Source: http://regpub.com/osha-1904/
Timestamp: 2020-01-22 23:11:05
Document Index: 33570597

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Part 1904 - Recording and Reporting Occupational Injuries and Illnesses - RegPub!
OSHA Regulations – 29 CFR Part 1904
Subpart A – Purpose
§1904.0 – Purpose
Note to §1904.0: Recording or reporting a work-related injury, illness, or fatality does not mean that the employer or employee was at fault, that an OSHA rule has been violated, or that the employee is eligible for workers’ compensation or other benefits.
Subpart B – Scope
§1904.1 – Partial exemption for employers with 10 or fewer employees
§1904.1(a)
§1904.1(a)(1)
If your company had ten (10) or fewer employees at all times during the last calendar year, you do not need to keep OSHA injury and illness records unless OSHA or the BLS informs you in writing that you must keep records under §1904.41 or §1904.42. However, as required by §1904.39, all employers covered by the OSH Act must report to OSHA any workplace incident that results in a fatality or the hospitalization of three or more employees.
§1904.1(a)(2)
If your company had more than ten (10) employees at any time during the last calendar year, you must keep OSHA injury and illness records unless your establishment is classified as a partially exempt industry under §1904.2.
§1904.1(b)
§1904.1(b)(1)
§1904.1(b)(2)
To determine if you are exempt because of size, you need to determine your company’s peak employment during the last calendar year. If you had no more than 10 employees at any time in the last calendar year, your company qualifies for the partial exemption for size.
§1904.2 – Partial exemption for establishments in certain industries
§1904.2(a)
§1904.2(a)(1)
If your business establishment is classified in a specific industry group listed in appendix A to this subpart, you do not need to keep OSHA injury and illness records unless the government asks you to keep the records under §1904.41 or §1904.42. However, all employers must report to OSHA any workplace incident that results in an employee’s fatality, in-patient hospitalization, amputation, or loss of an eye (see §1904.39).
§1904.2(a)(2)
If one or more of your company’s establishments are classified in a non-exempt industry, you must keep OSHA injury and illness records for all of such establishments unless your company is partially exempted because of size under §1904.1.
§1904.2(b)
§1904.2(b)(1)
The partial industry classification exemption applies to individual business establishments. If a company has several business establishments engaged in different classes of business activities, some of the company’s establishments may be required to keep records, while others may be partially exempt.
§1904.2(b)(2)
How do I determine the correct NAICS code for my company or for individual establishments?
You can determine your NAICS code by using one of three methods, or you may contact your nearest OSHA office or State agency for help in determining your NAICS code:
§1904.2(b)(2)(i)
§1904.2(b)(2)(ii)
§1904.2(b)(2)(iii)
§1904.3 – Keeping records for more than one agency
Non-Mandatory Appendix A to Subpart B of Part 1904 – Partially Exempt Industries
Employers are not required to keep OSHA injury and illness records for any establishment classified in the following North American Industry Classification System (NAICS) codes, unless they are asked in writing to do so by OSHA, the Bureau of Labor Statistics (BLS), or a state agency operating under the authority of OSHA or the BLS. All employers, including those partially exempted by reason of company size or industry classification, must report to OSHA any employee’s fatality, in-patient hospitalization, amputation, or loss of an eye (see §1904.39).
5211 Monetary Authorities — Central Bank.
Subpart C – Recordkeeping Forms and Recording Criteria
§1904.4 – Recording criteria
§1904.4(a)
§1904.4(a)(1)
§1904.4(a)(2)
§1904.4(a)(3)
Meets one or more of the general recording criteria of §1904.7 or the application to specific cases of §§1904.8 through 1904.12.
§1904.4(b)
§1904.4(b)(1)
The table below indicates which sections of the rule address each topic.
§1904.4(b)(1)(i)
Determination of work-relatedness. See §1904.5.
§1904.4(b)(1)(ii)
Determination of a new case. See §1904.6.
§1904.4(b)(1)(iii)
General recording criteria. See §1904.7.
§1904.4(b)(1)(iv)
Additional criteria. (Needlestick and sharps injury cases, tuberculosis cases, hearing loss cases, medical removal cases, and musculoskeletal disorder cases). See §§1904.8 through 1904.12.
§1904.4(b)(2)
§1904.5 – Determination of work-relatedness
§1904.5(a)
§1904.5(b)
§1904.5(b)(1)
§1904.5(b)(2)
Are there situations where an injury or illness occurs in the work environment and is not considered work-related?
Yes, an injury or illness occurring in the work environment that falls under one of the following exceptions is not work-related, and therefore is not recordable.
§1904.5(b)(2)(i)
§1904.5(b)(2)(ii)
§1904.5(b)(2)(iii)
§1904.5(b)(2)(iv)
The injury or illness is solely the result of an employee eating, drinking, or preparing food or drink for personal consumption (whether bought on the employer’s premises or brought in). For example, if the employee is injured by choking on a sandwich while in the employer’s establishment, the case would not be considered work-related.
§1904.5(b)(2)(v)
The injury or illness is solely the result of an employee doing personal tasks (unrelated to their employment) at the establishment outside of the employee’s assigned working hours.
§1904.5(b)(2)(vi)
§1904.5(b)(2)(vii)
§1904.5(b)(2)(viii)
§1904.5(b)(2)(ix)
§1904.5(b)(3)
§1904.5(b)(4)
How do I know if an event or exposure in the work environment “significantly aggravated” a preexisting injury or illness?
