OSHA has completely revised all forms used to report occupational injuries and illnesses. The OSHA 200 - Log and Summary and the OSHA 101 - Supplemental Record have been replaced by the OSHA 300 - Log of Work-Related Injuries and Illnesses, OSHA 300A - Summary of Work-Related Injuries and Illnesses and OSHA 301 - Illness Incident Report. Hard copy forms are available at. An electronic version of the form can be found at https://www.osha.gov/recordkeeping/RKforms.html.
To complete the OSHA 300 Log, you must enter information about the business at the top of the form. Then, you must enter a one- or two-line description for each recordable injury or illness and summarize this information on the OSHA 300A at the end of the year. The OSHA 301 Incident Report, or an equivalent form, must be completed for each recordable injury or illness entered on the OSHA 300 Log.
Recordable injuries and illnesses must be entered on the OSHA 300 Log and the 301 Incident Report or equivalent form within seven calendar days of receiving information that an injury or illness has occurred. An equivalent form is one that has the same information, is as readable and understandable, and is completed using the same instructions as the OSHA form it replaces. If a computer can produce equivalent forms when they are needed, you may keep records on the computer system.
There may be situations in which the employee’s name is not on the OSHA 300 Log. These are “privacy concern cases,” and you are obligated to protect the privacy of the injured or ill employee when another employee, former employee, or an authorized employee representative is provided access to the OSHA Log. Employers must keep a separate, confidential list of the case numbers and employee names for the privacy concern cases so they can be updated and provided to government officials as needed.
29 C.F.R §1904.33(a) provides that you must save the OSHA 300 Log, the privacy case list (if one exists), the annual summary, and the OSHA 301 Incident Report forms for five (5) years following the end of the calendar year that these records cover. During the storage period, you must update your stored OSHA 300 Logs to include newly discovered recordable injuries or illnesses and to show any changes that have occurred in the classification of previously recorded injuries and illnesses. 29 C.F.R. § 1904.33(b)(1). If the description or outcome of a case changes, you must remove or line out the original entry and enter the new information. The annual summary is not required to be updated, nor is the OSHA 301 Incident Report. 29 C.F.R. § 1904.33(b)(3).