How to record an injury or illness on the OSHA 300 Log
If an injury or illness occurs at one of your establishments, record it on that establishment's OSHA 300 Log. According to the Oregon Occupational Safety and Health Division, if the injury or illness occurs at one of your establishments, you must record the injury or illness on the OSHA 300 Log of the establishment where the injury or illness occurred. This rule ensures that your site-specific records remain accurate and tied to the location where the worker was actually performing duties. As a contractor managing day-to-day site coordination, you need to track seven distinct elements to maintain a compliant log: the recording steps, the governing rules, the specific fields, the different case types, the required forms, the necessary details, and the overall requirements.
Key takeaways for how to record an injury or illness on the OSHA 300 log
- Use the check box for cases with days away from work and enter the number of calendar days away recommended by the physician or other licensed health care professional, as stated in Washington State Legislature.
- You must record the injury or illness on the OSHA 300 Log as a restricted work case, according to Legal Information Institute.
- Coordinate with temporary help services, employee leasing services, personnel supply services, or contractors to ensure each injury and illness is recorded only once, either on your OSHA 300 Log if you provide day-to-day supervision or on the other employer’s OSHA 300 Log if that company provides day-to-day supervision, according to Oregon Occupational Safety and Health Division.
Step-by-step: recording an injury/illness incident
Begin the recording process by initiating the incident entry. According to Procore, you create an incident and can add one or more incident records to capture details. The first step in this digital workflow is to click Add Record and select Injury/Illness in the drop-down menu, as stated by Procore. This selection identifies the specific type of record you are entering into the system.
Once the record type is selected, you must address the specific requirements for cases involving time away from work. According to Legal Information Institute, you must record these injuries and illnesses on the OSHA 300 Log using the check box for cases with days away from work. In the same entry, you enter the number of calendar days away recommended by the physician or other licensed health care professional, according to Legal Information Institute. This specific field ensures that the log reflects the medical recommendation for the duration of the absence.
The process involves moving from the general incident creation to the specific data entry for the OSHA 300 Log. To execute this step correctly, verify that the incident record is properly categorized before entering the days away data. The selection of Injury/Illness in the drop-down menu, as described by Procore, sets the context for the subsequent fields. Ensure that the calendar days entered match the recommendation from the physician or other licensed health care professional, a requirement defined by Legal Information Institute. This alignment between the medical recommendation and the log entry is the core of the recording step for cases with days away from work.
OSHA 300 Log rules for different case types
Different injury and illness cases require specific entries on the OSHA 300 Log. Washington State Legislature states that the employer must enter the number of calendar days away for the injury or illness on the OSHA 300 Log for the year in which the injury or illness occurred, according to Washington State Legislature. This rule applies to cases where the employee is away from work. For significant cases, Washington State Legislature requires the employer to record any case that involves a significant injury or illness diagnosed by a physician or other licensed health care professional, even if it does not result in death, days away from work, restricted work, job transfer, medical treatment beyond first aid, or loss of consciousness, according to Washington State Legislature. This ensures that serious conditions are tracked regardless of immediate work impact.
See OSHA 300 log: 8 recordable entries to check and First-aid checks: 4 rules before the crew starts.
When an employee is still away from work at the time of the annual summary, estimation rules apply. Legal Information Institute explains that if the employee is still away from work because of the injury or illness when you prepare the annual summary, you must estimate the total number of calendar days you expect the employee to be away from work, use this number to calculate the total for the annual summary, and then update the initial log entry later when the day count is known or reaches the 180-day cap, according to Legal Information Institute. This process allows for accurate annual reporting while accounting for ongoing recovery periods.
Illustrative example: a days-away count
Picture one days-away case. A physician recommends 10 calendar days away. On the OSHA 300 Log you use the days-away check box and enter 10. If the worker is still away when you prepare the annual summary, estimate the calendar days you expect, use that estimate in the annual total, and update the initial log entry later when the count is known or it reaches the 180-day cap. The figure 10 is illustrative.
Restricted work cases have their own recording requirement. Legal Information Institute states that you must record the injury or illness on the OSHA 300 Log as a restricted work case, according to Legal Information Institute. This designation is separate from days away from work.
Medical removal cases require a specific classification. Public.Law notes that you must enter each medical removal case on the OSHA 300 Log as either a case involving days away from work or a case involving restricted work activity, depending on how you decide to comply with the medical removal requirement, according to Public.Law. This rule ensures that medical removals are properly categorized based on the employer's compliance method.
