Required General Industry OSHA Recordkeeping At-A-Glance

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General industry recordkeeping requirements

* Indicates annual requirements

Inspections, citations, and proposed penalties (1903.2)

Who’s covered:	All employers
When:	Time frame is not specified
What records:	Post OSHA form 3165 notifying employees of their rights and responsibilities under the OSH Act

Citations (1903.16)

Who’s covered:	Employers who receive citations for violations of OSHA regulations
When:	On receiving a citation
What records:	Immediately post the citation at or near the place where the violation occurred Post the citation until the violation has been abated or for three working days, whichever is later

Abatement verification procedures (1903.19)

Who’s covered:

Employers who receive citations for violations of OSHA regulations

When:

Within 10 calendar days after the abatement date

What records:

Submit documentation showing that abatement is complete for the following violations:
- willful
- repeat
- serious

Abatement plans may be required when abatement time is more than 90 calendar days
Periodic progress reports may also be required

Injury and illness recordkeeping (1904)*

Who’s covered:	Employers with 11 or more employees (except listed low-hazard industries)
When:	Annually, post 300A summary from February 1 through April 30 Retain recordkeeping forms for five years following the covered year
What records:	OSHA forms 300, 301, 300A, and privacy list (if one exists)

Reporting fatality, hospitalization, amputation and loss of eye incidents (1904.39)

Who’s covered:	Employers covered by the OSH Act of 1970
When:	Within eight hours of an employee death from a work-related incident. Within 24 hours of an in-patient hospitalization of one or more employees, amputation, or loss of eye from a work-related incident
What records:	Report the following information to OSHA: Establishment name Location of incident Nature of injury and number of persons Contact person Telephone number Brief description of the incident

Electronic submission of injury and illness records to OSHA (1904.41)*

Who’s covered:	Based on a July 21, 2023, final rule, effective January 1, 2024, four categories of employers are covered: Establishments with 250 or more employees, and those establishments are required to maintain a 300 Log. Establishments with 20 - 249 employees in certain designated industries listed in Appendix A to Subpart E of 29 CFR 1904. Establishments with 100 or more employees in certain designated industries listed in Appendix B to Subpart E of 29 CFR 1904. Any other establishments notified by OSHA by mail to submit data as directed as part of an individual data collection.
When:	Establishments that are required to routinely submit will have to submit to OSHA or the OSHA designee all of the required information by March 2 of the year after the calendar year covered by the form or forms (for example, by March 2, 2024, for the forms covering 2023). Other establishments that receive a notice from OSHA by mail will be required to submit data as directed. Visit https://www.osha.gov/injuryreporting/, OSHA’s Injury Tracking Application (ITA) webpage. As explained there, new login procedures (using Login.gov) took effect in October 2022.
What records:	Based on a July 21, 2023, final rule, effective January 1, 2024: Data from the 300A Annual Summary is required to be submitted by: Establishments with 250 or more employees, and those establishments are required to maintain a 300 Log (or equivalent), and Establishments with 20 to 249 employees whose North American Industry Classification System (NAICS) codes are listed in Appendix A to Subpart E of 29 CFR 1904. Data from the 300 Log, 301 Incident Report Forms, and the 300A Annual Summary are required to be submitted by establishments with 100 or more employees whose NAICS codes are listed in Appendix B to Subpart E of 29 CFR 1904. Under 29 CFR 1904.41, injury and illness data is also required to be submitted by other establishments ONLY as directed upon mailed OSHA notification for an individual data collection.

