BOP Program Statement 1614.01 § 38

The Occupational Safety and Health Department is responsible for maintaining the following

documentation for work-related recordable injuries:

 OSHA’s Form 300, Log of Work-Related Injuries and Illnesses

 OSHA’s Form 300A, Summary of Work-Related Injuries and Illnesses

 OSHA’s Form 301, Injury and Illness Incident Report

A recordable injury or illness is defined as any injury or illness resulting in death, days away

from work, restricted work or transfer to another job, medical treatment beyond first aid, or loss

of consciousness.

All work-related needlestick injuries and cuts from sharp objects that are contaminated with

another person's blood or other potentially infectious material, as defined by 29 CFR 1910.1030,

must be recorded. The case must be entered on the OSHA 300 Log as an injury. To protect the

employee's privacy, the employee's name may not be entered on the OSHA 300 Log. See the

requirements for privacy cases in paragraphs 1904.29(b)(6) through 1904.29(b)(9).

OSHA’s recordable injury definition and recording requirements should not be confused with

Federal Employee Compensation Act definition and entitlement. See the Program Statements

Workers’ Compensation Program and Occupational Health. Additionally, see Program

Statement Management of Staff Exposure to Bloodborne Pathogens for specific clinical

management.

a. OSHA’s Form 300, Log of Work-Related Injuries and Illnesses. Used to chronologically

record reportable work-related injuries during the calendar year. The agency is required to log

injury entries on the OSHA’s Form 300 (OSHA 300) within seven calendar days of receiving

information that a recordable injury or illness has occurred. It is not administratively acceptable

to keep separate OSHA 300 logs for staff and inmate workers.

The individual completing the OSHA 300 must provide a complete injury description. Lost work

days, or work days with a job transfer or restriction, must be recorded up to 180 calendar days.

The OSHA 300 is a living document; information on the log must be updated during the five-year retention period.

1614.01 6/22/2026 PROPERTY OF US GOVERNMENT 37

The following injuries and illnesses are considered privacy concern cases; the employee’s name

may not be placed on the OSHA 300:

 An injury or illness to an intimate body part or the reproductive system

 An injury or illness resulting from a sexual assault

 Mental illnesses

 HIV infection, hepatitis, or tuberculosis

 Needlestick injuries and cuts from sharp objects that are contaminated with another

person’s blood or other potentially infectious material

 Other illnesses if the employee voluntarily requests their name not be entered on the log

In such cases, enter “privacy case” followed by a case number in the space normally used for the

employee’s name on the OSHA 300 log. A second log should be kept that coordinates the privacy

case number with an injured staff member’s name in such cases.

b. OSHA’s Form 300A, Summary of Work-Related Injuries and Illnesses. Must be

completed by the Occupational Safety and Health Department at the end of the calendar year.

The completed form must be signed by the Warden or CEO and posted on a staff bulletin board

and an inmate bulletin board beginning February 1 through April 30 for the preceding calendar

year. The posting location must be in a conspicuous place where notices to staff are customarily

posted. The OSHA’s Form 300As are not required to be updated after the form is completed and

signed.

c. OSHA’s Form 301, Injury and Illness Incident Report. Must be completed for all

recordable cases logged on the OSHA 300 form. The Occupational Safety and Health

Department is responsible for reviewing completed OSHA’s Form 301s for accuracy and

maintaining forms with injury recordkeeping or compensation records.

d. Record Submission to OSHA. Records must be submitted to OSHA in accordance with the

provisions of 29 CFR Parts 1960 and 1904.

e. Record Retention. OSHA recordkeeping documentation must be retained for a minimum of

five years.