OSHA 300 Log
Complete Guide
Everything you need to understand OSHA injury and illness recordkeeping under 29 CFR 1904 — what to record, when to record it, and how to avoid the most common citation-generating mistakes.
✓ HMS Nova auto-generates 300, 300A & 301 ✓ OSHA recordability logic built in
Who must keep OSHA records?
Is the incident OSHA recordable?
Work through these questions in order. If you answer “yes” at any point, the incident is recordable and must be entered on the OSHA 300 Log.
Did the incident result in a fatality?
Did it result in days away from work, restricted work, or job transfer?
Did it require medical treatment beyond first aid?
Did it result in loss of consciousness?
Was a significant diagnosis made by a healthcare professional?
Source: OSHA 29 CFR 1904.7(a). Prescription medication use or any treatment not on this list generally triggers recordability.
The three OSHA recordkeeping forms
The running log of all recordable incidents throughout the calendar year.
Complete within
Within 7 days of each recordable incident
Key columns/fields
- Case number
- Employee name
- Job title
- Date of injury/illness
- Where the event occurred
- Description of injury/illness
- Classification (days away, restricted, other)
- Number of days away / restricted
- Type of illness (if applicable)
Annual summary of total recordable cases — must be posted each year.
Complete within
By February 1 each year; posted through April 30
Key columns/fields
- Total number of cases for each classification
- Number of days away from work
- Number of days of restricted work
- Total number of injuries and illnesses
- Average number of employees
- Total hours worked
- Must be signed by a company executive
Detailed account of each individual recordable incident.
Complete within
Within 7 days of each recordable incident
Key columns/fields
- Employee information
- Healthcare provider information
- Detailed description of the incident
- What the employee was doing just before the incident
- What happened (how injury occurred)
- What object or substance directly harmed the employee
- Date and time of injury
- Days away / restricted work
Critical deadlines — don't miss these
Work-related fatality
Call OSHA at 1-800-321-OSHA or contact the nearest OSHA Area Office
In-patient hospitalization, amputation, or loss of an eye
Call OSHA at 1-800-321-OSHA or contact the nearest OSHA Area Office
OSHA recordable incident determination
Record the incident on the OSHA 300 Log within 7 days of receiving information
Annual posting deadline
Post the OSHA 300A Annual Summary in a visible location in each establishment
End of annual posting period
OSHA 300A must remain posted from February 1 through April 30
Record retention requirement
Maintain 300, 300A, and 301 records for 5 years following the year they cover
6 most common recordkeeping mistakes
These mistakes generate the most OSHA citations during inspections.
Recording first aid cases
Review OSHA's specific first aid list (29 CFR 1904.7). Only record if treatment went beyond first aid.
Missing the 7-day recording deadline
Enter incidents within 7 calendar days of learning about them. HMS Nova alerts you automatically.
Failing to post the 300A
Post between February 1 and April 30, signed by a company executive. HMS Nova generates it ready-to-print.
Not reporting hospitalization within 24 hours
Any in-patient hospitalization (even overnight observation) must be reported to OSHA within 24 hours.
Counting employee days incorrectly
Count calendar days (not scheduled work days) for days away from work. Do not count day of injury.
Omitting privacy cases
For certain sensitive injuries (sexual assault, mental illness), do not enter the employee name — enter 'Privacy Case' instead.
Never miss an OSHA deadline again
HMS Nova automatically determines recordability, generates all three OSHA forms, and sends you reminders before every deadline. We can also set up your entire recordkeeping system for you — at a fixed low price.