Rope descent systems - Scaffolds (1910.27)*

Who’s covered:	Employers who use rope descent systems.
When:	Before any rope descent system is used. Every 10 years, as necessary.
What records:	Before any rope descent system is used, the building owner must inform the employer, in writing, that the building owner has identified, tested, certified, and maintained each anchorage so it is capable of supporting at least 5,000 pounds (268 kg), in any direction, for each employee attached. The information must be based on an annual inspection by a qualified person and certification of each anchorage by a qualified person, as necessary, and at least every 10 years. Editor’s Note: OSHA gave employers and building owners until Nov. 20, 2017, to comply with requirements for inspecting, testing, and certifying Rope Descent System (RDS) anchorages before any worker uses an RDS (§1910.27(b)(1)). However, due to a limited availability of qualified persons to inspect, test, and certify anchorages for RDS use, OSHA is providing employers and building owners additional time to comply with paragraph (b)(1), provided that employers and building owners can demonstrate and document they are exercising due diligence to come into compliance with the standard’s requirements. Where building owners and employers have sufficiently demonstrated and documented such efforts, OSHA will exercise, on a case-by-case basis, enforcement discretion to not issue citations under §1910.27(b)(1). See the November 20, 2017, OSHA enforcement memo, “Enforcement Guidance for General Industry Rope Descent System (RDS) Anchorage Requirements,” and the January 25, 2019, letter of interpretation titled “RDS Anchorage Testing Certification,” for details.

Emergency action plans (1910.38)

Who’s covered:

Employers required by a specific OSHA standard to have an emergency action plan

When:

Time frame is not specified

What records:

Emergency action plan must contain, at minimum:
- fire and emergency reporting protocol
- evacuation procedures
- protocol for employees who must remain to operate critical plant equipment
- method to account for employees after evacuation
- rescue and first aid responsibilities for those assigned these duties
- names or job titles of individuals to contact for more information about the plan

Written plan is required for employers with 11 or more employees
Verbal plan is allowed for employers with 10 or fewer employees

Fire prevention plans (1910.39)

Who’s covered:

Employers required by a specific OSHA standard to have a fire prevention plan

When:

Time frame is not specified

What records:

Fire prevention plan must include:
- list of workplace fire hazards
- procedures to handle and store hazardous materials
- potential ignition sources and appropriate fire protection
- procedures to control accumulations of flammable and combustible wastes
- procedures for maintenance of safeguards installed on heat-producing equipment
- names and job titles of individuals who control fuel source hazards

Written plan is required for employers with 11 or more employees
Verbal plan is allowed for employers with 10 or fewer employees

Compliance Point

If you determine that an emergency action plan or fire prevention plan is required for your warehouse, there’s a loophole you need to know about. According to OSHA, the emergency action plan and the fire prevention plan must be in writing; however, an employer with 10 or fewer employees may communicate the plans orally to employees. Those two plans are the only general industry plans with such an option. All other plans are required to be in writing for general industry if applicable to your company, and you have one or more workers.

Compliance Point

If you determine that an emergency action plan or fire prevention plan is required for your retail establishment, there’s a loophole you need to know about. According to OSHA, the emergency action plan and the fire prevention plan must be in writing; however, an employer with 10 or fewer employees may communicate the plans orally to employees. Those two plans are the only general industry plans with such an option. All other plans are required to be in writing for general industry if applicable to your company, and you have one or more workers.

Powered platforms (1910.66)

Who’s covered:	Employers that use and/or maintain powered platforms
When:	Maintenance inspection and test every 30 days
What records:	Certification record has to include: Date of the inspection and test Signature of the inspector/tester Identifier of the inspected platform

Occupational noise exposure (1910.95)*

Who’s covered:

Employers with employees exposed to noise that equals or exceeds an 8-hour time-weighted average of 85 dBA

When:

Monitor noise initially and when workplace situation changes
Audiometric test within six months of employee exposure and annually thereafter

What records:

Retain noise exposure measurement records for two years

Retain audiometric test records for the duration of employment which include:
- name and job classification
- date of audiogram
- examiner’s name
- date of last acoustic or exhaustive calibration of the audiometer
- employee’s most recent noise exposure assessment

Retain measurement records of background sound pressure levels in audiometric test rooms for duration of employment

Hydrogen (1910.103)

Who’s covered:	Employers with liquefied hydrogen systems
When:	Installation of equipment
What records:	Maintain legible instructions at the operating location of installations requiring the user to operate equipment

Process safety management of highly hazardous chemicals (1910.119)

Who’s covered:	Employers with processes involving certain chemicals, flammable liquids or gases, or hydrocarbon fuels
When:	Time frame is not specified
What records:	Written process safety information (chemical hazards, process technology, process equipment) Written process hazard analysis Written operating procedures Document employee training

Hazardous waste operations and emergency response (1910.120)