A preexisting injury or illness has been significantly aggravated, for purposes of OSHA injury and illness recordkeeping, when an event or exposure in the work environment results in any of the following:
§1904.5(b)(4)(i)
§1904.5(b)(4)(ii)
§1904.5(b)(4)(iii)
§1904.5(b)(4)(iv)
§1904.5(b)(5)
An injury or illness is a preexisting condition if it resulted solely from a non-work-related event or exposure that occured outside the work environment.
§1904.5(b)(6)
Injuries and illnesses that occur while an employee is on travel status are work-related if, at the time of the injury or illness, the employee was engaged in work activities “in the interest of the employer.” Examples of such activities include travel to and from customer contacts, conducting job tasks, and entertaining or being entertained to transact, discuss, or promote business (work-related entertainment includes only entertainment activities being engaged in at the direction of the employer).
§1904.5(b)(6)(i) If the employee has checked into a hotel or motel for one or more days
When a traveling employee checks into a hotel, motel, or into an other temporary residence, he or she establishes a “home away from home.” You must evaluate the employee’s activities after he or she checks into the hotel, motel, or other temporary residence for their work-relatedness in the same manner as you evaluate the activities of a non-traveling employee. When the employee checks into the temporary residence, he or she is considered to have left the work environment. When the employee begins work each day, he or she re-enters the work environment. If the employee has established a “home away from home” and is reporting to a fixed worksite each day, you also do not consider injuries or illnesses work-related if they occur while the employee is commuting between the temporary residence and the job location.
§1904.5(b)(6)(ii) If the employee has taken a detour for personal reasons
§1904.5(b)(7)
Injuries and illnesses that occur while an employee is working at home, including work in a home office, will be considered work-related if the injury or illness occurs while the employee is performing work for pay or compensation in the home, and the injury or illness is directly related to the performance of work rather than to the general home environment or setting. For example, if an employee drops a box of work documents and injures his or her foot, the case is considered work-related. If an employee’s fingernail is punctured by a needle from a sewing machine used to perform garment work at home, becomes infected and requires medical treatment, the injury is considered work-related. If an employee is injured because he or she trips on the family dog while rushing to answer a work phone call, the case is not considered work-related. If an employee working at home is electrocuted because of faulty home wiring, the injury is not considered work-related.
§1904.6 – Determination of new cases
§1904.6(a)
You must consider an injury or illness to be a “new case” if:
§1904.6(a)(1)
§1904.6(a)(2)
§1904.6(b)
§1904.6(b)(1)
§1904.6(b)(2)
§1904.6(b)(3)
You are not required to seek the advice of a physician or other licensed health care professional. However, if you do seek such advice, you must follow the physician or other licensed health care professional’s recommendation about whether the case is a new case or a recurrence. If you receive recommendations from two or more physicians or other licensed health care professionals, you must make a decision as to which recommendation is the most authoritative (best documented, best reasoned, or most authoritative), and record the case based upon that recommendation.
§1904.7 – General recording criteria
§1904.7(a)
§1904.7(b)
§1904.7(b)(1)
§1904.7(b)(1)(i)
Death. See §1904.7(b)(2).
§1904.7(b)(1)(ii)
Days away from work. See §1904.7(b)(3).
§1904.7(b)(1)(iii)
Restricted work or transfer to another job. See §1904.7(b)(4).
§1904.7(b)(1)(iv)
Medical treatment beyond first aid. See §1904.7(b)(5).
§1904.7(b)(1)(v)
Loss of consciousness. See §1904.7(b)(6).
§1904.7(b)(1)(vi)
A significant injury or illness diagnosed by a physician or other licensed health care professional. See §1904.7(b)(7).
§1904.7(b)(2)
How do I record a work-related injury or illness that results in the employee’s death?
You must record an injury or illness that results in death by entering a check mark on the OSHA 300 Log in the space for cases resulting in death. You must also report any work-related fatality to OSHA within eight (8) hours, as required by §1904.39.
§1904.7(b)(3)
When an injury or illness involves one or more days away from work, you must record the injury or illness on the OSHA 300 Log with a check mark in the space for cases involving days away and an entry of the number of calendar days away from work in the number of days column. If the employee is out for an extended period of time, you must enter an estimate of the days that the employee will be away, and update the day count when the actual number of days is known.
§1904.7(b)(3)(i)
§1904.7(b)(3)(ii)
You must record these injuries and illnesses on the OSHA 300 Log using the check box for cases with days away from work and enter the number of calendar days away recommended by the physician or other licensed health care professional. If a physician or other licensed health care professional recommends days away, you should encourage your employee to follow that recommendation. However, the days away must be recorded whether the injured or ill employee follows the physician or licensed health care professional’s recommendation or not. If you receive recommendations from two or more physicians or other licensed health care professionals, you may make a decision as to which recommendation is the most authoritative, and record the case based upon that recommendation.
§1904.7(b)(3)(iii)
§1904.7(b)(3)(iv)
§1904.7(b)(3)(v)
§1904.7(b)(3)(vi)
§1904.7(b)(3)(vii)
Yes, you may “cap” the total days away at 180 calendar days. You are not required to keep track of the number of calendar days away from work if the injury or illness resulted in more than 180 calendar days away from work and/or days of job transfer or restriction. In such a case, entering 180 in the total days away column will be considered adequate.
§1904.7(b)(3)(viii)
Yes, if the employee leaves your company for some reason unrelated to the injury or illness, such as retirement, a plant closing, or to take another job, you may stop counting days away from work or days of restriction/job transfer. If the employee leaves your company because of the injury or illness, you must estimate the total number of days away or days of restriction/job transfer and enter the day count on the 300 Log.
