Regulations  >  OSHA Recordkeeping Software

OSHA Recordkeeping and Reporting Software

OSHA Recordkeeping Software

OSHA Recordkeeping Software
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The Occupational Health and Safety Administration (OSHA) requires incidents causing death or serious injury in the workplace to be reported by filling up three forms – OSHA 300 (Log), OSHA 300a (Summary of Work-Related Injuries and Illnesses), and OSHA 301 (Injury and Illness Incident Report). This is time-consuming, and it tend to miss doing it on time in the rush to meet business goals. The forms require information that adds to the complexity. This can lead to fines and citations.

Today, environment, health, and safety management software enable the online submission of incident reports directly to OSHA, making the process more efficient. The workers can submit details about the incidents, near-misses, or lost-time events directly into the system, reducing the time lag in reporting such events.

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Advantages of OSHA Recordkeeping Software

Manual reporting is prone to errors and gets delayed due to the time and resources it takes to fill up the form, leading to citations and warnings. OSHA requires employers to post a summary of the injuries and illnesses recorded the previous year between February and April. Also, if the current and former employees or their representatives require copies of the records, they must be provided. During an inspection, OSHA 300 log will be the first document that will be required to be shown. Failure to do so can result in penalties of up to $14,502 for every year of the violation.

Employers are required to report fatalities in the workplace within 8 hours, and any amputation, loss of an eye, or hospitalization of a worker must be reported within 24 hours. This can be a challenge, and there can be delays.

Using Incident Management Software such as ComplianceQuest provides many benefits, including.

Sharing from Anywhere, Anytime

Sharing from Anywhere, Anytime

Being a cloud-based solution, the Incident Management software from CQ allows workers to record events as they unfold using any device, such as a mobile, tablet, or laptop. Details such as hazard assessments and incident investigations can also be added and shared with the managers and safety leaders instantly. This reduces the time taken to do the paperwork, submit complete reports on time, and focus more on drawing insights to improve safety management.

Real-time Access to Incident Reports

Real-time Access to Incident Reports

The CQ Incident Management Software allows the reports to be shared and accessed at any time for further analysis. Safety leaders can determine the performance of leading and lagging indicators to improve workplace safety.

Take Corrective Action

Take Corrective Action

Access to real-time incident reports enables timely corrective action to minimize and control impact. It also enables initiating investigations and ensuring that hazards are identified and corrected. Safety leaders can also view interactive dashboards to assess how many corrective actions have been taken and what is pending.

Perform Root Cause Analysis

Perform Root Cause Analysis

Prevention of similar incidents in the future is as critical as reporting an incident and correcting the hazard. The reporting software provides access to reports on incidents and generates reports to draw insights about commonly recurring problems, analyze the root cause, and prevent their future recurrence.

  • Sharing from Anywhere, Anytime

    Sharing from Anywhere, Anytime

    Being a cloud-based solution, the Incident Management software from CQ allows workers to record events as they unfold using any device, such as a mobile, tablet, or laptop. Details such as hazard assessments and incident investigations can also be added and shared with the managers and safety leaders instantly. This reduces the time taken to do the paperwork, submit complete reports on time, and focus more on drawing insights to improve safety management.

  • Real-time Access to Incident Reports

    Real-time Access to Incident Reports

    The CQ Incident Management Software allows the reports to be shared and accessed at any time for further analysis. Safety leaders can determine the performance of leading and lagging indicators to improve workplace safety.

  • Take Corrective Action

    Take Corrective Action

    Access to real-time incident reports enables timely corrective action to minimize and control impact. It also enables initiating investigations and ensuring that hazards are identified and corrected. Safety leaders can also view interactive dashboards to assess how many corrective actions have been taken and what is pending.

  • Perform Root Cause Analysis

    Perform Root Cause Analysis

    Prevention of similar incidents in the future is as critical as reporting an incident and correcting the hazard. The reporting software provides access to reports on incidents and generates reports to draw insights about commonly recurring problems, analyze the root cause, and prevent their future recurrence.

