A clear, no-nonsense guide to OSHA’s injury and illness trio—Form 301 (the incident story), Form 300 (the running log), and Form 300A (the annual summary). We’ll spell out what goes where, who must keep it, and how to avoid the classic mistakes that trip up audits. You’ll also see how a digital, “configure once” workflow turns paper snapshots into a live system—streamlining submissions, protecting privacy, and converting recordkeeping from paperwork to real safety insight.
Recordkeeping is not just a paperwork; it’s your early-warning system. Under the OSHA Act, many employers must prepare and maintain records of work-related injuries and illnesses. These records help you spot patterns, target hazards, and strengthen your safety program—while demonstrating regulatory due diligence.
OSHA’s injury and illness system runs on three forms that work together: Form 301 captures the incident details, Form 300 logs each recordable case during the year, and Form 300A rolls up the annual totals for posting. Employers must keep a separate log for each establishment and ensure employees can review these records. Within 7 calendar days of learning about a case, you determine whether it’s recordable and update the log accordingly. Accurate, timely entries are the foundation for effective prevention—and they support OSHA’s broader goal of reducing workplace harm.
Think of OSHA recordkeeping as a simple three-step pipeline:
- Form 301 → the incident story.
You capture the who/what/where/how for each recordable injury or illness. OSHA allows an equivalent form (e.g., a digital intake) if it collects the same fields.
- Form 300 → the running log.
Throughout the year, you list each recordable case, classify severity (death, days away, restriction/transfer, other), and track days. Keep a separate log for each establishment that operates for a year or longer.
- Form 300A → the annual summary.
At year’s end, you roll up totals (no names or case details) into the 300A for posting and—if required—electronic submission.
How they work together (timeline view):
- An incident happens → within 7 calendar days you decide if it’s recordable and complete a 301 (or equivalent).
- You enter the case on the 300 Log and update it as status changes.
- After year-end, you compile counts into the 300A Summary for posting and, where applicable, electronic submission.
Shows columns for case classification (G–J), day counts (K–L), and injury/illness types. Use this as the field checklist when configuring your digital log.
What information is recorded
- Each recordable work-related injury or illness within 7 calendar days of learning about it. You’ll note: employee name (or “privacy case” where applicable), job title, date, where it occurred, a brief description, the most serious outcome (death, days away, restricted/transfer, or other), and the count of calendar days away/restricted. Update the entry if the outcome changes. You may stop counting at 180 days.
- Recordable criteria include death, loss of consciousness, days away, restricted/transfer, or medical treatment beyond first aid—plus special cases (e.g., needlesticks, medical removals, certain hearing loss). Listing a case on the Log does not assign fault or prove an OSHA violation.
- Privacy cases: do not list the employee’s name; keep a separate confidential list to link names to case numbers. Use discretion in the public description to avoid personally identifiable details.
Who needs to maintain it
- Most employers covered by the OSH Act must keep a Form 300 for each establishment expected to operate for a year or longer. Small-employer (≤10 employees) and certain low-hazard industry exemptions exist; however, exempt employers may still be required to keep logs if notified by OSHA/BLS, and they must still comply with severe-injury reporting.
Displays annual totals, establishment info, and the executive certification area; note the Feb 1–Apr 30 posting window printed at the bottom.
Key differences from Form 300
- It’s a roll-up, not a case log. 300A only shows totals (cases, days away/restricted, injury/illness types) and basic establishment info—no names or case narratives.
- Complete it even with zero cases. All establishments covered by Part 1904 must finish the 300A each year (write “0” if applicable).
- Executive certification required. A company executive must sign to confirm the summary is true, accurate, and complete.
- Log vs. Summary: You post only the 300A, not the 300 Log.
Posting requirements and deadlines
- When to post: February 1 to April 30 of the year following the year covered by the form.
- Where: In a visible location where employees can easily see it. (OSHA emphasizes posting the Summary so employees are aware of workplace injuries/illnesses.)
- What to include: Totals from the 300 Log, annual average number of employees, total hours worked, establishment details, and the executive’s signature.
Captures the incident story (what the employee was doing, what happened, body part, object/substance, treatment). OSHA explicitly allows an equivalent form and reminds you to avoid PII in items 14–17.
Details required for each case
- Complete a Form 301 (or equivalent digital intake) within 7 calendar days of learning that a recordable work-related injury or illness occurred.