§1904.7(b)(3)(ix)
§1904.7(b)(4)
§1904.7(b)(4)(i)
§1904.7(b)(4)(i)(A)
§1904.7(b)(4)(i)(B)
§1904.7(b)(4)(ii)
What is meant by “routine functions”?
§1904.7(b)(4)(iii)
§1904.7(b)(4)(iv)
If you or a physician or other licensed health care professional recommends a work restriction, is the injury or illness automatically recordable as a “restricted work” case?
No, a recommended work restriction is recordable only if it affects one or more of the employee’s routine job functions. To determine whether this is the case, you must evaluate the restriction in light of the routine functions of the injured or ill employee’s job. If the restriction from you or the physician or other licensed health care professional keeps the employee from performing one or more of his or her routine job functions, or from working the full workday the injured or ill employee would otherwise have worked, the employee’s work has been restricted and you must record the case.
§1904.7(b)(4)(v)
§1904.7(b)(4)(vi)
§1904.7(b)(4)(vii)
How do I handle vague restrictions from a physician or other licensed health care professional, such as that the employee engage only in “light duty” or “take it easy for a week”?
If you are not clear about the physician or other licensed health care professional’s recommendation, you may ask that person whether the employee can do all of his or her routine job functions and work all of his or her normally assigned work shift. If the answer to both of these questions is “Yes,” then the case does not involve a work restriction and does not have to be recorded as such. If the answer to one or both of these questions is “No,” the case involves restricted work and must be recorded as a restricted work case. If you are unable to obtain this additional information from the physician or other licensed health care professional who recommended the restriction, record the injury or illness as a case involving restricted work.
§1904.7(b)(4)(viii)
What do I do if a physician or other licensed health care professional recommends a job restriction meeting OSHA’s definition, but the employee does all of his or her routine job functions anyway?
You must record the injury or illness on the OSHA 300 Log as a restricted work case. If a physician or other licensed health care professional recommends a job restriction, you should ensure that the employee complies with that restriction. If you receive recommendations from two or more physicians or other licensed health care professionals, you may make a decision as to which recommendation is the most authoritative, and record the case based upon that recommendation.
§1904.7(b)(4)(ix)
§1904.7(b)(4)(x)
§1904.7(b)(4)(xi)
You count days of job transfer or restriction in the same way you count days away from work, using §1904.7(b)(3)(i) to (viii), above. The only difference is that, if you permanently assign the injured or ill employee to a job that has been modified or permanently changed in a manner that eliminates the routine functions the employee was restricted from performing, you may stop the day count when the modification or change is made permanent. You must count at least one day of restricted work or job transfer for such cases.
§1904.7(b)(5)
How do I record an injury or illness that involves medical treatment beyond first aid?
If a work-related injury or illness results in medical treatment beyond first aid, you must record it on the OSHA 300 Log. If the injury or illness did not involve death, one or more days away from work, one or more days of restricted work, or one or more days of job transfer, you enter a check mark in the box for cases where the employee received medical treatment but remained at work and was not transferred or restricted.
§1904.7(b)(5)(i)
What is the definition of medical treatment?
“Medical treatment” means the management and care of a patient to combat disease or disorder. For the purposes of part 1904, medical treatment does not include:
§1904.7(b)(5)(i)(A)
§1904.7(b)(5)(i)(B)
§1904.7(b)(5)(i)(C)
§1904.7(b)(5)(ii)
What is “first aid”?
§1904.7(b)(5)(ii)(A)
§1904.7(b)(5)(ii)(B)
§1904.7(b)(5)(ii)(C)
§1904.7(b)(5)(ii)(D)
§1904.7(b)(5)(ii)(E)
§1904.7(b)(5)(ii)(F)
§1904.7(b)(5)(ii)(G)
§1904.7(b)(5)(ii)(H)
§1904.7(b)(5)(ii)(I)
§1904.7(b)(5)(ii)(J)
§1904.7(b)(5)(ii)(K)
§1904.7(b)(5)(ii)(L)
§1904.7(b)(5)(ii)(M)
§1904.7(b)(5)(ii)(N)
§1904.7(b)(5)(iii)
Are any other procedures included in first aid?
§1904.7(b)(5)(iv)
Does the professional status of the person providing the treatment have any effect on what is considered first aid or medical treatment?
No, OSHA considers the treatments listed in §1904.7(b)(5)(ii) of this part to be first aid regardless of the professional status of the person providing the treatment. Even when these treatments are provided by a physician or other licensed health care professional, they are considered first aid for the purposes of part 1904. Similarly, OSHA considers treatment beyond first aid to be medical treatment even when it is provided by someone other than a physician or other licensed health care professional.
§1904.7(b)(5)(v)
What if a physician or other licensed health care professional recommends medical treatment but the employee does not follow the recommendation?
If a physician or other licensed health care professional recommends medical treatment, you should encourage the injured or ill employee to follow that recommendation. However, you must record the case even if the injured or ill employee does not follow the physician or other licensed health care professional’s recommendation.
§1904.7(b)(6)
Is every work-related injury or illness case involving a loss of consciousness recordable?
§1904.7(b)(7)
What is a “significant” diagnosed injury or illness that is recordable under the general criteria even if it does not result in death, days away from work, restricted work or job transfer, medical treatment beyond first aid, or loss of consciousness?
