OSHA Recordkeeping Requirements Every NJ Contractor Needs to Get Right
Accurate injury records start with a consistent process for reporting and documenting incidents. Check which forms and retention rules apply to your company and the events you record.
OSHA forms, timing and exemptions
For establishments required to keep records, 29 CFR 1904.29 calls for OSHA Forms 300, 300-A and 301, or equivalent forms, for recordable cases. Record the case within seven calendar days after receiving information that it is recordable, and retain the forms for five years under 29 CFR 1904.33. Check the size and industry exemptions in §1904.1 and §1904.2 before deciding whether recordkeeping is required.
Posting and Electronic Submission Deadlines
At year end, review the OSHA 300 Log, prepare the annual 300-A summary, and have a company executive certify it. Post the summary from February 1 through April 30. See 29 CFR 1904.32 for the posting and certification details.
When a client asks for injury records
Some owners and hiring clients ask for injury or illness information as part of prequalification. Their requests differ, so check the period, establishment and forms they want. OSHA recordkeeping rules still apply separately; sending information to a client does not replace required posting, retention or electronic submission.
A practical recordkeeping check
- If the establishment must keep records, is each recordable case entered within seven calendar days of receiving the information?
- Is a 301 or equivalent form completed for each recordable case?
- Has a company executive certified the annual summary, and is it ready to post by February 1?
- Who reviews the facts and decides whether an injury or illness meets OSHA recordkeeping criteria?
- Are the 300 Log, annual summary and 301 forms retained for five years after the end of the year they cover?
- Does the establishment meet the current electronic-submission criteria, and is the deadline tracked?
- If a client requests injury data, do the dates and establishment match the request and the underlying records?
The details matter when OSHA requires records or a client asks for them. For help with written safety documents that fit your work, request a free 30-minute preliminary consultation.