Who’s covered:	Employers whose operations involve employee exposure to hazardous substances
When:	Time frame is not specified
What records:	Written safety and health program and site-specific safety and health plan for employees involved in hazardous waste operations that includes methods to: Identify, evaluate, and control safety and health hazards Provides for emergency response for hazardous waste operations

Personal protective equipment (1910.132)

Who’s covered:	Employers with employees who have to use personal protective equipment
When:	Employees must demonstrate an understanding of proper equipment selection and use prior to assignment
What records:	Hazard assessment written certification includes: statement identifying the document as a certification of the assessment name of person certifying that the assessment has been performed date of the assessment

Respiratory protection (1910.134)

Who’s covered:	Employers with operations exposing employees to air contaminants: Which cannot be controlled by engineering methods, or For which respiratory protective equipment is used in conjunction with engineering controls
When:	No time frame specified
What records:	Retain written documentation regarding: Medical evaluations Fit tests Respirator program

Permit-required confined spaces (1910.146)*

Who’s covered:

Employers whose operations require employee entry into permit-required confined spaces

When:

Retain cancelled entry permits for at least one year to allow program evaluation

What records:

The entry permit at §1910.146(f) lists the elements required

Training certification must include:
- each employee’s name
- signature or initials of the trainers,
- dates of training

Lockout/tagout (1910.147)*

Who’s covered:

Employers whose employees service and maintain machines and equipment in which the unexpected energization or start up, or the release of stored energy, could cause injury

When:

Varies - Annual certification of periodic inspections; other timeframes not specified

What records:

Document procedures to control potentially hazardous energy, including:
- statement of intent
- steps to shut down and isolate
- blocking and securing machines and equipment
- steps to ensure lockout/ tagout
- steps to test lockout/tagout

Documentation to verify employee training in lockout/tagout procedures

Certification that annual periodic inspections of the energy control procedures have been performed, including:
- the machine or equipment on which the energy control procedure was being utilized
- the date of the inspection
- the employees included in the inspection
- the person performing the inspection.

Fire brigades (1910.156)

Who’s covered:	Employers who have established formal fire brigades
When:	No time frame specified
What records:	Maintain a written statement or policy which establishes the: Existence of a fire brigade Basic organizational structure Type, amount, and frequency of training to be provided to fire brigade members Expected number of members in the fire brigade Functions that the fire brigade is to perform at the workplace

Portable fire extinguishers (1910.157)*

Who’s covered:	Employers who use portable fire extinguishers as part of their fire protection plan
When:	Perform visual inspections monthly Perform maintenance inspections annually
What records:	Record and retain the annual maintenance date for one year after the last entry or the life of the shell, whichever is less

Automatic sprinkler systems (1910.159)*

Who’s covered:	Employers who must install automatic sprinkler systems to meet a particular OSHA standard
When:	Perform a main drain flow test on each system annually Open the inspector’s test valve at least every two years
What records:	Record dates of acceptance tests Maintain records of hydrostatically designed systems

Fixed extinguishing systems (1910.160)*

Who’s covered:

Employers who must install fixed extinguishing systems to meet a particular OSHA standard

When:

Annual inspection of fixed systems
Weigh factory charged nonrefillable containers least semi-annually
Annual training review for employees who maintain the system

What records:

Record inspection and maintenance dates:
- on the factory charged nonrefillable container
- on a tag attached to the container, or
- in a central location

Maintain a record of the last semi-annual check:
- until the container is checked again, or
- for the life of the container

Powered industrial trucks - Operator training (1910.178(l))

Who’s covered:	Employers with employees who operate powered industrial trucks
When:	Initially on employment At least once every three years thereafter
What records:	Certify that each forklift operator has been trained and evaluated, including: Name of operator Date of training Date of evaluation Name of the person(s) doing the training or evaluation

Overhead and gantry cranes (1910.179)

Who’s covered:

Employers with overhead and gantry cranes, including semi-gantry, cantilever gantry, wall cranes, storage bridge cranes, and others with the same functional characteristics

When:

As specified below

What records:

Inspect all new and altered cranes prior to initial use

Maintain the following records for cranes in regular service:
- inspection-frequent - hooks: certification record
- inspection-frequent - hoists: certification record
- inspection-periodic - hooks and hoists: certification record
- testing: rated load test report
- maintenance: out-of-order posting
- rope inspection: certification record

Crawler locomotive and truck cranes (1910.180)

Who’s covered:

Employers with crawler cranes, locomotive cranes, wheel mounted cranes, and others with the same fundamental characteristics

When:

As specified below

What records:

Maintain inspection certification of cranes that have been idle for one to six months, six months or longer, and standby cranes inspected at least semi-annually

Keep the following certification records readily available:
- testing - rated load rate tests: repair reports
- rope inspection - running ropes: certification record
- rope inspection - other ropes: certification record

Derricks (1910.181)

Who’s covered:	Employers who have derricks
When:	At least once a month
What records:	Keep a certification record for running ropes For ropes that have been idle for one month or more, inspect the ropes before use and keep a certification record

Slings (1910.184)

Who’s covered:	Employers using slings in conjunction with other material handling equipment for the moving material by hoisting
When:	Inspect all fastenings and attachments: Each day before use During use when conditions warrant
What records:	Alloy steel chain sling: inspection record Proof-testing: certification record Wire rope slings end attachments: certification record Metal mesh slings: repairs and maintenance record

Mechanical power presses (1910.217)

Who’s covered:

Employers with mechanical power presses

When:

As specified below

What records:

Safeguarding point of operation:
- visually inspect pull-out devices at the start of each shift
- perform maintenance and repairs before the press is operated
- keep inspection and maintenance records

Inspect and test each press at least weekly and keep certification records

Presence Sensing Device Initiation (PSDI):
- brake monitoring, installation certification
- safeguarding of point of operation - alternate safeguard: certification
- test rod instructions must be posted
- safety system certification/validation records
- operator training certification records

Within 30 days of an injury, submit an injury report to OSHA

Forging machines (1910.218)

Who’s covered:	Employers with forging machines
When:	No time frame specified
What records:	Keep certification of periodic and regular maintenance and inspections

Welding, cutting and brazing (1910.252)

Who’s covered:	Employers who perform welding operations
When:	No time frame specified
What records:	Fire protection - before cutting or welding is permitted, the area must be inspected and authorization to proceed must be granted, preferably in the form of a written permit

Oxygen-fuel gas welding and cutting (1910.253)

Who’s covered:	Employers who perform welding operations using oxygen-fuel gas
When:	No time frame specified
What records:	Make operating rules and instructions available to workers Promptly report to supplier when there are problems with cylinder and container valves Post operation instructions for acetylene generators

Resistance welding (1910.255)

Who’s covered:	Employers who perform resistance welding
When:	No time frame specified
What records:	Periodic equipment inspections by a qualified maintenance person Keep a certification record

Logging operations (1910.266)

Who’s covered:	All logging operations as defined 1910.266
When:	No time frame specified
What records:	Keep each employee’s first aid and CPR training and/or certificate of training current Keep certification that all training required in the standard has been completed Retain the most recent training record

Telecommunications (1910.268)*

Who’s covered:

Telecommunications centers and telecommunications field centers located outdoors or in building spaces used for such field installations

When:

As specified below

What records:

Inspection of derrick trucks and associated equipment by a competent person at intervals set by the manufacturer but in no case less than once per year

Maintain records including:
- dates of inspections
- necessary repairs made, if corrective action was required

Test and mark insulating gloves, blankets, and other rubber insulating equipment to indicate compliance with the retest schedule and next test date in the following intervals:
- new natural rubber equipment - tested and marked every 12 months
- new synthetic rubber equipment - tested and marked every 18 months
- re-issued natural rubber equipment - tested and marked every 9 months
- re-issued synthetic rubber equipment - tested and marked every 15 months

Electric power generation, transmission, and distribution (1910.269)*

Who’s covered:

Employers of generation, transmission, and distribution installations of electric utilities and equivalent installations of industrial establishments, and line-clearance tree-trimming operations

When:

Procedure inspected at least annually

What records:

Certify procedures for control of potentially hazardous energy (lockout/tagout) including:

Identity of machine or equipment on which energy control procedure was used

Inspection date

Employees participating in inspection

Person performing inspection

Commercial diving operations (1910.440)

