As OSHA regulations evolve and workplace safety expectations grow, businesses in construction supply, warehousing, and distribution must stay ahead of the curve—not just by following safety procedures, but by documenting them accurately and consistently.
In 2025, OSHA is placing more emphasis on digital accessibility, real-time updates, and proactive compliance tracking. Here are the top 10 recordkeeping and documentation requirements you need to meet to stay compliant and audit-ready.
✅ 1. Maintain OSHA Form 300, 300A, and 301 Logs
If you have more than 10 employees (and are not classified as low-risk), you’re required to maintain:
Form 300: Log of work-related injuries and illnesses
Form 301: Incident report for each injury/illness
Form 300A: Summary of the year’s incidents (posted annually)
2025 update: Many employers must now submit these forms electronically to OSHA through the Injury Tracking Application (ITA).
✅ 2. Track Safety Training and Certifications by Employee
You must document that every employee has received proper safety training related to their role. This includes:
Forklift operation certification
PPE usage training
Fall protection, hazard communication, or lockout/tagout training
Confined space or machine guarding (if applicable)
Best practice: Use a system that tracks completion dates and sends alerts for recertification.
✅ 3. Document Near Misses and Corrective Actions
While not legally required, documenting near misses is strongly encouraged by OSHA—and is key for reducing future incidents.
Log what happened, where, and when
Capture who was involved and what was observed
Record what corrective actions were taken
This is a sign of a proactive safety culture and can reduce liability if an incident occurs later.
✅ 4. Maintain Equipment Inspection and Maintenance Logs
You must show that forklifts, ladders, hoists, and other equipment are inspected regularly and maintained per OSHA and manufacturer guidelines.
Daily checklists for forklifts and powered equipment
Monthly or quarterly inspections for tools, racking systems, and PPE
Repair logs and service documentation
2025 tip: Mobile apps or ERP-integrated checklists can simplify this process.
✅ 5. Keep Written Hazard Communication Program (HazCom) and SDS Access
Every workplace using hazardous materials must maintain:
A written HazCom plan
Updated Safety Data Sheets (SDS) for every chemical or hazardous material
Training records showing employees were trained on SDS and labeling
Note: SDS must be easily accessible—either in print or electronically—with backup availability.
✅ 6. Log PPE Issuance and Fit Testing Records
Document what personal protective equipment (PPE) has been issued to which employees, along with:
Fit test results for respirators
Verification of training on use and care
Replacement tracking for damaged or expired PPE
This protects both your workers and your business from liability.
✅ 7. Incident Investigation Reports
Any reportable injury, illness, or dangerous event should be followed up with a documented investigation. Reports should include:
Timeline of the incident
Root cause analysis
Witness statements
Action steps to prevent recurrence
These documents should be kept for at least five years.
✅ 8. Emergency Action Plans and Drill Records
You’re required to have a written Emergency Action Plan (EAP) and conduct periodic drills for:
Fire evacuation
Chemical spills
Weather emergencies
Medical response
2025 expectation: Keep records showing when drills were conducted, who participated, and any corrective actions taken.
✅ 9. Contractor and Visitor Safety Documentation
If outside contractors or drivers enter your warehouse or yard, you must document that they’ve been briefed on relevant safety protocols.
Sign-in logs with safety acknowledgment
Contractor safety checklists or orientation records
Proof of insurance and compliance certifications
This protects your team and ensures you’re meeting OSHA’s host employer responsibilities.
✅ 10. Retention and Accessibility Standards
OSHA requires you to retain most safety records for at least 5 years. In 2025, accessibility is also key:
Digital records must be backed up and searchable
Paper records must be organized and accessible within 4 hours for inspection
Employee access must be granted for their own records or safety reports
Pro tip: Use cloud-based or ERP-integrated safety tracking tools to stay organized and ready for audits at any time.
Final Thought
In 2025, OSHA compliance is about more than just “doing the right thing”—it’s about proving it, with clear, consistent, and accessible documentation. By building good recordkeeping into your everyday operations, you’ll create a safer workplace and avoid costly violations or reputational damage.