Required forms and equivalent documentation
You must use specific forms to document and summarize work-related injuries and illnesses. According to Public.Law, the OSHA 300 form is the Log of Work-Related Injuries and Illnesses. The same source identifies the 300A as the Summary of Work-Related Injuries and Illnesses. Additionally, Public.Law states that the DCBS Form 801 or equivalent is the Worker’s and Employer’s Report of Occupational Injury or Disease. These three documents constitute the core paperwork for your injury and illness recording process.
When handling cases involving former staff, specific recording rules apply. If you are notified that a former employee had a work related injury or illness when in your employment, you must record the date of the incident on the appropriate OSHA 300 log for the date of the injury, according to Public.Law. This requirement ensures that the log reflects the timeline of the incident even if the employee has left your company. You should verify the date of the injury to place the entry in the correct annual log.
For medical removals, the OSHA 300 form serves as the primary record for tracking these events. The 300A form then aggregates this data for annual summaries. The DCBS Form 801 or equivalent provides the detailed report for the specific occupational injury or disease. Using these forms correctly helps maintain a clear and compliant record of your site’s safety history.
A filled reference table of recording rules by publisher
The table below summarizes the specific recording rules stated by each source. Each row ties a distinct rule to the publisher that states it.
| Publisher | Recording Rule or Requirement | Source Page Title |
|---|---|---|
| Procore | Click Add Record and select Injury/Illness in the drop-down menu. | Add an Injury/Illness Record to an Incident |
| Washington State Legislature | The employer must enter the number of calendar days away for the injury or illness on the OSHA 300 Log for the year in which the injury or illness occurred. | WAC 296-27-01107 |
| Washington State Legislature | The employer must also record any case that involves a significant injury or illness diagnosed by a physician or other licensed health care professional, even if it does not result in death, days away from work, restricted work, job transfer, medical treatment beyond first aid, or loss of consciousness. | WAC 296-27-01107 |
| Washington State Legislature | Record these injuries and illnesses on the OSHA 300 Log using the check box for cases with days away from work and enter the number of calendar days away recommended by the physician or other licensed health care professional. | WAC 296-27-01107 |
| Legal Information Institute | You must enter the number of calendar days away for the injury or illness on the OSHA 300 Log for the year in which the injury or illness occurred. | 29 CFR § 1904.7 |
| Legal Information Institute | You must record these injuries and illnesses on the OSHA 300 Log using the check box for cases with days away from work and enter the number of calendar days away recommended by the physician or other licensed health care professional. | 29 CFR § 1904.7 |
Check the log today
Review your current files to ensure you have the correct versions of the OSHA 300, 300A, and DCBS Form 801 or equivalent. Verify that any entries for former employees are placed in the log corresponding to the date of the injury. This step keeps your documentation aligned with the rules stated by Public.Law.
Review your current OSHA 300 Log entries so a days-away case uses the check box and the physician-recommended calendar-day count, while a restricted work case is recorded as a restricted work case.
FAQ: How to record an injury or illness on the OSHA 300 log
What must I enter on the OSHA 300 Log for an injury with days away from work?
Record these injuries and illnesses on the OSHA 300 Log using the check box for cases with days away from work, as stated by the Washington State Legislature. You must enter the number of calendar days away recommended by the physician or other licensed health care professional, according to Washington State Legislature.
How do I record a restricted work case on the OSHA 300 Log?
This requirement is part of the general recording criteria outlined in 29 CFR § 1904.7, as cited by the Legal Information Institute.
When am I not required to track calendar days away from work?
If your company never had more than ten (10) employees during the last calendar year, including temporary employees, you do not need to keep Oregon OSHA injury and illness records unless the Director informs you in writing that you must keep records, according to Public.Law. This exemption applies specifically to the retention of records under OAR 437-001-0700, as cited by Public.Law.
What forms must I use for recordable injuries and illnesses?
The OSHA 300 form is the Log of Work-Related Injuries and Illnesses, the 300A is the Summary of Work-Related Injuries and Illnesses, and the DCBS Form 801 or equivalent is the Worker’s and Employer’s Report of Occupational Injury or Disease, according to Public.Law. These definitions are provided in the rules for recording workplace injuries and illnesses, as cited by Public.Law.
Who must I record on the OSHA 300 Log for work-related injuries and illnesses?
You and the temporary help service, employee leasing service, personnel supply service, or contractor should coordinate your efforts to make sure that each injury and illness is recorded only once, according to Oregon Occupational Safety and Health Division. The injury is recorded on your OSHA 300 Log if you provide day-to-day supervision, or on the other employer’s OSHA 300 Log if that company provides day-to-day supervision, according to the Oregon Occupational Safety and Health Division.