It’s that time of year and one of those end-of-year tasks is completing your company’s OSHA 300 logs, having them signed off on by a senior company official, and preparing to post them on February 1, 2023, and leaving them displayed through April 30, 2023.
Certain employers are required to complete both OSHA Form 300 (Log of Work-Related Injuries and Illnesses) and OSHA Form 300-A (Summary of Work-Related Injuries and Illnesses). Only the latter, Form 300-A, is required to be posted in the workplace. Who is required to maintain OSHA 300 logs? Basic requirements for maintaining OSHA 300 logs can be found here. Information for companies that may be considered partially exempt can be found here.
Even though only the Summary Form 300-A is required to be posted, some employers have posted both the Form 300 and Form 300-A in the workplace. This can cause employee concerns regarding medical privacy. OSHA regulations do not require the Form 300 to be posted, but the regulation also does not prohibit an employer from posting the Form 300 along with the Form 300-A. If the employer does choose to post the full Form 300 Log, they should post the Log in an area only accessible by those granted access under the rule (i.e., employees, former employees, employee representatives, and an authorized employee representative). If the posting area is accessible by others (e.g., members of the public) the employer must remove or hide all names of the injured or ill employees as set out in Section 1904.29(b)(10). In addition, 1910.29 prohibits the employer from including the employee's name for "privacy concern" cases whenever the Form 300 Log is made available to coworkers, former employees, or employee representatives.
Often, human resources professionals argue that this information cannot be posted due to HIPAA concerns. In a letter of interpretation from OSHA dated August 2, 2004, Mr. Keith Goddard, Directorate of Evaluation and Analysis stated, “We do not believe that HIPAA provides a basis for employers to remove employees' names from the Log before providing access. Even if HIPAA is implicated by the employer's disclosure of the OSHA Log, the statute and implementing regulation expressly permit the disclosure of protected health information to the extent required by law. See 45 CFR 164.512(a). This exception for disclosures required by law applies here because the Recordkeeping rule requires that employees, former employees, and employee representatives have access to the complete Log, including employee names, except for privacy concern cases. See 29 CFR 1904.35(b)(2)(iv).” To access the complete LOI click here. Certain “privacy concern cases” are specified in 29 CFR 1904.29(b)(6) through 1904.29(b)(9).
OSHA 300 logs, privacy case lists, annual summaries, and OSHA 301 Incident Report forms must be stored for five years following the end of the calendar year that the records cover. During this period, OSHA 300 logs must be updated to include newly discovered recordable injuries or illnesses and show any changes that have occurred in the classification of previously record injuries and illnesses.
If your business changes ownership, you are responsible for recording and reporting work-related injuries and illnesses only for that period of the year during which you owned the establishment. You must transfer the part 1904 records to the new owner. The new owner must save all records of the establishment kept by the prior owner, as required by § 1904.33 of this part, but need not update or correct the records of the prior owner.
For more information contact your nearest OSHA Region office or reach out to your AssuredPartners Energy team to help stay compliant with these important safety measures.
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