§1904.8 – Recording criteria for needlestick and sharps injuries
§1904.8(a)
You must record all work-related needlestick injuries and cuts from sharp objects that are contaminated with another person’s blood or other potentially infectious material (as defined by 29 CFR 1910.1030). You must enter the case on the OSHA 300 Log as an injury. To protect the employee’s privacy, you may not enter the employee’s name on the OSHA 300 Log (see the requirements for privacy cases in paragraphs 1904.29(b)(6) through 1904.29(b)(9)).
§1904.8(b)
§1904.8(b)(1)
What does “other potentially infectious material” mean?
The term “other potentially infectious materials” is defined in the OSHA Bloodborne Pathogens standard at §1910.1030(b). These materials include:
§1904.8(b)(1)(i)
§1904.8(b)(1)(ii)
§1904.8(b)(2)
Does this mean that I must record all cuts, lacerations, punctures, and scratches?
No, you need to record cuts, lacerations, punctures, and scratches only if they are work-related and involve contamination with another person’s blood or other potentially infectious material. If the cut, laceration, or scratch involves a clean object, or a contaminant other than blood or other potentially infectious material, you need to record the case only if it meets one or more of the recording criteria in §1904.7.
§1904.8(b)(3)
If I record an injury and the employee is later diagnosed with an infectious bloodborne disease, do I need to update the OSHA 300 Log?
§1904.8(b)(4)
What if one of my employees is splashed or exposed to blood or other potentially infectious material without being cut or scratched?
Do I need to record this incident? You need to record such an incident on the OSHA 300 Log as an illness if:
§1904.8(b)(4)(i)
§1904.8(b)(4)(ii)
It meets one or more of the recording criteria in §1904.7.
§1904.9 – Recording criteria for cases involving medical removal under OSHA standards
§1904.9(a)
If an employee is medically removed under the medical surveillance requirements of an OSHA standard, you must record the case on the OSHA 300 Log.
§1904.9(b)
§1904.9(b)(1)
How do I classify medical removal cases on the OSHA 300 Log?
You must enter each medical removal case on the OSHA 300 Log as either a case involving days away from work or a case involving restricted work activity, depending on how you decide to comply with the medical removal requirement. If the medical removal is the result of a chemical exposure, you must enter the case on the OSHA 300 Log by checking the “poisoning” column.
§1904.9(b)(2)
Do all of OSHA’s standards have medical removal provisions?
No, some OSHA standards, such as the standards covering bloodborne pathogens and noise, do not have medical removal provisions. Many OSHA standards that cover specific chemical substances have medical removal provisions. These standards include, but are not limited to, lead, cadmium, methylene chloride, formaldehyde, and benzene.
§1904.9(b)(3)
Do I have to record a case where I voluntarily removed the employee from exposure before the medical removal criteria in an OSHA standard are met?
No, if the case involves voluntary medical removal before the medical removal levels required by an OSHA standard, you do not need to record the case on the OSHA 300 Log.
§1904.10 – Recording criteria for cases involving occupational hearing loss
§1904.10(a)
If an employee’s hearing test (audiogram) reveals that the employee has experienced a work-related Standard Threshold Shift (STS) in hearing in one or both ears, and the employee’s total hearing level is 25 decibels (dB) or more above audiometric zero (averaged at 2000, 3000, and 4000 Hz) in the same ear(s) as the STS, you must record the case on the OSHA 300 Log.
§1904.10(b)
§1904.10(b)(1)
§1904.10(b)(2)
§1904.10(b)(2)(i)
If the employee has never previously experienced a recordable hearing loss, you must compare the employee’s current audiogram with that employee’s baseline audiogram. If the employee has previously experienced a recordable hearing loss, you must compare the employee’s current audiogram with the employee’s revised baseline audiogram (the audiogram reflecting the employee’s previous recordable hearing loss case).
§1904.10(b)(2)(ii)
Audiometric test results reflect the employee’s overall hearing ability in comparison to audiometric zero. Therefore, using the employee’s current audiogram, you must use the average hearing level at 2000, 3000, and 4000 Hz to determine whether or not the employee’s total hearing level is 25 dB or more.
§1904.10(b)(3)
Yes. When you are determining whether an STS has occurred, you may age adjust the employee’s current audiogram results by using Tables F-1 or F-2, as appropriate, in appendix F of 29 CFR 1910.95. You may not use an age adjustment when determining whether the employee’s total hearing level is 25 dB or more above audiometric zero.
§1904.10(b)(4)
Do I have to record the hearing loss if I am going to retest the employee’s hearing?
No, if you retest the employee’s hearing within 30 days of the first test, and the retest does not confirm the recordable STS, you are not required to record the hearing loss case on the OSHA 300 Log. If the retest confirms the recordable STS, you must record the hearing loss illness within seven (7) calendar days of the retest. If subsequent audiometric testing performed under the testing requirements of the §1910.95 noise standard indicates that an STS is not persistent, you may erase or line-out the recorded entry.
§1904.10(b)(5)
No. You must use the rules in §1904.5 to determine if the hearing loss is work-related. If an event or exposure in the work environment either caused or contributed to the hearing loss, or significantly aggravated a pre-existing hearing loss, you must consider the case to be work related.
§1904.10(b)(6)
§1904.10(b)(7)
Note: §1904.10(b)(7) is effective beginning January 1, 2004.
§1904.11 – Recording criteria for work-related tuberculosis cases
§1904.11(a)
If any of your employees has been occupationally exposed to anyone with a known case of active tuberculosis (TB), and that employee subsequently develops a tuberculosis infection, as evidenced by a positive skin test or diagnosis by a physician or other licensed health care professional, you must record the case on the OSHA 300 Log by checking the “respiratory condition” column.