Features to Look for in the Best OSHA Injury & Illness Reporting Software

The reporting software not just enables the recording of incidents and reporting to the OSHA. It is a central repository of all the incidents and near misses and allows safety leaders to draw insights about the performance of the safety parameters in the organization. This helps with the continuous improvement of workplace safety management and compliance.

But, there are several tools in the market, and choosing the correct one is imperative to meet safety and compliance goals. Some features of the OSHA injury and illness reporting software must include:

  • Cloud-based

    The software must be cloud-based. In today’s globalized world, businesses work with global supply chains and have multiple offices and work sites. Connecting them all is imperative for the standardization and consistency of safety processes. Businesses also need to ensure that their offices and partners in different geographies comply with the local regulations and make suitable changes to the operations there in case of any revisions in the regulations. This is possible only with a cloud-based solution that provides visibility into the operations across geographies, timely response, and uniform safety management.

  • Risk-based

    The regulatory bodies across the globe are leaning towards proactive and preventive approaches to safety management more than reactive. Reactive refers to responding to an event after it has happened. Proactive is being able to anticipate problems and prevent their occurrence. This requires safety leaders to have a risk-based approach to safety management. The software must help safety leaders identify potential hazards, assess the risk, prioritize mitigation measures, and improve overall safety.

  • RCA and CAPA

    Identifying hazard patterns, capturing trends, performing root cause analysis, and taking corrective and preventive action are critical for safety leaders. This will with continuous improvement and move towards zero incidents over time. The reporting software should have a central repository of all reports, enable reporting and analysis, and present interactive dashboard views to help safety leaders draw insights and make data-driven decisions.

  • Documentation

    The key requirement of reporting software is documentation. It should be intuitive and templatized to enable even the worker on the shopfloor to fill up all the mandatory information easily. It should be accessible from anywhere and synchronize whenever network connectivity is available. It helps make the report submission process efficient.

  • Training

    The reporting software must be intuitive and easy to use. Historical records must be available for analysis and gap identification. This information can provide direction for planning training of employees in areas of safety and the function-based skills that can make them safer. This will help improve the safety culture of the organization.

  • End-to-end Safety Management

    The reporting software must also be integrated seamlessly with the rest of the EHS management software. This will enable audits and inspections to be performed automatically in the affected site to identify the root cause and the overall safety parameters’ performance and prevent future events.

  • Cloud-based

    The software must be cloud-based. In today’s globalized world, businesses work with global supply chains and have multiple offices and work sites. Connecting them all is imperative for the standardization and consistency of safety processes. Businesses also need to ensure that their offices and partners in different geographies comply with the local regulations and make suitable changes to the operations there in case of any revisions in the regulations. This is possible only with a cloud-based solution that provides visibility into the operations across geographies, timely response, and uniform safety management.

  • Risk-based

    The regulatory bodies across the globe are leaning towards proactive and preventive approaches to safety management more than reactive. Reactive refers to responding to an event after it has happened. Proactive is being able to anticipate problems and prevent their occurrence. This requires safety leaders to have a risk-based approach to safety management. The software must help safety leaders identify potential hazards, assess the risk, prioritize mitigation measures, and improve overall safety.

  • RCA and CAPA

    Identifying hazard patterns, capturing trends, performing root cause analysis, and taking corrective and preventive action are critical for safety leaders. This will with continuous improvement and move towards zero incidents over time. The reporting software should have a central repository of all reports, enable reporting and analysis, and present interactive dashboard views to help safety leaders draw insights and make data-driven decisions.

  • Documentation

    The key requirement of reporting software is documentation. It should be intuitive and templatized to enable even the worker on the shopfloor to fill up all the mandatory information easily. It should be accessible from anywhere and synchronize whenever network connectivity is available. It helps make the report submission process efficient.

  • Training

    The reporting software must be intuitive and easy to use. Historical records must be available for analysis and gap identification. This information can provide direction for planning training of employees in areas of safety and the function-based skills that can make them safer. This will help improve the safety culture of the organization.

