POLICY RE RESCINDED A2219 OSHA RECORD KEEPING REQUIREMENTS.PDF

Maricopa County Subject: OSHA Record Keeping Number: A2219
Policies and Procedures Requirements Issue Date: 11/91
RESCINDED: 5/20/2015 Initiating Department: Risk Management
Approved: Roy Pederson
A. Purpose
To describe Occupational Safety and Health record-keeping requirements.
B. Policy
Because of the Occupational Safety and Health Act (OSHA) and acceptance by the OSH
Administration of the Arizona State Plan, Risk Management must ensure all necessary record-
keeping requirements of the Act are being implemented for all County agencies and departments.
The Occupational Safety and Health Act of 1970 and Part 1904 of Title 29 (Code of Federal
Regulations) as adopted by the Industrial Commission of the State of Arizona, requires recording
and reporting occupational injuries and illnesses in accordance with "Record Keeping Guidelines for
Occupational Injuries and Illnesses."
Annually, specific data is required to be reported to the Division of Occupational Safety and Health
and the Industrial Commission of the State of Arizona on specified forms. Risk Management will be
the focal point for gathering this information from selected work units.
Risk Management will provide training on record-keeping requirements and procedures upon
request.
C. Definitions
1. Physical location (establishment): a single physical location where business is conducted or where
services or industrial operations are performed.
2. Injury of illness: an injury or illness is considered work related if it results from an event or exposure
in the work environment arising out of and within the scope and course of employment.
3. Recordable injury or illness: all work-related fatalities; all recognized or diagnosed work-related
illnesses; or all work-related injuries requiring medical treatment or involving loss of consciousness,
restriction of work or motion, or transfer to another job. First aid treatment (one-time treatment and
subsequent observation of minor injuries) should not be recorded.
D. Authority and Responsibility
Agencies and departments are responsible for keeping accurate and truthful records of employee
work-related injuries and illness.
E. Procedures
1. Elected officials and department directors shall develop internal reporting procedures and appoint a
responsible person(s) to receive copies of reports of injuries or illnesses (ICA101) under the
conditions illustrated by Chart 1. Generally, it is recommended that section, division, or
agency/department payroll personnel be utilized to maintain necessary records. OSHA No. 200 and
supplemental records are required to be filed and maintained for 5 years following the current year.
2. The following injury and illness records must be kept for every physical location (establishment)
where operations are performed (usually where the employee reports to work):

Maricopa County Subject: OSHA Record Keeping Number: A2219
Policies and Procedures Requirements Issue Date: 11/91
RESCINDED: 5/20/2015
$ Log and Summary of Occupational Injuries and Illnesses, OSHA No. 200 and the
Supplementary record (see Chart 2)
$ Employer’s Report of Industrial Injury (ICA101, see Chart 3).
3. The designated person(s) will be responsible for maintaining OSHA No. 200 per instructions
contained in the publication "Recordkeeping Guidelines for Occupational Injuries and Illnesses"
available from Risk Management.
4. Supervisors within each respective department will be responsible for informing the "responsible
person(s)" when:
$ An employee is injured and loses work time.
$ An employee is placed on restrictive duty.
$ An employees is transferred to another job or position temporarily or permanently. Supervisors then
proceed to inform the "responsible person(s)" when the employee returns to work
or full duty.
5. Upon request, the Risk Management Loss Control Manager, will provide technical and staff
assistance to each department. To arrange training on appropriate record-keeping procedures for
OSHA Record-Keeping Requirements, call Risk Management at 506-7179. Risk Management will
also maintain a supply of forms and publications which will be provided to departments upon request.
6. Annually, the "responsible person(s)" will complete the current OSHA form No. 200 (per instructions
contained on the reverse side of OSHA No. 200) and post a copy on the official department bulletin
board from February 1 thru March 1 of each year. The original form(s) shall be filed for five
consecutive years following the year of record (ie. if the current year is 1991, records would be
destroyed in 1997).
Revision History
Version Revision Date Description of Revision
1 Nov 1991 Initial version
2 20 May 2015 Rescinded by … (C number here)

Maricopa County Subject: OSHA Record Keeping Number: A2219
Policies and Procedures Requirements Issue Date: 11/91
RESCINDED: 5/20/2015
If a case
Does not
result
from a
work
Results from a work accident or from an accident
exposure in the work environment and is: or from
an
exposure
in the
work
environ-
ment
An injury
A death An illness which
involves
Medical Loss of Restric- Trans-
treatment con- tion of fer to None of
these
(not scious- work another
first aid) ness or motion job
Then case is
not to be
recorded
Then case
must be
recorded
Chart 1. Guide to Recordability of Cases under the Occupational Safety and Health Act.
Note: A case must involve a death,
or an illness, or an injury to an employee.