§1904.11(b)
§1904.11(b)(1)
Do I have to record, on the Log, a positive TB skin test result obtained at a pre-employment physical?
No, you do not have to record it because the employee was not occupationally exposed to a known case of active tuberculosis in your workplace.
§1904.11(b)(2)
May I line-out or erase a recorded TB case if I obtain evidence that the case was not caused by occupational exposure?
§1904.11(b)(2)(i)
§1904.11(b)(2)(ii)
§1904.11(b)(2)(iii)
§§1904.13-1904.28 – [Reserved]
§1904.29 – Forms
§1904.29(a)
§1904.29(b)
§1904.29(b)(1)
§1904.29(b)(2)
§1904.29(b)(3)
§1904.29(b)(4)
§1904.29(b)(5)
Yes, if the computer can produce equivalent forms when they are needed, as described under §§1904.35 and 1904.40, you may keep your records using the computer system.
§1904.29(b)(6)
Are there situations where I do not put the employee’s name on the forms for privacy reasons?
Yes, if you have a “privacy concern case,” you may not enter the employee’s name on the OSHA 300 Log. 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 300 Log under §1904.35(b)(2). You must keep a separate, confidential list of the case numbers and employee names for your privacy concern cases so you can update the cases and provide the information to the government if asked to do so.
§1904.29(b)(7)
§1904.29(b)(7)(i)
§1904.29(b)(7)(ii)
§1904.29(b)(7)(iii)
§1904.29(b)(7)(iv)
§1904.29(b)(7)(v)
Needlestick injuries and cuts from sharp objects that are contaminated with another person’s blood or other potentially infectious material (see §1904.8 for definitions); and
§1904.29(b)(7)(vi)
§1904.29(b)(8)
§1904.29(b)(9)
If I have removed the employee’s name, but still believe that the employee may be identified from the information on the forms, is there anything else that I can do to further protect the employee’s privacy?
Yes, if you have 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, you may use discretion in describing the injury or illness on both the OSHA 300 and 301 forms. You must enter enough information to identify the cause of the incident and the general severity of the injury or illness, but you do not need to include details of an intimate or private nature. For 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 injury.”
§1904.29(b)(10)
If you decide to voluntarily disclose the Forms to persons other than government representatives, employees, former employees or authorized representatives (as required by §§1904.35 and 1904.40), you must remove or hide the employees’ names and other personally identifying information, except for the following cases. You may disclose the Forms with personally identifying information only:
§1904.29(b)(10)(i)
§1904.29(b)(10)(ii)
§1904.29(b)(10)(iii)
Subpart D – Other OSHA Injury and Illness Recordkeeping Requirements
§1904.30 – Multiple business establishments
§1904.30(a)
§1904.30(b)
§1904.30(b)(1)
Yes, however, you do not have to keep a separate OSHA 300 Log for each such establishment. You may keep one OSHA 300 Log that covers all of your short-term establishments. You may also include the short-term establishments’ recordable injuries and illnesses on an OSHA 300 Log that covers short-term establishments for individual company divisions or geographic regions.
§1904.30(b)(2)
§1904.30(b)(2)(i)
§1904.30(b)(2)(ii)
Produce and send the records from the central location to the establishment within the time frames required by §§1904.35 and 1904.40 when you are required to provide records to a government representative, employees, former employees or employee representatives.
§1904.30(b)(3)
You must link each of your employees with one of your establishments, for recordkeeping purposes. You must record the injury and illness on the OSHA 300 Log of the injured or ill employee’s establishment, or on an OSHA 300 Log that covers that employee’s short-term establishment.
§1904.30(b)(4)
§1904.31 – Covered employees
§1904.31(a)
You must record on the OSHA 300 Log the recordable injuries and illnesses of all employees on your payroll, whether they are labor, executive, hourly, salary, part-time, seasonal, or migrant workers. You also must record the recordable injuries and illnesses that occur to employees who are not on your payroll if you supervise these employees on a day-to-day basis. If your business is organized as a sole proprietorship or partnership, the owner or partners are not considered employees for recordkeeping purposes.
§1904.31(b)
§1904.31(b)(1)
If a self-employed person is injured or becomes ill while doing work at my business, do I need to record the injury or illness?
§1904.31(b)(2)
If I obtain employees from a temporary help service, employee leasing service, or personnel supply service, do I have to record an injury or illness occurring to one of those employees?
§1904.31(b)(3)
If an employee in my establishment is a contractor’s employee, must I record an injury or illness occurring to that employee?
§1904.31(b)(4)
§1904.32 – Annual summary
§1904.32(a)
§1904.32(a)(1)
§1904.32(a)(2)
§1904.32(a)(3)
§1904.32(a)(4)
§1904.32(b)
§1904.32(b)(1)
How extensively do I have to review the OSHA 300 Log entries at the end of the year?
§1904.32(b)(2)
How do I complete the annual summary?
§1904.32(b)(2)(i)
§1904.32(b)(2)(ii)
§1904.32(b)(2)(iii)
If you are using an equivalent form other than the OSHA 300-A summary form, as permitted under §1904.6(b)(4), the summary you use must also include the employee access and employer penalty statements found on the OSHA 300-A Summary form.
§1904.32(b)(3)
How do I certify the annual summary?
§1904.32(b)(4)
Who is considered a company executive?
§1904.32(b)(4)(i)
§1904.32(b)(4)(ii)
§1904.32(b)(4)(iii)
§1904.32(b)(4)(iv)
§1904.32(b)(5)
How do I post the annual summary?
