OSH regulations explained. Get clear guidance on workplace safety rules, from hazard identification to reporting, to protect your team and avoid penalties.

Understanding OSHA Workplace Safety Standards and Compliance Requirements

Maintain your Log of Work-Related Injuries and Illnesses (Form 300) and the corresponding Summary (Form 300A) if you have more than 10 employees. The summary must be posted in a conspicuous place from February 1 to April 30 of the year following the one covered by the records. Failure to produce these documents during an inspection often results in an immediate citation.

Fall protection systems are mandatory for any walking-working surface with an unprotected edge that is 4 feet or more above a lower level in general industry. For construction, this threshold is 6 feet. Acceptable systems include guardrails, safety nets, or personal fall arrest systems. Merely warning employees is insufficient and does not meet the legal standard.

A written Hazard Communication Program is required for any workplace with hazardous chemicals. This program must detail how you will meet the requirements for container labeling, safety data sheets (SDSs), and employee training. A common compliance failure is having SDSs on file but not making them readily accessible to employees during their work shifts.

OSHA Regulations

Align your Hazard Communication Program with the framework in 29 CFR 1910.1200. This mandate requires a written plan, accessible Safety Data Sheets (SDS) for every hazardous chemical, and specific training for all exposed workers. Container labels must feature these six elements:

Product Identifier
Signal Word (e.g., "Danger" or "Warning")
Hazard Statement(s)
Precautionary Statement(s)
Supplier Identification
Pictogram(s) depicting the chemical's hazards

For machinery servicing, implement a documented energy control program following the statute 29 CFR 1910.147 (Lockout/Tagout). The sequence for isolating energy sources is precise:

Prepare for shutdown by identifying all energy sources.
Shut down the machine using its established procedure.
Isolate the equipment from its energy sources.
Apply the lockout or tagout device to the energy-isolating mechanism.
Dissipate or restrain any stored or residual energy.
Verify the isolation of the machine before beginning work.

Maintain precise workplace injury and illness records. Use Form 300 for the log, Form 301 for incident reports, and Form 300A for the summary. The annual summary (300A) must be posted in a common area from February 1 through April 30. All records must be kept for five years. Failure to comply with these recordkeeping directives results in per-instance citations.

Identifying Your Core Obligations: A First-Step Checklist for Employers

Determine which specific workplace safety mandates apply to your operations. Federal requirements establish a baseline, but your state may operate its own safety program with more stringent statutes. Your industry classification, such as construction, maritime, or general industry, dictates which set of codes is pertinent.

Display the Job Safety and Health poster. This notice must be placed in a conspicuous location where workers can see it. It informs them of their rights and your responsibilities under the prevailing safety and health directives.

Maintain detailed injury and illness records. Use Form 300 to log work-related injuries and illnesses, Form 300A for the annual summary, and Form 301 for the incident report. The summary form must be posted from February 1 to April 30 of the following year. Report any worker fatality to the authorities within 8 hours and any in-patient hospitalization, amputation, or loss of an eye within 24 hours.

Implement a Hazard Communication Program. Your written program must detail how you will meet chemical labeling requirements, maintain a library of Safety Data Sheets (SDS) for every hazardous chemical, and train personnel. All labels and SDS must align with the Globally Harmonized System (GHS) pictograms and formats.

Provide and document worker training. Instruction on specific workplace hazards, such as lockout/tagout procedures or confined space entry, is mandatory. All training must be conducted in a language and with vocabulary that employees can understand. Keep records of all training sessions, including dates, content, and attendee lists.

Furnish and pay for Personal Protective Equipment (PPE). You are obligated to provide and cover the cost of necessary protective gear. This includes items like hard hats, fall arrest systems, chemical-resistant gloves, and safety glasses. You must also train employees on the proper use, maintenance, and limitations of their assigned PPE.

Maintain a workplace free of recognized serious hazards. Beyond specific written standards, you have a foundational duty to protect workers from known dangers likely to cause death or severe physical harm. This requires proactively identifying and correcting hazardous conditions, even if no specific code addresses the situation.

