# Incident reporting built around your OSHA calendar > Own the 300 Log with one record per injury and every deadline in view. Source: https://incidentkit.ai/solutions/ehs-managers · Updated Oct 5, 2026 **Who:** Workers and supervisors report; you classify, investigate and keep the log. A company executive certifies the annual summary. ## The problems - **One injury, four systems:** Notes sit in a binder, an email, HR and the carrier's file. You rebuild the case to decide if it is recordable. - **The clocks run before you know the case:** Log a recordable case within seven calendar days of learning of it. Report a death within 8 hours; hospitalization, amputation or eye loss within 24. - **Reporting must not discourage employees:** Your reporting procedure must not discourage a reasonable employee. Employees must be told they cannot face retaliation for reporting. - **Corrective actions drift:** Retraining is easy to assign. Engineering fixes need downtime, so they wait. No one checks if the fix worked. ## Incident types in the pack - Recordable or first-aid calls (29 CFR 1904.7) - Near misses and floor hazard reports - Deaths, hospital stays, amputations, eye loss - 300 Log and 301 requests, due by the end of the next business day - Privacy concern cases and the confidential name list - Contractor and temporary-worker injuries: whose log? - Workers' comp first reports that match the OSHA record - 300A review, certification, posting, electronic submission - Lockout/tagout and machine-guarding incidents - Chemical exposures and hazard communication - Workplace violence reports - Corrective actions due, overdue or awaiting a check ## Regulators and standards - **OSHA recordkeeping, 29 CFR 1904:** Recordable: death, days away, restricted work or transfer, treatment beyond first aid, loss of consciousness, or a significant diagnosed injury or illness. Log within seven calendar days; keep five years. - **Severe injury reporting, 29 CFR 1904.39:** Report a work-related death within 8 hours, and an inpatient hospitalization, amputation or loss of an eye within 24 hours. Call the nearest Area Office or 1-800-321-OSHA, or report online. - **Annual summary and electronic submission, 29 CFR 1904.32 and 1904.41:** A company executive certifies the 300A. Post it from February 1 through April 30. Covered establishments submit data to OSHA by March 2. - **Employee involvement, 29 CFR 1904.35:** Tell employees how to report, and never punish them for it. Employees and their representatives get 300 Log copies by the end of the next business day. - **NIOSH hierarchy of controls:** Controls rank from best to worst: elimination, substitution, engineering controls, administrative controls, then personal protective equipment. - **BLS incidence rates:** Rate is cases times 200,000, divided by employee hours worked. The 200,000 equals 100 full-time employees for a year. DART counts only days away, restricted or transferred cases. ## How it works 1. **Employees report in their own words** A worker or supervisor texts what happened, scans a QR code or emails it in. Lauren asks what an EHS manager would ask: the task, the equipment, the body part, whether treatment went beyond first aid and whether anyone left the shift. Voice reporting is rolling out. 2. **You classify, and the record carries the clock** Lauren drafts the fields and surfaces the questions that decide recordability. You review, edit and sign. Escalation rules alert you the moment a report mentions a hospitalization or an amputation. 3. **Investigate and assign** Record contributing factors, run the five whys and set a disposition. Corrective actions carry an owner, a due date, evidence and an effectiveness check. Nothing closes until verified. 4. **Read the pattern across the site** Analytics cluster incidents by location, shift, equipment and cause. OSHA 300, 300A and 301 exports are rolling out. Until they ship you transfer entries to your existing forms from a record that already holds the facts. ## Scenario: A hand injury on second shift A cut hand on a packaging line runs from the floor to the 300 Log and an effectiveness check. - **19:20, Supervisor texts the injury to Lauren.** An operator cuts a hand clearing a jam on line 4. The supervisor texts Lauren from the floor. - **19:22, Lauren drafts the incident report.** Lauren asks about the task, lockout, guards and where the operator is now. The draft is marked 'Lauren · draft'. - **19:50, Clinic sutures make the case recordable.** Sutures are medical treatment beyond first aid under 29 CFR 1904.7 (Steri-Strips are first aid), so the case is recordable. - **20:10, EHS manager reviews and signs.** An alert tells the EHS manager about the clinic visit. She reviews the draft, fixes the cause field and signs. - **Next day, 07:30, EHS manager opens the investigation.** Clearing jams was routine, and that spot had no lockout point. The EHS manager starts the action list. - **Day 3, Two actions assigned with engineering first.** An interlocked door (engineering) and a new clearing procedure (administrative) get owners and due dates. Engineering ranks higher in the hierarchy of controls. - **Day 7, Case recorded on the 300 Log.** Inside the seven-day window, the case goes on the 300 Log. The workers' compensation first report comes from the same record. - **Day 60, Effectiveness check closes the action.