OSHA Compliance Software That Keeps Your 300 Log Audit-Ready
Record injuries and illnesses once, from the field or the office, and let EHS Insight build your OSHA 300, 300A and 301 forms as you go. When February 1 and March 2 arrive, your summary is already done.
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| Case | Employee | Injury | G | H | I | J | Days |
|---|---|---|---|---|---|---|---|
| 26-014 | J. Ortiz | Laceration, sutures | X | 0 | |||
| 26-015 | R. Adams | Wrist sprain | X | 12 | |||
| 26-016 | Privacy case | Needlestick | X | 0 | |||
| 26-017 | M. Chen | Back strain | X | 9 |
What Is OSHA Compliance Software?
OSHA compliance software is a system that helps employers meet the U.S. Occupational Safety and Health Administration's recordkeeping and reporting rules under 29 CFR Part 1904. It captures work-related injuries and illnesses, applies OSHA's recording criteria, maintains the OSHA 300 Log, 300A Summary and 301 Incident Reports, and prepares the data covered employers submit through OSHA's Injury Tracking Application (ITA).
You may also hear it called OSHA recordkeeping software, OSHA 300 log software, OSHA reporting software or OSHA injury tracking software. The job is the same: turn an injury report into an accurate, classified record without retyping it into a spreadsheet or a PDF form.
Mature safety programs go further than the forms. When incident reports, investigations, corrective actions, training records and inspections live in the same system as your OSHA log, your recordkeeping becomes a tool for preventing the next injury, not only a document you post in February.
Who Must Keep OSHA Injury and Illness Records?
Most employers covered by the OSH Act must keep OSHA injury and illness records. There are two main exemptions from routine recordkeeping:
- Size: companies with 10 or fewer employees at all times during the previous calendar year.
- Industry: establishments in certain lower-hazard industries listed in Appendix A to Subpart B of Part 1904, such as many retail, finance and professional services classifications.
Partially exempt does not mean fully exempt. Every employer must still report fatalities and severe injuries to OSHA, and must keep records if OSHA or the Bureau of Labor Statistics asks in writing.
Recordkeeping is tracked by establishment, meaning a single physical location. A company with six plants keeps six separate 300 Logs, which is where spreadsheets usually start to break down.
OSHA 300, 300A and 301 Forms Explained
OSHA recordkeeping runs on three forms that work together. Each recordable case starts with a 301, appears as one line on the 300 Log and rolls up into the 300A at year end.
| Form | What It Is | When You Use It | Who Sees It |
|---|---|---|---|
| Form 300Log of Work-Related Injuries and Illnesses | One line per recordable case, classified by outcome (death, days away, job transfer or restriction, other recordable) and by type | Within 7 calendar days of learning about a recordable case, and updated as the case changes | Kept at the establishment; employees and their representatives may request access |
| Form 300ASummary of Work-Related Injuries and Illnesses | Annual totals from the 300 Log, plus average employees and total hours worked | Certified by a company executive, then posted February 1 through April 30 | Posted where notices to employees are usually posted; submitted to OSHA if your establishment is covered |
| Form 301Injury and Illness Incident Report | Detailed account of a single case: what happened, how, the object or substance involved and the treatment | Within 7 calendar days, for every case entered on the 300 Log | Kept on file; submitted to OSHA by establishments with 100 or more employees in designated industries |
Privacy concern cases. For injuries to an intimate body part, sexual assault, mental illness, HIV, hepatitis, tuberculosis, needlestick or sharps injuries from contaminated objects, and cases the employee asks to keep private, write "privacy case" in place of the employee's name and keep a separate confidential list.
What Makes an Injury OSHA Recordable?
A case is recordable when it is work-related, is a new case and meets at least one of OSHA's general recording criteria. The column it lands in on the 300 Log depends on the outcome, and when more than one applies, you use the more severe one.
Death from a work-related injury or illness
Days away from work, counted in calendar days, capped at 180
Restricted work or job transfer beyond the day of injury
Medical treatment beyond first aid, such as sutures or prescription medication
Loss of consciousness, however brief
Significant injury or illness diagnosed by a physician or licensed health care professional, such as a fracture, cancer or punctured eardrum
First aid alone does not make a case recordable. OSHA's first aid list is specific: nonprescription medication at nonprescription strength, bandages and butterfly closures, hot or cold therapy, non-rigid supports, eye flushing and removing splinters by simple means, among a few others. Everything outside that list is medical treatment.