How to Conduct a Workplace Hazard Assessment for Compliance

Assemble a cross-functional team including frontline workers, supervisors, and maintenance personnel. Their direct experience provides specific insights into daily operational risks. This team reviews incident logs, worker compensation claims, and past audit findings from the last 24 months to identify recurring issues. The objective is to establish a baseline from historical data before the physical inspection begins.

Perform a systematic walk-through of the facility, documenting observations for each operational area. Use a checklist categorized by hazard type: physical (e.g., noise levels above 85 dBA, unguarded machinery), chemical (referencing Safety Data Sheets for exposure limits), biological (e.g., mold, pathogens in ventilation systems), and ergonomic (e.g., awkward postures, repetitive lifting). Photograph potential hazards to create a clear visual record for the final report.

Quantify the risk for each identified hazard using a risk matrix. This tool helps prioritize corrective actions by assigning a score based on the probability of an incident and the severity of its potential outcome. This method ensures that resources are allocated to the most serious dangers first. Use the following model to classify risk levels:

Severity → Likelihood ↓	Catastrophic	Major	Moderate	Minor
Very Likely	High	High	Medium	Medium
Likely	High	Medium	Medium	Low
Possible	Medium	Medium	Low	Low
Unlikely	Medium	Low	Low	Low

Apply the hierarchy of controls to mitigate identified risks, starting with the most protective methods. First, attempt elimination (physically removing the hazard) or substitution (replacing a hazardous process with a safer one). If these are not practicable, implement engineering controls (e.g., machine guards, ventilation systems). Next, use administrative controls (e.g., job rotation, safe work procedures). Personal Protective Equipment (PPE) is used only after all other control measures have been considered.

Document all findings, risk scores, and selected control measures in a formal report. This record serves as proof of due diligence and demonstrates adherence to worker protection standards. Schedule a follow-up assessment within 12 months, or immediately following any significant change in equipment, processes, or personnel. This assessment is a living document, requiring periodic updates to reflect the current state of the workplace.

A Step-by-Step Guide to Completing OSHA Forms 300, 300A, and 301

Begin the recordkeeping process with Form 301 for each individual incident. This document must be filled out within seven calendar days of receiving information about a work-related injury or illness. An equivalent document, such as a state workers' compensation report, is acceptable if it captures all required data points.

Form 301: Injury and Illness Incident Report

This form details a single event. Accurately document all information about the affected employee, the healthcare provider, and the case itself. In fields 14 through 17, provide a precise account of the employee's activity just before the incident, the specific tools or materials involved, and how the injury or illness occurred. Describe https://1xbet-casino.it.com or illness in detail, noting the specific body parts affected.

Transfer information from each completed Form 301 to this chronological log. Each case on Form 300 must have a corresponding case number (Column A) that matches its Form 301. In Column F, specify the injury or illness, the body parts involved, and the direct cause, for example, "Second-degree burn on right forearm from contact with steam pipe."

Classify the outcome in Columns G through J by selecting only the most severe result. If an incident resulted in days away from work and a job restriction, check only the box for "Days away from work." When calculating days away (Column K) or days on restriction (Column L), count calendar days, not scheduled workdays. The total count for days away and days on restriction for any single case is capped at 180 days. Finally, categorize the case as an injury or a specific type of illness in Column M.

Complete this summary after the end of the calendar year using the totals from Form 300. Add up the columns from the Form 300 Log and enter the totals in the corresponding fields on Form 300A. You will need your establishment's North American Industry Classification System (NAICS) code, the annual average number of employees, and the total hours worked by all employees during the year.

A company executive–such as an owner, a corporate officer, or the highest-ranking manager at the establishment–must certify the summary. This signature attests that the executive has examined the Form 300 and reasonably believes the summary is correct and complete. Post the certified Form 300A in a conspicuous location where notices to employees are customarily placed. It must remain posted from February 1 to April 30 of the year following the one covered by the records.