Workplace Safety: OSHA Basics for Employers
An overview of OSHA requirements, employer responsibilities, and practical steps to maintain a safe workplace.
OSHA Overview
The Occupational Safety and Health Administration (OSHA) sets and enforces workplace safety standards. While most private-sector employers are covered by OSHA or an OSHA-approved state program, there are exemptions for specific low-risk industries.
General Duty Clause
Even without a specific standard, employers have a general duty to provide a workplace "free from recognized hazards that are causing or are likely to cause death or serious physical harm." This broad obligation means you cannot rely solely on specific OSHA standards.
Core Employer Responsibilities
- Provide a safe and healthful workplace
- Comply with all applicable OSHA standards
- Ensure employees have and use safe tools and equipment
- Establish and maintain operating procedures and communicate them to employees
- Provide safety training in a language and vocabulary employees can understand
- Post OSHA citations, injury and illness data, and the OSHA poster in the workplace
Record-Keeping Requirements
Most employers with more than 10 employees must maintain records of work-related injuries and illnesses using:
- OSHA Form 300: Log of Work-Related Injuries and Illnesses
- OSHA Form 300A: Summary of Work-Related Injuries and Illnesses (must be posted annually from February 1 through April 30)
- OSHA Form 301: Injury and Illness Incident Report
Handling OSHA Inspections
- The compliance officer will present credentials - verify them
- You may request a warrant before allowing the inspection, but this is not common practice and may not always be advisable. Employers should consult legal counsel to understand the implications.
- Designate a company representative to accompany the inspector
- Take notes and photographs during the inspection
- Do not volunteer information beyond what is asked
- Review any citations carefully and understand your rights to contest
Building a Safety Program
A basic safety program should include:
- Management commitment and employee involvement
- Worksite analysis to identify hazards
- Hazard prevention and control measures
- Safety and health training
- Regular program evaluation
Reducing Workers' Compensation Costs
A strong safety program may directly impact your workers' compensation costs. Fewer injuries can lead to fewer claims, potentially lower experience modification rates, and reduced insurance premiums.