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There is an adage in the world of administration. The saying is: “If it isn’t in writing, it isn’t!” That fact has never been more accurate than in today’s litigious society.
Documentation should begin with your safety program. Your safety program must be in writing, not only for protection against litigation but also for OSHA compliance. We are here to make sure that you know what is required.
All training must be documented. Only documented training is verifiable. This applies to New Hire Orientation, safety training, and certification training such as forklift training, CPR, etc. At a minimum, documentation should include the training date, the attendees, and the subjects covered. Attendees should sign the training documents. Other pertinent details should be included as well. There can never be too much documentation.
Accident investigations must be documented while fresh in everyone’s mind. Written statements are critical.
Offers of medical treatment to injured workers should be documented. Equally important is documenting an employee’s refusal or declination to receive medical care when offered. Be sure to have the employee sign the statement of declination.
Safety issues reported to management should be well documented. Include a description of the reported problem, along with the date, time, and to whom the report was made.
Disciplinary issues related to safety violations should be documented and maintained on file.
The First Report of Injuries (FROI) should be filled out completely, with particular attention to describing what the individual was doing before the injury and detailing it.
OSHA 300 logs should be filled out entirely as recordable instances occur and should be maintained in your records for a minimum of 5 years. OSHA 300As, a summary of injuries and lost time, must be filled out correctly and signed by an authorized person. They should also be posted in a conspicuous place in the company from 1 February through 30 April each year.
This is not meant to be a complete list of what to document. These are just a few instances where good documentation can tremendously aid your company.
For more safety resources, please visit our FREE Online Safety Library. Don't hesitate to contact the Risk Management Team with any questions or topics you want us to cover.
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