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OSHA Recordkeeping Policy Template: Logs, Rules & Compliance
Use our free OSHA Recordkeeping Policy and Procedure template to outline how you track, document, and report injuries/illnesses under OSHA rules for safety and HR. OSHA Recordkeeping Policy and Procedure template to outline how your organization documents, tracks, and reports work-related injuries and illnesses under OSHA recordkeeping rules. Ideal for employers, safety managers, and HR teams. Customize, download, and print in minutes.
OSHA RECORDKEEPING POLICY AND PROCEDURE TEMPLATE FAQ
What is an OSHA Recordkeeping Policy and Procedure?
An OSHA Recordkeeping Policy and Procedure is an internal document that explains how your organization will identify OSHA-recordable injuries and illnesses, complete OSHA forms, maintain logs, and handle posting and retention requirements. It clarifies who does what, which forms are used, and how deadlines are met, helping your company stay organized and consistent from year to year.
Who should use an OSHA Recordkeeping Policy template?
This template is designed for employers that must keep OSHA injury and illness records, typically those with 10 or more employees in non-exempt industries. Safety managers, HR teams, plant managers, and executives can use it as a starting point to create a written recordkeeping procedure tailored to their company’s size, structure, and industry.
What should be included in an OSHA Recordkeeping Policy and Procedure?
A practical OSHA recordkeeping policy usually includes: purpose and scope; definitions; roles and responsibilities; which incidents are recorded; how OSHA Forms 300, 300A, and 301 (or equivalents) are completed; privacy case handling; electronic submission (if required); timelines and due dates; training and communication; audits and corrections; and record retention rules. This template covers each of these areas in a structured way.
Does this policy template make my organization OSHA-compliant by itself?
No. This OSHA Recordkeeping Policy and Procedure Template is a general organizational tool. It does not by itself guarantee compliance with OSHA recordkeeping or reporting rules. Employers remain responsible for determining whether they are covered, which cases are recordable, how quickly severe injuries must be reported directly to OSHA, and whether they must submit data electronically. For those decisions, you should rely on current OSHA guidance and qualified safety or legal professionals.
Can I change the forms or steps in this recordkeeping procedure?
Yes. Many organizations adapt OSHA’s official forms or use internal incident reporting systems, as long as they capture the required information. You can customize the roles (for example, having site-level coordinators), add approval workflows, or integrate this policy with your broader safety management system. Just make sure any changes remain consistent with OSHA’s recordkeeping rules and your workers’ compensation processes.
How can AI Lawyer help with OSHA recordkeeping policies?
AI Lawyer can help you turn your current practices, organizational structure, and jurisdiction-specific requirements into a clear OSHA Recordkeeping Policy and Procedure using this template. You provide the actual rules you follow, and AI Lawyer helps organize them into a professional document. This template and any AI-generated content are for document structure and drafting support only and are not legal or safety advice — always have a qualified professional review your final policy.