§1904.32(b)(6)
When do I have to post the annual summary?
You must post the summary no later than February 1 of the year following the year covered by the records and keep the posting in place until April 30.
§1904.33 – Retention and updating.
§1904.33(a)
§1904.33(b)
§1904.33(b)(1)
Do I have to update the OSHA 300 Log during the five-year storage period?
§1904.33(b)(2)
Do I have to update the annual summary?
§1904.33(b)(3)
Do I have to update the OSHA 301 Incident Reports?
§1904.34 – Change in business ownership
§1904.35 – Employee involvement
§1904.35(a)
§1904.35(a)(1)
§1904.35(a)(2)
§1904.35(a)(3)
§1904.35(b)
§1904.35(b)(1)
§1904.35(b)(1)(i)
You must establish a reasonable procedure for employees to report work-related injuries and illnesses promptly and accurately. A procedure is not reasonable if it would deter or discourage a reasonable employee from accurately reporting a workplace injury or illness;
§1904.35(b)(1)(ii)
You must inform each employee of your procedure for reporting work-related injuries and illnesses;
§1904.35(b)(1)(iii)
§1904.35(b)(1)(iii)(A)
§1904.35(b)(1)(iii)(B)
§1904.35(b)(1)(iv)
§1904.35(b)(2)
§1904.35(b)(2)(i)
§1904.35(b)(2)(ii)
§1904.35(b)(2)(ii)(A)
§1904.35(b)(2)(ii)(B)
§1904.35(b)(2)(iii)
§1904.35(b)(2)(iv)
No, you must leave the names on the 300 Log. However, to protect the privacy of injured and ill employees, you may not record the employee’s name on the OSHA 300 Log for certain “privacy concern cases,” as specified in §1904.29(b)(6) through (9).
§1904.35(b)(2)(v)
§1904.35(b)(2)(v)(A)
§1904.35(b)(2)(v)(B)
When an authorized employee representative asks for copies of the OSHA 301 Incident Reports for an establishment where the agent represents employees under a collective bargaining agreement, you must give copies of those forms to the authorized employee representative within 7 calendar days. You are only required to give the authorized employee representative information from the OSHA 301 Incident Report section titled “Tell us about the case.” You must remove all other information from the copy of the OSHA 301 Incident Report or the equivalent substitute form that you give to the authorized employee representative.
§1904.35(b)(2)(vi)
§1904.36 – Prohibition against discrimination
§1904.37 – State recordkeeping regulations
§1904.37(a)
Some States operate their own OSHA programs, under the authority of a State plan as approved by OSHA. States operating OSHA-approved State plans must have occupational injury and illness recording and reporting requirements that are substantially identical to the requirements in this part (see 29 CFR 1902.3(j), 29 CFR 1902.7, and 29 CFR 1956.10(i)).
§1904.37(b)
§1904.37(b)(1)
§1904.37(b)(2)
§1904.37(b)(3)
§1904.37(b)(4)
§1904.37(b)(5)
§1904.38 – Variances from the recordkeeping rule
§1904.38(a)
If you wish to keep records in a different manner from the manner prescribed by the part 1904 regulations, you may submit a variance petition to the Assistant Secretary of Labor for Occupational Safety and Health, U.S. Department of Labor, Washington, DC 20210. You can obtain a variance only if you can show that your alternative recordkeeping system:
§1904.38(a)(1)
§1904.38(a)(2)
§1904.38(a)(3)
§1904.38(b)
§1904.38(b)(1)
What do I need to include in my variance petition?
§1904.38(b)(1)(i)
§1904.38(b)(1)(ii)
§1904.38(b)(1)(iii)
§1904.38(b)(1)(iv)
§1904.38(b)(1)(v)
§1904.38(b)(1)(vi)
§1904.38(b)(1)(vii)
§1904.38(b)(2)
How will the Assistant Secretary handle my variance petition?
§1904.38(b)(2)(i)
§1904.38(b)(2)(ii)
§1904.38(b)(2)(iii)
§1904.38(b)(2)(iv)
§1904.38(b)(3)
If I apply for a variance, may I use my proposed recordkeeping procedures while the Assistant Secretary is processing the variance petition?
No, alternative recordkeeping practices are only allowed after the variance is approved. You must comply with the part 1904 regulations while the Assistant Secretary is reviewing your variance petition.
§1904.38(b)(4)
If I have already been cited by OSHA for not following the part 1904 regulations, will my variance petition have any effect on the citation and penalty?
No, in addition, the Assistant Secretary may elect not to review your variance petition if it includes an element for which you have been cited and the citation is still under review by a court, an Administrative Law Judge (ALJ), or the OSH Review Commission.
§1904.38(b)(5)
If I receive a variance, may the Assistant Secretary revoke the variance at a later date?
Yes, the Assistant Secretary may revoke your variance if he or she has good cause. The procedures revoking a variance will follow the same process as OSHA uses for reviewing variance petitions, as outlined in paragraph 1904.38(b)(2). Except in cases of willfulness or where necessary for public safety, the Assistant Secretary will:
§1904.38(b)(5)(i)
§1904.38(b)(5)(ii)
Subpart E – Reporting Fatality, Injury and Illness Information to the Government
Authority: 29 U.S.C. 657, 673, 5 U.S.C. 553, and Secretary of Labor’s Order 1-2012 (77 FR 3912, Jan. 25, 2012).
