Most OSHA recordkeeping problems aren’t dramatic. They’re small errors that pile up: a late entry, a miscounted day, a missing signature. But in an inspection, those small errors can turn into citations. Here are 10 of the most common mistakes, and how to avoid them.
1. Entering cases late
You have 7 calendar days from learning that a case is recordable to enter it on the 300 Log and complete the 301. Fix: set a reminder for every incident, and review open cases weekly.
2. Confusing first aid with medical treatment
Recording a bandage or leaving off stitches are both errors. Fix: use OSHA’s first aid list and ask exactly what treatment was given. See our article on first aid vs medical treatment.
3. Miscounting days away and restricted days
Count calendar days, including weekends and holidays, starting the day after the injury. The combined count is capped at 180 days. Fix: keep a simple tracker with the first and last day for each case.
4. Skipping the work-relatedness analysis
An injury is work-related if an event or exposure at work caused or contributed to it, unless one of OSHA’s exceptions applies. Employers sometimes record everything, or dismiss cases that qualify. Fix: document why you decided a case was or wasn’t work-related.
5. Not updating the log
If a case gets worse (restricted work becomes days away, say), the entry must change. Fix: review open cases monthly, draw a line through the old entry and enter the new information.
6. Mishandling privacy cases
Certain cases, such as injuries to intimate body parts, sexual assault, mental illness, HIV, hepatitis or tuberculosis, needlestick injuries with another person’s blood, and cases where the employee asks for privacy, must show “privacy case” instead of a name. Fix: keep a separate, confidential list that links case numbers to names.
7. Skipping the 300A when you had no cases
A year with no recordable cases still needs a completed, certified and posted 300A. Fix: make the 300A part of your January routine every year.
8. 300A certification, posting and numbers errors
Common problems: no executive signature, posting late or taking it down before April 30, and wrong hours worked or employee counts. Fix: use payroll data for hours and headcount, and have the certifying executive review the form.
9. Using one log for several locations
Each establishment needs its own log, and employees must be assigned to the right one. Fix: map each employee to an establishment and keep separate logs.
10. Mixing up recording and reporting
Recording is the 300/301/300A paperwork. Reporting means contacting OSHA: within 8 hours for a fatality, and within 24 hours for an in-patient hospitalization, amputation or loss of an eye. Fix: put the reporting rules in your incident response plan, and check electronic submission rules (March 2) separately.
A simple way to avoid all ten
Assign one owner for recordkeeping, a backup, and a monthly review of open cases. Then do a year-end audit in January before you complete the 300A.
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Want to fix these problems before OSHA finds them? Our webinar covers the rules behind each of these mistakes and how to build a recordkeeping process that holds up. Register for “OSHA 300 Logs: Reporting & Recordkeeping Requirements for 2026”. |
Related reading: First Aid vs Medical Treatment • OSHA Recordkeeping Checklist.
This article is general information, not legal advice. OSHA updates its rules and industry lists from time to time, so confirm current requirements at osha.gov before you act.