- Capture the case’s essentials: employee identifiers, job and hire date; incident date/time; what the employee was doing; what happened; injury/illness and body part; object/substance that caused harm; whether ER care or hospitalization occurred; treating clinician and facility. (Form 301 also reminds you not to include PII in narrative fields 14–17.
- Retention: keep each 301 on file for 5 years following the year to which it relates.
How it complements Form 300
- Form 301 is the case narrative that feeds the Form 300 Log. The 301 even includes a line for “Case number from the Log” (transfer after you record it), keeping your narratives and counts in sync.
- Use the 301 to confirm classification (death, days away, restricted/transfer, other recordable) and to support annual roll-ups on Form 300A.
Who Must Comply With Recordkeeping Rules?
- Most employers are in. The OSH Act requires many—though not all—employers to prepare and maintain injury & illness records. If you’re in a State Plan state, confirm any state-specific twists.
- Small-employer exemption. If you had 10 or fewer employees at all times during the previous calendar year, you’re generally exempt from routinely keeping the OSHA forms (unless OSHA/BLS tells you otherwise).
- Partial industry exemption. Certain low-hazard NAICS industries don’t have to routinely keep the forms. OSHA maintains the current list on its recordkeeping page.
- When exemptions don’t apply. If OSHA or the Bureau of Labor Statistics (BLS) specifically notifies you in writing, you must keep the forms—even if you’re otherwise exempt.
- Everyone must still report severe cases. All employers (exempt or not) must report any fatality, in-patient hospitalization, amputation, or loss of an eye to OSHA.
- Establishment, not just company. If you do keep records, maintain a separate Form 300/300A for each establishment expected to operate for a year or longer.
Best practices and common mistakes to avoid while completing the OSHA forms:
- Decide recordability within 7 calendar days. When you learn of a case, determine if it’s recordable, new vs. recurring, and work-related—then complete the incident report (301 or equivalent) and update the Log (300).
- Use an equivalent digital form (totally fine). OSHA allows an “equivalent” to Form 301 if it captures the same fields—ideal for configuring once and keeping current as standards evolve.
- Record the right criteria. Log work-related cases involving death, loss of consciousness, days away, restricted/transfer, or medical treatment beyond first aid—plus special criteria (needlesticks, certain hearing losses, medical removals, etc.).
- Count days correctly. Start with the day after the incident and you may stop at 180 days (away + restricted). Update totals if status changes.
- Protect privacy. For “privacy concern” cases, write “privacy case” instead of the employee’s name and keep a confidential cross-reference list. Use discretion in narratives to avoid personally identifiable details.
- Maintain by establishment. Keep a separate Log/Summary for each establishment expected to operate ≥1 year; post only the 300A each year.
Common mistakes to avoid
- Posting the wrong form. You post 300A only, not the 300 Log with names and case details.
- Mixing up first aid vs. medical treatment. First-aid only is not recordable (e.g., bandages, hot/cold therapy, non-rigid supports); treatment beyond first aid is.
- Late or incomplete entries. Skipping the 7-day decision window or failing to revise the Log when outcomes change (e.g., restricted → days away).
- Miscounting days. Forgetting to exclude the incident day or to stop at 180 total days.
- Ignoring exemptions (or assuming they apply). Small-employer and low-hazard industry exemptions exist, but OSHA/BLS can still require records in writing. Also, severe injuries must be reported by everyone.
Here is a quick guide on how long records must be kept., who can access them (employees, OSHA, auditors) etc.:
How long to keep records
- Form 300 & 300A: Keep both the Log and the Summary for 5 years following the year they cover. During that time, update the Log if case outcomes change.
- Form 301: Keep each incident report for 5 years following the year to which it relates.
Who can access them
- Employees & representatives: Employees, former employees, and their authorized representatives have the right to review the OSHA Form 300 and limited access to Form 301 (per 29 CFR 1904.35). Post the 300A Summary so employees can see annual totals.
- OSHA/Government: Maintain records so you can provide information to the government if asked, including during inspections or data requests.
