Keeping your workplace safe doesn’t stop at training and PPE—it includes accurate, consistent, and accessible recordkeeping. OSHA requires documentation that proves you’re following regulations, training employees, and taking steps to prevent accidents. Missing paperwork—or storing it the wrong way—can lead to serious fines, failed audits, or worse.
Here’s your go-to checklist for OSHA-compliant safety documentation.
🗂️ General Recordkeeping Requirements
Maintain OSHA Form 300: Log of work-related injuries and illnesses
Maintain OSHA Form 301: Detailed injury/illness incident report
Maintain OSHA Form 300A: Annual summary (must be posted Feb–Apr)
Retain all OSHA forms for at least 5 years
Submit forms electronically if required (based on company size and industry)
👷 Employee Safety Training Records
Document initial and refresher training sessions by role (forklift, PPE, etc.)
Track who was trained, on what topic, and by whom
Record training completion dates and expiration (e.g., forklift certifications)
Store digital or signed copies of all training attendance logs
Maintain copies of safety manuals or handbooks issued to employees
🔧 Equipment and Safety Inspections
Keep daily or shift-based forklift inspection checklists
Maintain records of equipment maintenance and service logs
Log ladder, hoist, and racking inspections (monthly or as required)
Document PPE issuance and inspections (gloves, goggles, respirators, etc.)
Record any deficiencies found and actions taken to correct them
🧯 Hazard Communication (HazCom) Documentation
Keep an updated inventory of all hazardous materials on-site
Store and label Safety Data Sheets (SDS) for each chemical (digital or physical)
Maintain records of HazCom training for all affected employees
Document how SDS and chemical labels are made available to staff
🚨 Incident Reports and Near Miss Logs
Create written reports for all injuries, illnesses, or safety incidents
Document near misses—even if no one was hurt
Record date/time, individuals involved, what happened, and root cause
Track follow-up actions taken to prevent recurrence
Store incident logs in a central, searchable system
🧪 Medical and Exposure Records (If Applicable)
Maintain records of any medical evaluations (e.g., for respirator use)
Document exposure monitoring results (e.g., dust, noise, chemical exposure)
Retain medical/exposure records for 30 years (per OSHA)
🔁 Emergency Preparedness and Drills
Document emergency response plan reviews and updates
Record dates and participation in fire, spill, or evacuation drills
Track inspections of first aid kits, fire extinguishers, eyewash stations
Maintain training logs for emergency response roles
👥 Contractor and Visitor Safety Records
Keep logs of all contractors and visitors entering your site
Require signed safety acknowledgment or orientation forms
Record contractor insurance and safety certifications
📦 Documentation Storage and Access
Store all safety records in a centralized, accessible location
Back up digital records (cloud or secure server)
Set user permissions for sensitive medical or HR-related safety data
Ensure documents are accessible within 4 hours for OSHA inspections
Regularly review and update recordkeeping policies
Final Tip: Audit Yourself Before OSHA Does
Set a recurring calendar reminder (monthly or quarterly) to review your records using this checklist. Proactive documentation not only protects your business—it creates a culture of safety that your team and your customers can trust.
