How Do You Keep Records Compliant With OSHA?

If you want to be fully compliant with OSHA, and create a safer working environment at the same time, you need to have thorough, detailed recordkeeping in place. But what are the best systems and strategies to maintain records compliant with OSHA? And how do you effectively back up those systems?

Why OSHA Recordkeeping Matters

The Occupational Safety and Health Administration (OSHA) requires most construction employers to maintain detailed logs of work-related injuries and illnesses. These records help track patterns, monitor job-site conditions, and identify where corrective actions are needed, but they also serve a regulatory function.

When you’re inspected by OSHA, whether through a random check or in response to an incident, your recordkeeping practices are one of the first things they’ll examine. Inaccurate, incomplete, or missing records can result in penalties, even if your actual job-site conditions are in good shape.

Beyond compliance, good records help you protect your workforce and your reputation. They provide a paper trail of your commitment to safety and can offer critical documentation in case of disputes or claims.

Know Which Records You Need to Keep

Not every document on a construction site is part of your OSHA requirements. To stay compliant, focus on the key forms OSHA mandates, like forms that log work-related injuries and illnesses.

These forms are required for construction companies unless your business qualifies as partially exempt. However, even if you’re technically exempt, keeping detailed internal records is a good idea, especially in a high-risk industry like construction. Remember, maintaining good records isn’t just about legal compliance; it’s about maintaining a safe environment.

Make Sure Incidents Are Classified Correctly

One of the most common OSHA recordkeeping errors is misclassifying injuries and illnesses. Not every medical event needs to be logged and not every incident that seems minor is exempt from reporting. To stay compliant, OSHA mandates that you record work-related injuries or illnesses that result in death, days away from work, restricted work, medical treatment beyond first aid, loss of consciousness, or a significant injury or illness diagnosed by a healthcare professional.

Mistakes in classification can lead to underreporting, which can spell trouble during an audit. Designate someone in your organization (often the safety manager or HR lead) to review incident details and ensure proper classification.

Timeliness Matters

It’s not enough to eventually get your forms in order. OSHA requires that incidents be recorded within seven calendar days of learning about them. That means your incident reporting process must be efficient and well-understood across the organization. Delays in documentation can raise red flags, especially if they coincide with serious injuries or frequent near misses. Encourage job-site supervisors to submit incident reports quickly, and make sure those reports are reviewed and logged without unnecessary red tape.

Digitize and Back Up Your Records

In the fast-paced world of construction, paper files can easily get lost or damaged, so it’s a good idea to digitize your records. Digitizing your records offers multiple additional benefits, including easier access, faster searches, and automatic backups. Many companies use safety management software to house OSHA forms, inspection checklists, and training logs in one centralized system. This not only improves organization but also helps ensure continuity if the responsible staff member is out or leaves the company.

If you prefer to use paper records, have a process in place to scan and back up key forms regularly. Your OSHA records must be kept for at least five years, and you should be able to produce them quickly if requested during an inspection.

Don’t Forget Training and Certification Logs

While injury and illness logs are the primary focus for OSHA, other records matter too, especially in construction. Keep thorough documentation of employee safety training, equipment certification, safety equipment fit tests, and safety meetings with the team.

These records demonstrate your proactive approach to preventing incidents. During an inspection, OSHA may ask for evidence that employees were trained or certified properly before using certain equipment or working in high-risk environments.

What to Do Before an Inspection

OSHA inspections don’t always come with a prior announcement. While imminent danger situations and complaints are often prioritized, random inspections still happen, so preparing in advance is key.

Have a process for locating and presenting your OSHA forms quickly. Ensure someone on the job-site is trained in how to respond to an inspector’s questions and requests. And regularly review your records to ensure they’re complete, legible, and up to date.

Maintaining Better Safety Records

In construction, safety is the backbone of productivity and longevity, and your OSHA records are the spine holding that safety program upright. By understanding what you need to record, classifying incidents properly, and keeping thorough, well-organized documentation, you not only reduce your regulatory risk but also build a safer, more accountable work culture.