Why there is a need to transition from paper to electronic systems – here’s an answer to that:
| Step |
Old way: Paper / offline forms |
Digital forms management |
| Incident intake (Form 301) |
Fill out the OSHA 301 by hand or in a fillable PDF; capture employee details, what happened, body part, treatment, etc. (see the official 301 layout). |
Use a configured 301-equivalent e-form with required fields, dropdowns, helper text, and auto-validation. Enforce “complete within 7 days,” trigger notifications, and route to the right reviewer. |
| Daily logging (Form 300) |
Manually enter each recordable case on the 300 Log; pick the most serious outcome and count days away/restricted (see columns and checkboxes on the official 300). |
Auto-create 300 entries from the 301 submission; the system calculates day counts (excludes incident day, caps at 180), updates status, and flags inconsistencies. |
| Annual roll-up (Form 300A) |
At year-end, total cases, days, and types; transcribe establishment + NAICS info; executive signs; post Feb 1–Apr 30 (see the 300A layout). |
One-click generate 300A from the live Log, prefill establishment fields, capture executive e-signature, and schedule posting reminders. |
| “Make copies” problem |
OSHA provides printable forms and allows you to make copies or use an equivalent form—so teams often duplicate pages endlessly. |
Configure once, reuse everywhere (301 → 300 → 300A). No copy-machine cardio; templates update centrally as rules evolve. |
| Corrections & versioning |
Cross out, white-out, or retype; hard to track who changed what, when. |
Audit-trail for edits, timestamps, and roles; change history retained for each case. |
| Privacy cases & access |
Manually mark “privacy case” on the 300; keep a separate confidential list; share records on request. |
Role-based access; privacy-case masking by default; employee/rep request views scoped to allowed fields. |
| Search & analytics |
Hunting through binders and PDFs to trend injuries, causes, or departments. |
Filter by site/shift/cause; trend DART/TRC automatically; export charts for safety meetings. |
| Multi-site management |
One log per establishment—easy to misplace or mis-total across sites. |
Site-scoped logs with corporate roll-ups; enforce consistent taxonomies across locations. |
| Submission (ITA) |
Re-enter data from the 300A (and for some, 300/301 case data) into OSHA’s Injury Tracking Application by March 2. |
Validate required fields, then export/upload in the right format; checklist for 300A + (where required) 300/301 case data—no double entry. |
| Retention |
Keep 300, 300A, 301 for 5 years; update the 300 if outcomes change. Paper can get lost or stale. |
Policy-driven retention with secure backups; prompts to refresh case outcomes so the Log stays current. |
| Training |
Hand out blank forms and a how-to memo. |
Embed OSHA guidance and “is it recordable?” logic right inside the form; reduce misclassification. |
- Covered establishments must submit injury/illness data once per year via OSHA’s Injury Tracking Application (ITA).
- Form 300A: required for (1) establishments with 250+ employees that must keep OSHA records and (2) establishments with 20–249 employees in designated industries.
- Form 300 & 301 case data: required for establishments with 100+ employees in designated high-hazard industries (in addition to 300A).
- Deadline: submissions open Jan 2 and the due date is March 2 each year for the prior calendar year’s data (e.g., 2024 data due Mar 2, 2025). If you missed it, you should still submit.
#Pro tip: Use the ITA Coverage Application to confirm if your establishment is required to submit (size + NAICS drive obligations).
The accurate recordkeeping helps with:
- Compliance you can prove. The OSH Act requires covered employers to keep injury & illness records—OSHA’s own guidance notes that accurate records help achieve the shared goal of preventing workplace harm. Tight logs = fewer headaches when inspectors show up.
- Prevention, not paperwork. Form 300 is built to classify cases and track severity; the 300A summary must be posted so employees see the big picture. That visibility turns numbers into actions—spot trends, fix hazards, measure progress.
- Transparency builds trust. Employees (and their reps) have the right to review injury and illness records. Openness sustains a stronger safety culture.
- Clarity during investigations. Listing a case on the Log doesn’t assign fault or prove a standard was violated—it’s a factual record that keeps everyone aligned on what happened.
- Digital makes it durable. OSHA provides paper forms, but explicitly allows equivalent digital forms that capture the same fields. Configure once, keep it updated, and stop making copy-after-copy.
- Reputation bonus. Clean, consistent records signal disciplined safety management to auditors, insurers, and customers—aka fewer surprises and more confidence in your operations.
OSHA recordkeeping isn’t paperwork for paperwork’s sake—it’s how you turn incidents into insight. When Form 301 (story), Form 300 (log), and Form 300A (summary) stay clean and current, you spot patterns faster, fix hazards earlier, and show auditors you run a tight ship. Paper copies are fine for training and posting, but the real win is a configurable digital flow you update once and reuse everywhere. That’s how you go from “Did we log this?” to “We’ve already acted on it.”
Turn your 301 → 300 → 300A pipeline into a living, digital system. Configure once with Qualityze Forms Management System, keep it compliant, and stay audit-ready without the copy-machine cardio.