  • End-to-end Safety Management

    The reporting software must also be integrated seamlessly with the rest of the EHS management software. This will enable audits and inspections to be performed automatically in the affected site to identify the root cause and the overall safety parameters’ performance and prevent future events.

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A Brief Explanation of OSHA Forms 300, 300a, and 301

Work-related injuries and/or illnesses that lead to death, unconsciousness, absenteeism, limited work activity or job transfer, or medical treatment beyond first aid need to be recorded and submitted using OSHA 300 form. This also applies to temporary employees injured at the company’s worksite. This OSHA 300 log must be kept for a year and updated regularly.

OSHA Form 300A is a summary of Form 300 without personal information. It must be signed, dated, confirmed, and displayed in a common area where people gather and can see it, including where they take short breaks or cafeteria. OSHA 300 Log should not be made public, only 300a.

Companies with 11 or more employees, except in low-risk industries, must maintain the OSHA 300 log and summary. Even companies with partial exemption must keep OSHA 300 records if instructed by the government. All employers must report workplace incidents resulting in death, inpatient hospitalization, loss of a limb, or an eye.

Apart from posting Form OSHA 300A summary in the workplace, employers may also be required to submit the information to OSHA electronically. Electronic submission of Form 300A data to OSHA is mandatory for companies with 250 or more employees and must keep OSHA injury and illness records. This is also expected of companies with 20-249 employees in industries with a high risk of occupational injuries and illnesses.

Form 301 is called the Injury and Illness Incident Report, used to record the details of how each injury or illness case occurred.

OSHA Recordkeeping Software
OSHA injury & illness reporting software helps businesses

How OSHA injury & illness reporting software can help businesses maintain compliance with OSHA regulations

Using OSHA injury and illness reporting software can help businesses maintain compliance with OSHA regulations by streamlining the reporting process and ensuring that all incidents are properly documented and reported. The software can provide employers with a user-friendly interface to record incidents and generate the required reports automatically.

With the help of OSHA reporting software, employers can identify trends in workplace incidents and take proactive measures to mitigate risks and improve safety in the workplace. This software can also help businesses maintain accurate records of workplace incidents, which can be critical in case of an OSHA inspection or audit.

Furthermore, OSHA injury and illness reporting software can help businesses stay up-to-date with any changes or updates to OSHA regulations, ensuring that their reporting practices remain compliant. By investing in such software, businesses can not only avoid costly fines and penalties but also demonstrate their commitment to workplace safety and the well-being of their employees.

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How can businesses prevent under-recording and underreporting workplace injuries and illnesses?

Under-recording and underreporting workplace injuries and illnesses to OSHA can include fines, legal action, and damage to a company’s reputation. It can also lead to inadequate treatment and an increased risk of long-term health problems for employees. To prevent this, businesses must prioritize safety and create a culture of transparency and communication.

  • Implement clear reporting procedures and educate employees on their rights and responsibilities when reporting injuries and illnesses.
  • Employers should also ensure that employees feel comfortable reporting incidents without fear of retaliation and that they understand the potential consequences of failing to report.
  • Regular safety training and hazard assessments can also help prevent workplace injuries and illnesses from occurring in the first place.
  • Encourage open communication between employees and management. Businesses can create a safer and more collaborative work environment by involving employees in identifying and addressing workplace hazards. This includes creating channels for employees to report concerns or hazards and regularly soliciting feedback and suggestions for improvement.
  • Businesses should prioritize the well-being of their employees by providing a safe work environment and offering competitive benefits.
Role of OSHA injury & illness reporting software

Injury and illness recording procedure

Recording workplace injuries and illnesses is a critical component of workplace safety. Accurate and thorough record-keeping not only helps employers comply with OSHA regulations but also provides valuable information that can be used to identify workplace hazards and prevent future incidents.

The injury and illness recording procedure typically involve the following steps:

  • Reporting the incident

    Employees should be encouraged to report any workplace injury or illness to their supervisor or safety manager as soon as possible. Employers should have a clear reporting process, including procedures for reporting near misses or potential hazards.

  • Collecting information

    Once an incident is reported, the supervisor or safety manager should collect as much information as possible, including the time and date, location, and contributing factors.

