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 Incomplete, outdated, or disorganized records can raise red flags, even if your safety practices are strong in the field.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 300, 300A, and 301 Logs
Auditors will request your injury and illness logs:
OSHA 300: Log of work-related injuries and illnesses
OSHA 301: Individual incident report for each case
OSHA 300A: Annual summary posted each year from Feb 1 to Apr 30
What they look for:
Accuracy, timely entries, consistency between logs and internal reports, and proper classification of incidents (e.g., days away, restricted duty).
Tip:
Ensure these logs are updated within seven days of a recordable incident and that your annual summary is certified and posted appropriately.
- Employee Training Records
Auditors check that workers have been trained in required safety topics, which may include:
Hazard Communication (HazCom)
PPE usage and maintenance
Lockout/Tagout procedures
Fall protection
Forklift operation (if applicable)
What they look for:
Signed attendance sheets, dates of training, names of instructors, and course content. In some cases, they’ll ask to verify training for specific employees.
- Written Safety Programs and Policies
Your documentation should include written safety procedures aligned with OSHA standards. These may include:
Emergency action plans
Respiratory protection plans
Hazard assessments
PPE hazard evaluations
Confined space entry procedures (if applicable)
What they look for:
Current documents that reflect the actual practices in your workplace, not generic templates. Auditors may cross-check your written programs with on-site conditions.
- Equipment Inspection and Maintenance Logs
If your operations involve forklifts, cranes, ladders, or other industrial equipment, you’ll need inspection and maintenance records.
What they look for:
Routine checks, documented repairs, and confirmation that any damaged or unsafe equipment has been removed from service.
- Incident Investigation Reports
OSHA wants to see that you’re learning from past incidents. Investigation reports should include:
What happened
Root causes
Corrective actions taken
Employee interviews (if applicable)
What they look for:
Thorough analysis and evidence of follow-through. Lack of incident documentation when injuries are recorded on the OSHA 300 log is a red flag.
- Medical and Exposure Records
In some industries, you’re required to maintain:
Hearing test results
Respirator fit tests
Exposure monitoring (e.g., for lead, silica, or asbestos)
What they look for:
That these records are maintained for the required timeframes—often 30 years—and stored securely, especially when they involve personal health data.
- Safety Data Sheets (SDS)
If hazardous chemicals are present in your facility, OSHA expects a complete and up-to-date SDS library.
What they look for:
Easy access for employees, proper labeling on containers, and that SDSs are available in the languages spoken by your workforce if required.
- Documentation of Disciplinary Actions
If you have a policy to enforce safety rules, auditors may ask for evidence that unsafe behavior is addressed consistently.
What they look for:
Records showing fair enforcement of safety policies, especially following incidents or near-misses.
- Audit and Inspection Records
Internal audits, safety walkthroughs, and corrective action reports also matter.
What they look for:
Evidence of proactive safety management—not just compliance. They want to see that you’re catching and fixing issues before they become OSHA violations.
Final Thoughts
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.