§1904.39 – Reporting fatalities, hospitalizations, amputations, and losses of an eye as a result of work-related incidents to OSHA
§1904.39(a)
§1904.39(a)(1)
§1904.39(a)(2)
§1904.39(a)(3)
§1904.39(a)(3)(i)
§1904.39(a)(3)(ii)
§1904.39(a)(3)(iii)
§1904.39(b)
§1904.39(b)(1)
If the Area Office is closed, may I report the fatality, in-patient hospitalization, amputation, or loss of an eye by leaving a message on OSHA’s answering machine, faxing the Area Office, or sending an email?
No, if the Area Office is closed, you must report the fatality, in-patient hospitalization, amputation, or loss of an eye using either the 800 number or the reporting application located on OSHA’s public Web site at www.osha.gov.
§1904.39(b)(2)
§1904.39(b)(2)(i)
§1904.39(b)(2)(ii)
§1904.39(b)(2)(iii)
§1904.39(b)(2)(iv)
§1904.39(b)(2)(v)
§1904.39(b)(2)(vi)
§1904.39(b)(2)(vii)
§1904.39(b)(2)(viii)
§1904.39(b)(3)
Do I have to report the fatality, in-patient hospitalization, amputation, or loss of an eye if it resulted from a motor vehicle accident on a public street or highway?
If the motor vehicle accident occurred in a construction work zone, you must report the fatality, in-patient hospitalization, amputation, or loss of an eye. If the motor vehicle accident occurred on a public street or highway, but not in a construction work zone, you do not have to report the fatality, in-patient hospitalization, amputation, or loss of an eye to OSHA. However, the fatality, in-patient hospitalization, amputation, or loss of an eye must be recorded on your OSHA injury and illness records, if you are required to keep such records.
§1904.39(b)(4)
Do I have to report the fatality, in-patient hospitalization, amputation, or loss of an eye if it occurred on a commercial or public transportation system?
§1904.39(b)(5)
Do I have to report a work-related fatality or in-patient hospitalization caused by a heart attack?
§1904.39(b)(6)
§1904.39(b)(7)
What if I don’t learn about a reportable fatality, in-patient hospitalization, amputation, or loss of an eye right away?
§1904.39(b)(8)
What if I don’t learn right away that the reportable fatality, in-patient hospitalization, amputation, or loss of an eye was the result of a work-related incident?
If you do not learn right away that the reportable fatality, in-patient hospitalization, amputation, or loss of an eye was the result of a work-related incident, you must make the report to OSHA within the following time period after you or any of your agent(s) learn that the reportable fatality, in-patient hospitalization, amputation, or loss of an eye was the result of a work-related incident: Eight (8) hours for a fatality, and twenty-four (24) hours for an in-patient hospitalization, an amputation, or a loss of an eye.
§1904.39(b)(9)
§1904.39(b)(10)
No, you do not have to report an in-patient hospitalization that involves only observation or diagnostic testing. You must only report to OSHA each in-patient hospitalization that involves care or treatment.
§1904.39(b)(11)
§1904.40 – Providing records to government representatives
§1904.40(a)
§1904.40(b)
§1904.40(b)(1)
What government representatives have the right to get copies of my part 1904 records?
§1904.40(b)(1)(i)
§1904.40(b)(1)(ii)
§1904.40(b)(1)(iii)
§1904.40(b)(2)
Do I have to produce the records within four (4) hours if my records are kept at a location in a different time zone?
[66 FR 6122, Jan. 19, 2001, as amended at 81 FR 91810, Dec. 19, 2016]
§1904.41 – Electronic submission of Employer Identification Number (EIN) and injury and illness records to OSHA.
§1904.41(a)
§1904.41(a)(1)
Annual electronic submission of OSHA Form 300A Summary of Work-Related Injuries and Illnesses by establishments with 250 or more employees.
If your establishment had 250 or more employees at any time during the previous calendar year, and this part requires your establishment to keep records, then you must electronically submit information from OSHA Form 300A Summary of Work-Related Injuries and Illnesses to OSHA or OSHA’s designee. You must submit the information once a year, no later than the date listed in paragraph (c) of this section of the year after the calendar year covered by the form (for example, 2019 for the 2018 form).
§1904.41(a)(2)
Annual electronic submission of OSHA Form 300A Summary of Work-Related Injuries and Illnesses by establishments with 20 or more employees but fewer than 250 employees in designated industries.
If your establishment had 20 or more employees but fewer than 250 employees at any time during the previous calendar year, and your establishment is classified in an industry listed in appendix A to subpart E of this part, then you must electronically submit information from OSHA Form 300A Summary of Work-Related Injuries and Illnesses to OSHA or OSHA’s designee. You must submit the information once a year, no later than the date listed in paragraph (c) of this section of the year after the calendar year covered by the form.
§1904.41(a)(3)
Electronic submission of part 1904 records upon notification.
Upon notification, you must electronically submit the requested information from your part 1904 records to OSHA or OSHA’s designee.
§1904.41(a)(4)
Electronic submission of the Employer Identification Number (EIN).
For each establishment that is subject to these reporting requirements, you must provide the EIN used by the establishment.
§1904.41(b)
§1904.41(b)(1)
Does every employer have to routinely submit this information to OSHA?
No, only two categories of employers must routinely submit this information. First, if your establishment had 250 or more employees at any time during the previous calendar year, and this part requires your establishment to keep records, then you must submit the required information to OSHA once a year. Second, if your establishment had 20 or more employees but fewer than 250 employees at any time during the previous calendar year, and your establishment is classified in an industry listed in appendix A to this subpart, then you must submit the required information to OSHA once a year. Employers in these two categories must submit the required information by the date listed in paragraph (c) of this section of the year after the calendar year covered by the form (for example, 2019 for the 2018 form). If you are not in either of these two categories, then you must submit the information to OSHA only if OSHA notifies you to do so for an individual data collection.