Classification errors are a frequent source of inaccurate logs. A guided recordability workflow asks the same questions every time, so a supervisor at a remote site and your corporate EHS manager reach the same answer.
OSHA Recordkeeping Deadlines
- Within 8 hoursReport any work-related fatality to OSHA.
- Within 24 hoursReport any work-related in-patient hospitalization, amputation or loss of an eye.
- Within 7 calendar daysEnter each recordable case on the 300 Log and complete a 301 Incident Report.
- By end of next business dayGive a current or former employee, or their representative, a copy of the 300 Log when they ask.
- February 1 to April 30Post the certified 300A Summary for the prior year at each establishment.
- March 2Submit required prior-year data to OSHA through the Injury Tracking Application.
- 5 yearsKeep the 300, 300A, 301 and privacy case list for five years after the end of the calendar year they cover, updating the 300 Log as cases change.
OSHA Electronic Reporting and the Injury Tracking Application
Since January 1, 2024, three groups of establishments must submit injury and illness data electronically through OSHA's Injury Tracking Application each year by March 2. Coverage is set by the size and industry (NAICS code) of each establishment, not the whole company.
| Establishment Size | Industry | What You Submit |
|---|---|---|
| 20 to 249 employees | Designated industries in Appendix A to Subpart E | Form 300A |
| 250 or more employees | Any industry required to keep OSHA records | Form 300A |
| 100 or more employees | Designated high-hazard industries in Appendix B to Subpart E, including many construction, manufacturing and transportation codes | Forms 300A, 300 and 301 |
Covered establishments must also include their legal company name and Employer Identification Number (EIN). OSHA does not accept mailed or emailed forms, and submitting late is still required if you missed the deadline. OSHA's ITA coverage tool confirms which group, if any, applies to each of your sites.
State plan states follow the same submission requirements, and some states add their own reporting rules. Check your state plan before your first filing.
How to Calculate TRIR and DART Rate
Your 300 Log feeds the two incident rates customers, insurers and OSHA look at first. Both use 200,000 hours, which equals 100 full-time employees working 40 hours a week for 50 weeks.
- Total Recordable Incident Rate (TRIR) = (columns G + H + I + J) × 200,000 ÷ total hours worked
- Days Away, Restricted or Transferred (DART) rate = (columns H + I) × 200,000 ÷ total hours worked
Example values shown. Enter your own totals to calculate your rates. For a deeper walkthrough, read How to Calculate TRIR or use the Incident and Injury Calculator.
OSHA Recordkeeping Mistakes to Avoid
- Recording first aid as medical treatment
Or the reverse. Both distort your log and your TRIR.
- Counting work days instead of calendar days
Days away and restricted days include weekends and holidays.
- Missing the 7-day window
Paper reports that sit in a supervisor's truck are late by the time they reach the office.
- Posting an uncertified 300A
A company executive must certify the summary before it goes on the wall.
- One log for many sites
Each establishment needs its own 300 Log and 300A.
- Not updating closed cases
If a case gets worse or reclassifies, the 300 Log must change during the five-year retention period.
How EHS Insight Simplifies OSHA Compliance
EHS Insight connects every OSHA obligation above to the workflow that produces it, so compliance is a byproduct of how your team already reports and investigates incidents.
Spend Less Time on Year-End Paperwork
Every recordable incident generates its OSHA 300 entry and 301 report automatically, and the 300A totals update with each case. Print or export the forms when you need them.
Explore Incident ManagementRecord Cases Within 7 Days, From Anywhere
Supervisors report injuries on iOS or Android at the scene, even offline, with photos attached. Reports sync when the device reconnects.
Explore the Mobile AppGet Ready for March 2 Without a Scramble
Keep each establishment's log, employee counts and hours worked in one place, so the data you need for ITA submission is ready per site.
Explore Compliance ManagementPrevent the Next Recordable
Investigate with built-in root cause tools, then assign corrective actions with owners, due dates and reminders until they are verified and closed.
Explore Safety Management SoftwareSee Rates Across Every Site
Dashboards show TRIR, DART and injury trends by site, department and injury type, so you can focus resources where risk is concentrated.
Explore AI for EHSConnect Injuries to Claims and Training
Link cases to workers' compensation claims and to the training records that show who was qualified for the task.