Who’s covered:

Employers involved in commercial diving operations

When:

As specified below

What records:

Record any diving-related injury or illness which requires any dive team member to be hospitalized for 24 hours or more

Specify the circumstances of the incident and the extent of any injuries or illnesses

Asbestos (1910.1001)

Who’s covered:

Employers with employees exposed to airborne asbestos in excess of 0.1 fiber per cubic centimeter of air over an 8 hour time-weighted average

When:

When asbestos exposure exceeds exposure limits

What records:

Maintain records of:

Asbestos measurement

Type of operation

Sampling and analytical records

Applicable personal protective equipment

Training for one year beyond an employee’s last day of employment

Access to employee exposure and medical records (1910.1020)

Who’s covered:

Employers whose employees experience occupational exposure to toxic substances or harmful physical agents

When:

As specified below

What records:

Maintain medical records related to occupational exposure for each employee for the duration of employment plus 30 years

Maintain exposure records for a duration of at least 30 years

Assure preservation and access to occupationally-related medical records and exposure records by the employee or designated representative

Beryllium (1910.1024)

Who’s covered:	Employers with employees having occupational exposure to beryllium in all forms, compounds, and mixtures in general industry, except (1) articles, as defined in the Hazard Communication Standard, that contain beryllium and that the employer does not process, (2) materials containing less than 0.1% beryllium by weight where the employer has objective data demonstrating that employee exposure to beryllium will remain below the action level as an 8-hour TWA under any foreseeable conditions.
When:	When employees are exposed to beryllium at concentrations specified in the standard, e.g., action level of airborne beryllium of 0.1 micrograms per cubic meter of air (μg/m³) calculated as an 8-hour time-weighted average (TWA); permissible exposure limit airborne concentration in excess of 0.2 μg/m³ calculated as an 8-hour TWA; short-term exposure limit (STEL) of beryllium in excess of 2.0 μg/m³ as determined over a sampling period of 15 minutes.
What records:	Maintain records of: Exposure control plan* Air monitoring data* Training Medical surveillance* Medical examinations and consultations* Medical removal* Respiratory protection documentation* *Review 1910.1020, Access to Employee Exposure and Medical Records, and 1910.134, Respiratory Protection, for specific data

Lead (1910.1025)

Who’s covered:	Employers with employees having occupational exposures to lead
When:	When employees are exposed to lead at concentrations specified in the standard.
What records:	Maintain records of: Exposure monitoring* Medical surveillance* Medical examinations and consultations* Medical removal*

Chromium (VI) (1910.1026)

Who’s covered:

Employers with employees exposed or potentially exposed to hexavalent chromium in all forms and compounds in excess of 5 µg/m³, except:

Exposures regulated by the EPA or another federal government agency,

Exposures to portland cement, and

Operations where data shows that chromium cannot be released.

When:

Maintain all air monitoring at least 30 years

Maintain historical monitoring data at least 30 years

Maintain record of all objective data at least 30 years

Maintain medical surveillance for each employee for the duration of employment plus 30 years

Maintain respirator fit test records until the next fit test is administered

What records:

Review 1910.1020, Access to Employee Exposure and Medical Records, and 1910.134, Respiratory Protection, for specific data

Benzene (1910.1028)

Who’s covered:

Employers with employees exposed to airborne concentrations of benzene in excess of 1 ppm over an 8-hour time weighted average

When:

When employee exposure exceeds exposure limits

What records:

Keep benzene exposure measurements for at least 30 years

Keep medical surveillance records for the duration of employment plus 30 years

Bloodborne pathogens (1910.1030)

Who’s covered:

Employers whose operations involve occupational exposure to blood or other potentially infectious materials

When:

Keep training records for three years

Keep medical records for the duration of employment plus 30 years

What records:

Written exposure control plan

Employee:
- training records
- medical records

1,3-Butadiene (1910.1051)

Who’s covered:

Employers with employees who have occupational exposure to 1,3-Butadiene

When:

Maintain objective data records for the duration of the employer’s reliance upon such objective data

Maintain exposure measurement records for at least 30 years

Maintain medical screening and surveillance records for the duration of employment plus 30 years

What records:

Review 1910.1020, Access to Employee Exposure and Medical Records, for specific details. Also, see 1910.134 for requirements related to respirator fit testing records.