§1904.41(b)(2)
Do part-time, seasonal, or temporary workers count as employees in the criteria for number of employees in paragraph (a) of this section?
§1904.41(b)(3)
How will OSHA notify me that I must submit information as part of an individual data collection under paragraph (a)(3) of this section?
OSHA will notify you by mail if you will have to submit information as part of an individual data collection under paragraph (a)(3). OSHA will also announce individual data collections through publication in the Federal Register and the OSHA newsletter, and announcements on the OSHA website. If you are an employer who must routinely submit the information, then OSHA will not notify you about your routine submittal.
§1904.41(b)(4)
When do I have to submit the information?
If you are required to submit information under paragraph (a)(1) or (2) of this section, then you must submit the information once a year, by the date listed in paragraph (c) of this section of the year after the calendar year covered by the form (for example, 2019 for the 2018 form). If you are submitting information because OSHA notified you to submit information as part of an individual data collection under paragraph (a)(3) of this section, then you must submit the information as specified in the notification.
§1904.41(b)(5)
You must submit the information electronically. OSHA will provide a secure website for the electronic submission of information. For individual data collections under paragraph (a)(3) of this section, OSHA will include the website’s location in the notification for the data collection.
§1904.41(b)(6)
Do I have to submit information if my establishment is partially exempt from keeping OSHA injury and illness records?
If you are partially exempt from keeping injury and illness records under §§1904.1 and/or 1904.2, then you do not have to routinely submit information under paragraphs (a)(1) and (2) of this section. You will have to submit information under paragraph (a)(3) of this section if OSHA informs you in writing that it will collect injury and illness information from you. If you receive such a notification, then you must keep the injury and illness records required by this part and submit information as directed.
§1904.41(b)(7)
Do I have to submit information if I am located in a State Plan State?
§1904.41(b)(8)
May an enterprise or corporate office electronically submit information for its establishment(s)?
Yes, if your enterprise or corporate office had ownership of or control over one or more establishments required to submit information under paragraph (a) of this section, then the enterprise or corporate office may collect and electronically submit the information for the establishment(s).
§1904.41(c)
§1904.41(c)(1)
§1904.41(c)(2)
§1904.42 – Requests from the Bureau of Labor Statistics for data
§1904.42(a)
§1904.42(b)
§1904.42(b)(1)
Does every employer have to send data to the BLS?
No, each year, the BLS sends injury and illness survey forms to randomly selected employers and uses the information to create the Nation’s occupational injury and illness statistics. In any year, some employers will receive a BLS survey form and others will not. You do not have to send injury and illness data to the BLS unless you receive a survey form.
§1904.42(b)(2)
If I get a survey form from the BLS, what do I have to do?
§1904.42(b)(3)
Do I have to respond to a BLS survey form if I am normally exempt from keeping OSHA injury and illness records?
Yes, even if you are exempt from keeping injury and illness records under §1904.1 to §1904.3, the BLS may inform you in writing that it will be collecting injury and illness information from you in the coming year. If you receive such a letter, you must keep the injury and illness records required by §1904.5 to §1904.15 and make a survey report for the year covered by the survey.
§1904.42(b)(4)
Do I have to answer the BLS survey form if I am located in a State-Plan State?
Appendix A to Subpart E of Part 1904 – Designated Industries for §1904.41(a)(2) Annual Electronic Submission of OSHA Form 300A Summary of Work-Related Injuries and Illnesses by Establishments With 20 or More Employees but Fewer Than 250 Employees in Designated Industries
Subpart F – Transition From the Former Rule
§1904.43 – Summary and posting of the 2001 data
§1904.43(a)
§1904.43(b)
§1904.43(b)(1)
§1904.43(b)(1)(i)
§1904.43(b)(1)(i)(A)
§1904.43(b)(1)(i)(B)
§1904.43(b)(1)(i)(C)
§1904.43(b)(1)(i)(D)
§1904.43(b)(1)(ii)
§1904.43(b)(2)
§1904.43(b)(2)(i)
§1904.43(b)(2)(ii)
§1904.43(b)(3)
§1904.44 – Retention and updating of old forms
§1904.45 – OMB control numbers under the Paperwork Reduction Act
Subpart G – Definitions
§1904.46 – Definitions
The Act means the Occupational Safety and Health Act of 1970 (29 U.S.C. 651 et seq.). The definitions contained in section 3 of the Act (29 U.S.C. 652) and related interpretations apply to such terms when used in this part 1904.
(1) Can one business location include two or more establishments?
(iii) No one industry description in the Standard Industrial Classification Manual (1987) applies to the joint activities of the establishments; and
(2) Can an establishment include more than one physical location?
(3) If an employee telecommutes from home, is his or her home considered a separate establishment?
No, for employees who telecommute from home, the employee’s home is not a business establishment and a separate 300 Log is not required. Employees who telecommute must be linked to one of your establishments under §1904.30(b)(3).
Physician or Other Licensed Health Care Professional.
A physician or other licensed health care professional is an individual whose legally permitted scope of practice (i.e., license, registration, or certification) allows him or her to independently perform, or be delegated the responsibility to perform, the activities described by this regulation.
“You” means an employer as defined in section 3 of the Occupational Safety and Health Act of 1970 (29 U.S.C. 652).
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