Explore Claims ManagementOSHA 300 Log Spreadsheets vs. OSHA Recordkeeping Software
| Task | Spreadsheet or PDF Forms | EHS Insight |
|---|---|---|
| Capturing the injury | Paper report retyped days later | Mobile report from the scene, online or offline |
| Recordability decision | Depends on who fills in the row | Consistent forms and workflow for every site |
| 300 and 301 entries | Entered twice, by hand | Generated from the incident record |
| 300A totals | Summed manually each January | Updated as each case is recorded |
| Multiple establishments | One file per site, emailed around | One system with a log for each establishment |
| Corrective actions | Tracked somewhere else, if at all | Linked to the case with owners and due dates |
“With employees spread out across the country, this program has made it easy to not only collect but share information in real time. The app and offline capability even allow our remote employees to stay compliant.”
How to Choose OSHA Compliance Software
- Generates all three OSHA forms
300, 300A and 301 from one incident record, with privacy case handling.
- Supports multiple establishments
Separate logs, headcounts and hours for every site you operate.
- Works in the field, offline
The 7-day clock starts when you learn about the case, not when someone gets back to Wi-Fi.
- Calculates TRIR and DART
Rates by site and period without exporting to a spreadsheet.
- Goes beyond the forms
Investigations, corrective actions, inspections and training in the same platform.
- Fits your other regulators
Track MSHA, Canadian WCB and UK RIDDOR requirements alongside OSHA if you operate there.
- Has predictable pricing
Ask whether new forms and reports are included or billed on top. See EHS Insight pricing.
- Comes with real implementation support
Review the implementation process before you sign.
Frequently Asked Questions About OSHA Recordkeeping Software
What is an OSHA 300 log?
The OSHA 300 Log of Work-Related Injuries and Illnesses is the running record of every recordable case at an establishment during the calendar year. Each line identifies the employee (or "privacy case"), describes the injury or illness, and classifies its outcome as death, days away from work, job transfer or restriction, or other recordable case.
When are OSHA 300 logs due?
Cases must be entered within 7 calendar days of learning about them. The 300A Summary for the prior year must be certified and posted from February 1 through April 30. Covered establishments must submit their data electronically through OSHA's Injury Tracking Application by March 2 each year.
Do I have to submit my OSHA 300 log electronically?
Only if your establishment is covered under 29 CFR 1904.41. Establishments with 20 to 249 employees in Appendix A industries and those with 250 or more employees in any recordkeeping industry submit the 300A. Establishments with 100 or more employees in Appendix B high-hazard industries also submit 300 and 301 data. OSHA's ITA coverage tool confirms your status.
Who is exempt from OSHA recordkeeping?
Employers with 10 or fewer employees at all times during the previous calendar year, and establishments in certain lower-hazard industries, are partially exempt from routine recordkeeping. They must still report fatalities, in-patient hospitalizations, amputations and losses of an eye, and must keep records if OSHA or the Bureau of Labor Statistics asks in writing.
What is the difference between first aid and medical treatment?
OSHA defines first aid as a specific list of treatments, such as nonprescription medication at nonprescription strength, bandages, hot or cold therapy and simple splinter removal. Any treatment outside that list, such as sutures, prescription medication or rigid immobilization, is medical treatment and makes the case recordable.
How long do I need to keep OSHA 300 records?
Keep the 300 Log, 300A Summary, 301 Incident Reports and privacy case list for five years following the end of the calendar year they cover. During that time, you must update the 300 Log if a case's outcome changes.
Can OSHA compliance software fill out the 300, 300A and 301 forms for me?
Yes. In EHS Insight, recording an incident creates the 300 Log entry and 301 report from the same data, and the 300A totals update automatically. You can print the forms for posting or export them for your records and ITA submission.
Does EHS Insight work offline?
Yes. The EHS Insight mobile app for iOS and Android lets workers report incidents and complete inspections without a connection, then syncs when they reconnect.
How much does OSHA compliance software cost?
Cost depends on the modules you need, the number of sites and users, and implementation support. EHS Insight provides custom pricing. Request a custom quote or visit the pricing page.
Is there a free trial?
Yes. EHS Insight offers a 14-day free trial with full access to all features, so you can test OSHA recordkeeping with your own incidents before you commit.
OSHA Compliance Resources
Regulatory sources: OSHA Injury and Illness Recordkeeping, 29 CFR Part 1904, OSHA Injury Tracking Application. This page summarizes federal OSHA requirements as of October 2026 and is not legal advice.
Make Next February 1 a Non-Event
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