  • Determining recordability

    Employers must determine whether the incident meets OSHA's criteria for recordability. This includes determining whether the injury or illness was work-related, resulted in medical treatment beyond first aid, or resulted in death or days away from work.

  • Recording the incident

    If the incident is recordable, it must be documented on the OSHA 300 Log, along with any other required information, such as the employee's name and job title. The OSHA 300 Log must be updated within seven days of the incident.

  • Reviewing and updating records

    Employers must review their injury and illness records at least once a year to ensure accuracy and completeness. They must also update the records with new information, such as employment status changes or additional medical treatment.

By considering these factors, you can choose the right health and safety inspection software for your organization, allowing you to ensure compliance, speed up operations, and keep your employees safe.

Simple and Easy to use QMS software

We chose to implement CQ’s Non-Conformance Management, CAPA Management, Document Management and Related Training, Audit and Supplier Management. Works as shown. It is easy to configure, manage and use. We chose ComplianceQuest to address our ISO 9000 compliance, other regulatory requirements and Continuous Improvement needs. Our criteria was that the software should be cloud based, address the ISO 9000 requirements well, easy to implement, accessible from anywhere and also from any device. CQ has been by-far the easiest and Customer service is by far the best.

Venkatragavan Jayabalan,
Appasamy Associates

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Appasamy Associates logo

Why choose ComplianceQuest for OSHA recordkeeping software

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Automated Regulatory Submission:

ComplianceQuest’s Recordkeeping software is cloud-based and built on Salesforce. It integrates seamlessly with the EHS software, enabling safety leaders to integrate their safety workflows end-to-end. The CQ recordkeeping software automates regulatory submission and compliance. OSHA 300, 300A, or 301 incident forms can be generated electronically with just a few clicks, driving efficiency into regulatory compliance.

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Create a Culture of Safety:

It empowers employees with access to health and safety metrics by providing a user-friendly, intuitive portal wherein employees from any department and any location can report an incident, near-miss, or observation. It facilitates collaboration to implement preventive measures and allows for positive reinforcement, wherein a successful safety action is appreciated and noted for future reference.

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Incident Investigation Simplified:

The software enables assigning and managing investigations, standardizing workflow, and tracking progress, activities, and results. Safety leaders can initiate the 5 WHY root cause analysis to document numerous root causes, attach evidence, and capture decisions as needed for the investigation. They can assign Corrective & Preventative actions targeted to the causes, evaluate the risk(s) involved in changes required, and monitor results.

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Risk-based Safety Management:

Minimize the risk at the enterprise level. Using world-class advanced analytics capabilities and dashboards allows the slicing and dicing of data at various levels. Spot trends and patterns and use predictive analytics to decipher which injuries or safety hazards are likely. Mitigate risks in time using a solution designed for data visibility, traceability, and accountability of safety actions.

This helps to automate and digitally transform the health and safety workflows, with the key goal of reducing the incident rate and enabling continuous improvement. Empower employees to report incidents or near-misses as they are happening for speedy response and remediation using an easy-to-use solution with optimized analytics and data visualization tailored to your needs.

To know more about ComplianceQuest’s Incident Reporting software, request demo

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Frequently Asked Questions

  • OSHA requires companies with 10 or more full-time employees to log all work-related injuries and illnesses yearly. Called OSHA Form 300 or the OSHA Log of Injuries and Illnesses, it is a log of all reportable injuries and illnesses occurring in the workplace that contain details such as:

    • Where and when they occur

    • The nature of the case

    • The name and job title of the employee injured or ill

    • The number of days the worker was absent from work or had to work for limited hours or do light duty

  • Despite the best of efforts, work-related injuries, illnesses, and sometimes, even death is inevitable. Apart from taking prompt action, investigating the incident to identify the cause, and implementing controls to prevent a recurrence, businesses are also expected to report the incidents to OSHA in case of:

    • Death

    • Hospitalization

    • Amputation

    • Loss of an eye

    While a fatality must be reported within 8 hours, in-patient hospitalization, amputation, or eye loss must be reported within 24 hours.

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