** The check reviews jam events on line 4 since the door went in. The action closes only after the EHS manager verifies the evidence. ## What is in the pack **Forms:** Injury report with recordability questions; Near miss and hazard report, with QR quick report; Contractor and visitor incident form; Corrective action plan: owner, due date, evidence, check **Routing:** Instant alert for hospitalization, amputation, eye loss, fatality; Supervisor and plant manager alerts by severity; HR and workers' compensation path set by site **Exports:** OSHA 300, 300A and 301 (rolling out); Analytics by location, shift, equipment and cause; Corrective action and effectiveness report; Read API and signed webhooks **Roles:** EHS manager: classifies, investigates, signs; Supervisor: reviews first-line reports; Action owners: close with evidence; Plant leadership: reads across the site ## Outcomes - **One record per case:** The report, clinic note, investigation, actions and audit trail live together. - **Deadlines in front of you, not in your head:** Severe injuries alert you as they are reported. Open and overdue actions sort by owner and age. - **Corrective actions that prove themselves:** An action closes only after evidence and an effectiveness check are verified. See [corrective actions](https://incidentkit.ai/product/corrective-actions). - **A reporting procedure employees will use:** A text or QR code is faster than a form, which supports the reporting procedure OSHA expects. See [near-miss reporting](https://incidentkit.ai/use-cases/near-miss-reporting). ## Frequently asked questions ### Does IncidentKit produce the OSHA 300, 300A and 301? Not yet. OSHA 300, 300A and 301 exports are rolling out. Today IncidentKit holds the incident record, investigation and corrective actions. OSHA accepts equivalent forms with the same information (29 CFR 1904.29), and the exports follow that standard. Industry packs beyond healthcare are rolling out too. ### How do I decide whether a case is recordable? A case is recordable if it involves death, days away from work, restricted work or job transfer, treatment beyond first aid, loss of consciousness, or a significant diagnosed injury or illness. Lauren asks the key questions; you make the call. See [recordable vs first aid](https://incidentkit.ai/compliance/osha/recordable-vs-first-aid). ### How are TRIR and DART calculated? Multiply cases by 200,000, then divide by total hours worked by all employees. The 200,000 equals 100 full-time employees working a year. TRIR counts all recordable cases; DART counts only days away, restricted work or transfer. Try the [TRIR and DART calculator](https://incidentkit.ai/tools/trir-dart-calculator). ### When do I have to report an injury to OSHA? Within 8 hours of learning of a work-related fatality, and within 24 hours of learning of an inpatient hospitalization, amputation or loss of an eye. A hospital stay for observation or testing only does not count. See [severe injury reporting](https://incidentkit.ai/compliance/osha/severe-injury-reporting). ### Who can ask to see the 300 Log? Employees, former employees, their personal representatives and authorized employee representatives. Give them the log by the end of the next business day, with names left on except for privacy concern cases. An employee's own 301 is due by then too. ## Sources - [29 CFR 1904.7, General recording criteria (eCFR)](https://www.ecfr.gov/current/title-29/part-1904/section-1904.7) - [29 CFR 1904.29, Forms (eCFR)](https://www.ecfr.gov/current/title-29/part-1904/section-1904.29) - [29 CFR 1904.31, Covered employees (eCFR)](https://www.ecfr.gov/current/title-29/part-1904/section-1904.31) - [29 CFR 1904.32, Annual summary (eCFR)](https://www.ecfr.gov/current/title-29/part-1904/section-1904.32) - [29 CFR 1904.33, Retention and updating (eCFR)](https://www.ecfr.gov/current/title-29/part-1904/section-1904.33) - [29 CFR 1904.35, Employee involvement (eCFR)](https://www.ecfr.gov/current/title-29/part-1904/section-1904.35) - [29 CFR 1904.39, Reporting fatalities, hospitalizations, amputations and loss of an eye (eCFR)](https://www.ecfr.gov/current/title-29/part-1904/section-1904.39) - [29 CFR 1904.41, Electronic submission (eCFR)](https://www.ecfr.gov/current/title-29/part-1904/section-1904.41) - [BLS, How to compute your firm's incidence rate](https://www.bls.gov/iif/overview/compute-nonfatal-incidence-rates.htm) - [CDC NIOSH, Hierarchy of controls](https://www.cdc.gov/niosh/hierarchy-of-controls/about/index.html) - [OSHA, Recordkeeping](https://www.osha.gov/recordkeeping) ## Related - [OSHA 300 Log Automation: Keep It Accurate Year-Round](https://incidentkit.ai/use-cases/osha-300-log-automation) - [Workplace Injury Reporting: Steps, Deadlines, Records](https://incidentkit.ai/use-cases/workplace-injury-reporting) - [Near-Miss Reporting: How to Build a Program That Works](https://incidentkit.ai/use-cases/near-miss-reporting) - [Corrective Actions: How to Close Them With Proof](https://incidentkit.ai/use-cases/close-corrective-actions) - [Corrective and preventive actions (CAPA) tracking](https://incidentkit.ai/product/corrective-actions) - [Incident analytics: find the pattern before the next one](https://incidentkit.ai/product/analytics) - [TRIR and DART rate calculator (OSHA formula)](https://incidentkit.ai/tools/trir-dart-calculator) - [OSHA recordkeeping guide: Part 1904 for employers](https://incidentkit.ai/guides/osha-recordkeeping-guide) - [Workplace Injury Report Template (OSHA 301 Aligned)](https://incidentkit.ai/templates/workplace-injury-report) - [OSHA recordkeeping requirements: 29 CFR 1904 explained](https://incidentkit.ai/compliance/osha/recordkeeping-overview) - [OSHA 300 Log: how to fill it out, column by column](https://incidentkit.ai/compliance/osha/osha-300-log) - [OSHA 301 incident report: the 18 fields and deadlines](https://incidentkit.ai/compliance/osha/osha-301-incident-report) - [OSHA 300A summary: who signs, when to post, how long](https://incidentkit.ai/compliance/osha/osha-300a-summary) - [Recordable vs first aid: OSHA's medical treatment test](https://incidentkit.ai/compliance/osha/recordable-vs-first-aid) - [OSHA severe injury reporting: 8-hour and 24-hour rules](https://incidentkit.ai/compliance/osha/severe-injury-reporting) - [OSHA electronic submission: 29 CFR 1904.41 and the ITA](https://incidentkit.ai/compliance/osha/electronic-submission) - [TRIR and DART rates: formula, example and BLS 2024 rates](https://incidentkit.ai/compliance/osha/trir-and-dart-rates) - [Injury reporting and retaliation: 29 CFR 1904.35 and 11(c)](https://incidentkit.ai/compliance/osha/employee-reporting-and-retaliation)