: 
Posted Date: 2023-06-28T04:00Z

MEMORANDUM
                                       
Date:	October 3, 2022
From:	Natalie Rodman and Susan Day, ERG
To:	Tom Ransdell, Tom Mockler, and Adriana Lopez-Menendez, ORA/OSHA
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Subject:	Recordkeeping Software Research
ERG was asked to research commercial occupational injury and illness recordkeeping software that covers three OSHA forms (300, 300A, 301) and collect information such as cost changes associated with OSHA updates and the percentage of employers using software to report injury and illness data to OSHA.

The information presented below summarizes ERG's research methodology and findings regarding the commercial recordkeeping software that could be used to comply with the proposed injury and illness recordkeeping rule. 

Methodology

 Internet search of vendors offering recordkeeping software that cover OSHA forms 300, 300A, and 301. 
 ERG identified 12 vendors that appear to be representative of the overall market. 
 10 out of 12 vendors required demonstrations and additional outreach.
 11 out of 12 vendors provided enough information for analysis. The list of vendors included in this analysis is presented in the following table:
                                                                  Vendors Included in this Analysis
                              Vendors
                                   Software

URL
Alcumus Ecompliance 
                            OSHA reporting software
https://www.ecompliance.com/osha-300-reporting/ 
CloudApper 
                                 EHS Software
https://www.cloudapper.com/ehs-software-for-osha-compliance/ 
Cority 
                            EHS Management Software
https://go.cority.com/cority-ehs-software-capterra/?pi_campaign_id=28361&utm_source=capterra 
EHS Insight 
                         Incident Management Software
https://www.ehsinsight.com/incident-management-software 
Health & Safety Institute (HIS)-Donesafe 
                  OSHA Health and Safety Management Software
https://donesafe.com/health-safety-management-software-osha/ 
Insurance Visions, Inc. 
                                 osha300online
https://www.osha300online.com/html/Pricing.asp 
Intelex 
                        EHS Incident Reporting Software
https://www.intelex.com/products/applications/osha-reports 
KPA 
                    OSHA Case Management tools-EHS Software
https://www.kpa.io/ehs-software/osha-recordkeeping-software 
SiteDocs 
                          Safety Management Software
https://www.sitedocs.com/choose-sitedocs/osha/ 
Vector EHS Management
                            EHS Management Software
https://www.vectorsolutions.com/solutions/vector-ehs-management-software/  
Velocity EHS 
                VelocityEHS Reporting & Dashboards Software
https://www.ehs.com/resources/ehs-library/osha-recordkeeping/

 Outreach was conducted with 9 out of 12 vendors and resulted in either phone calls or web-meetings.   
 Most vendors offer specific demonstrations for companies that are interested in purchasing their products and they will tailor their demonstrations depending on the customer. Customer-oriented factors include the number of users and locations.
  For the purpose of this research task, ERG obtained as much overarching information as possible. 
 Questions asked by ERG included:
 Is your software tailored to a specific industry? If so, which?
 Please confirm that the software covers the three OSHA forms (300, 301, 300A). If it covers more than that, can you purchase only the three forms?  If it covers more, what else?
 Do you update your software at no cost to the customer when OSHA makes a change to reporting requirements? If you charge, what is the charge?
 What percent of employers that must report injury and illness data to OSHA use software (can be in general)? 
            
Overall Recordkeeping Software Market Insights

       One vendor, who offered a configurable platform, noted that software can usually be broken down into three categories based on features: (1) One size fits all, (2) Customizable, (3) Configurable.
 There are few "one size fits all" software options in the market, as this is restrictive for customers, but if used, would typically be for smaller companies that are newly transitioning to software use. 
 Most software is either customizable or configurable. 
 The customizable option holds a higher potential for increase charges when OSHA makes changes due to technical logistics (changes in code), while the configurable option can respond better to changes. 
       Most vendors agreed that the market for OSHA recordkeeping software is growing. 
 At this point, most larger firms are shifting to software. Many smaller (50-100 employee companies) are still using Excel or paper for recordkeeping. 
 Companies often seek software services immediately after encountering an OSHA violation. 
       Several vendors expressed that software adds productivity and improves efficiency by streamlining recordkeeping capabilities. 
             One vendor noted time-saving benefits by producing OSHA-ready reports for work-related injuries and illnesses. 
             Some software platforms offer OSHA CSV features that generate the exact file format required for the ITA.
             Some software platforms offer additional analysis features such as a place to capture near-misses and hazards of all types, detailed incident investigations, and recording the root cause of an injury. 
            
Industry-specific Software

       All software included in this analysis can be applied across industries, and none were exclusively tailored to a specific industry. 
              The industries commonly provided as examples include construction, manufacturing, oil and gas, pharmaceuticals, healthcare, mining automotive, chemical, telecommunications, technology, and consulting. 
OSHA Forms
 11 out of 12 vendors indicated the ability to maintain and upload the 300, 300A, and 301 forms to OSHA. 

OSHA Updates

 7 out of 11 vendors indicated that they would not charge to update their software based on changes to OSHA's recordkeeping requirements. Reasons included:
 The configurable software platform easily allows for changes. 
 Pricing is based on a 2-3 year contract, therefore upcharges would not be feasible. 
 OSHA changes are to be expected (given this market) and they would not want to jeopardize customer-satisfaction.
 2 out of 11 vendors were less confident in their responses, but still did not believe there would be price changes. 
 The least confident vendor represented a customizable software platform and mentioned the price changes would be on a case-by-case basis. 
            
Percentage of Employers Using Software

 Most vendors were not able to provide an exact (or estimated figure), however many of them expressed that more and more employers are shifting towards this more streamlined process. 
 One vendor assumed (based on their experience) that across the entire industry, about 30-40% of employers who must report injury and illness data to OSHA use software. 
 They mentioned there was a lot of room for growth in this market and out of the customers that come to them, about 80% want to make the change from paper to software.