Methylene chloride (1910.1052)

Who’s covered:	Employers with employees potentially exposed to methylene chloride
When:	Maintain objective data records for as long as the employer relies on the information Keep employee exposure measurement records for at least 30 years Maintain medical surveillance records for the duration of each affected employee’s employment plus 30 years
What records:	Review §1910.1020, Access to Employee Exposure and Medical Records, for specific details

Respirable Crystalline Silica (1910.1053)

Who’s covered:

Employers with workers exposed to respirable crystalline silica at either the action level or PEL. The action level is 25 μg/m³ (micrograms of silica per cubic meter of air), averaged over an 8-hour day. The PEL is 50 μg/m³, averaged over an 8-hour day. Exact recordkeeping responsibilities depend on the exposure, duration of exposure and other factors. Most apply to exposures above the PEL.

When:

Maintain all air monitoring at least 30 years

Maintain historical monitoring data at least 30 years

Maintain record of all objective data at least 30 years

Maintain medical surveillance for each employee for the duration of employment plus 30 years

Maintain respirator fit test records until the next fit test is administered

What records:

Review 1910.1020, Access to Employee Exposure and Medical Records, and 1910.134, Respiratory Protection, for specific data

Hazard communication (1910.1200)

Who’s covered:	Employers who stock, use, manufacture, or import hazardous chemicals
When:	No time frame specified
What records:	Maintain a written hazard communication program that documents all hazard communication efforts in a given worksite, including: Hazard evaluation procedures Chemical inventory Labeling procedures MSDS/SDS system Training outline

Occupational exposure to hazardous chemicals in the laboratory (1910.1450)

Who’s covered:	Laboratory operators whose facilities involve the use of hazardous chemicals, or chemicals which cause health problems in exposed employees
When:	Medical records must be kept for the duration of employment plus 30 years Exposure records must be kept for at least 30 years
What records:	Employee exposure monitoring Written chemical hygiene plan Medical consultations and examinations

['Electrical Safety', 'Lockout/Tagout', 'Hazardous Materials Safety - OSHA', 'Welding and Cutting', 'HAZWOPER', 'Materials Handling and Storage', 'Fall Protection', 'Wheel and Rim Servicing', 'Machine Guarding', 'Industrial Hygiene', 'Specialized Industries', 'Safety and Health Programs and Training', 'Fire Protection and Prevention', 'Bloodborne Pathogens', 'Forklifts and Powered Trucks', 'Walking Working Surfaces', 'Cranes, Lifts, and Scaffolding', 'Tool Safety', 'Personal Protective Equipment', 'Toxic and Hazardous Substances - OSHA']

['Mobile Cranes', 'Toxic and Hazardous Substances - OSHA', 'Arsenic', 'Logging Operations', 'Aerial Lifts', 'Ventilation', 'Telecommunication Utilities', 'Safety and Health Programs and Training', 'Electric Power Utilities', 'Walking Working Surfaces', 'Materials Handling and Storage', 'Lockout/Tagout', 'Personal Protective Equipment', 'Bloodborne Pathogens Prevention and Control', 'Welding and Cutting', 'HAZWOPER', 'Machine Guarding', 'Overhead Cranes', 'Crystalline Silica', 'Wheel and Rim Servicing', 'Dipping and Coating', 'Derricks', 'Sawmills', 'Fire Protection and Prevention', 'Tool Safety', 'Fall Protection', 'Bakery Equipment', 'Process Safety Management', 'Housekeeping', 'Underwater Diving', 'Explosives and Blasting', 'Respiratory Protection', 'Fire Extinguishers', 'Falling Object Protection', 'Coke Oven Emissions', 'Powered Platforms', 'Pulp and Paper Mills', 'Flammable Liquids', 'Forklifts and Powered Trucks', 'Hydrogen', 'Compressed Gases', 'Beryllium', 'Electrical Safety', 'Bloodborne Pathogens', 'Radiation', 'Acrylonitrile', 'Ladders', 'Asbestos', 'Grain Handling']

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