When OSHA auditors arrive on-site, your records are often their first stop. Documentation tells the story of how seriously your company takes workplace safety—and whether you’re meeting federal compliance standards. Incomplete, outdated, or disorganized records can raise red flags, even if your safety practices are strong in the field.
To be fully prepared, here’s what OSHA auditors typically look for during a compliance check, and how you can ensure your recordkeeping passes the test.
OSHA 300A: Annual summary posted each year from Feb 1 to Apr 30
Accuracy, timely entries, consistency between logs and internal reports, and proper classification of incidents (e.g., days away, restricted duty).
Ensure these logs are updated within seven days of a recordable incident and that your annual summary is certified and posted appropriately.
Auditors check that workers have been trained in required safety topics, which may include:
Signed attendance sheets, dates of training, names of instructors, and course content. In some cases, they’ll ask to verify training for specific employees.
Your documentation should include written safety procedures aligned with OSHA standards. These may include:
Current documents that reflect the actual practices in your workplace, not generic templates. Auditors may cross-check your written programs with on-site conditions.
If your operations involve forklifts, cranes, ladders, or other industrial equipment, you’ll need inspection and maintenance records.
Routine checks, documented repairs, and confirmation that any damaged or unsafe equipment has been removed from service.
OSHA wants to see that you’re learning from past incidents. Investigation reports should include:
Thorough analysis and evidence of follow-through. Lack of incident documentation when injuries are recorded on the OSHA 300 log is a red flag.
That these records are maintained for the required timeframes—often 30 years—and stored securely, especially when they involve personal health data.
If hazardous chemicals are present in your facility, OSHA expects a complete and up-to-date SDS library.
Easy access for employees, proper labeling on containers, and that SDSs are available in the languages spoken by your workforce if required.
If you have a policy to enforce safety rules, auditors may ask for evidence that unsafe behavior is addressed consistently.
Records showing fair enforcement of safety policies, especially following incidents or near-misses.
Internal audits, safety walkthroughs, and corrective action reports also matter.
Evidence of proactive safety management—not just compliance. They want to see that you’re catching and fixing issues before they become OSHA violations.
OSHA compliance isn’t just about passing an inspection—it’s about maintaining a safe, accountable work environment. Auditors look for documentation that tells a story of continuous safety efforts, employee engagement, and policy enforcement. By keeping your records organized, up to date, and accurate, you’ll be ready for any audit—and better prepared to protect your team.
Certified Engineers
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