Staying compliant with OSHA regulations is one of the most important responsibilities U.S. employers have. This guide covers everything you need to know: what OSHA is and what it requires, how injury and illness recordkeeping works, which training programs apply to your workforce, how to identify and control workplace hazards, and which OSHA standards are most frequently violated.

All information reflects current OSHA requirements as of 2026.

Summary

OSHA is the federal agency that sets and enforces U.S. workplace safety standards. Most employers with 10+ employees must track injuries using the OSHA 300 Log, 301, and 300A forms – with the 300A posted annually from February 1–April 30. All employers must report fatalities within 8 hours.

OSHA 10 and OSHA 30 are awareness training courses, not formal certifications – completion cards don’t expire federally, although some states require renewal every five years. Neither replaces hazard-specific training.

Fall protection has topped the most-cited violations list for 15 years running. Maximum penalties reach $165,514 per willful violation.

What Is OSHA?

OSHA stands for the Occupational Safety and Health Administration. It is the federal agency under the U.S. Department of Labor responsible for setting and enforcing workplace safety and health standards across the United States.

OSHA’s mission is to ensure safe and healthful working conditions for U.S. workers by issuing enforceable standards, conducting inspections, and providing compliance assistance and training. Since OSHA was founded, workplace fatality rates in the United States have fallen by more than 60 percent.

OSHA was established under the Occupational Safety and Health Act of 1970, signed into law on December 29, 1970. The agency officially began operations on April 28, 1971, a date now recognized annually as Workers’ Memorial Day.

OSHA covers most private-sector employers and their workers. Federal employees are covered directly; state and local government workers are covered only in states that have adopted OSHA-approved State Plans. There are currently 22 states with plans covering both public and private sector workers.

It’s worth noting that OSHA does not cover everyone. Self-employed individuals with no employees, immediate family members of farming employers, and workers in industries regulated by other federal agencies, such as mining (covered by MSHA) or aviation (covered by the FAA), fall outside OSHA’s jurisdiction.

OSHA vs. EPA: What Is the Difference?

OSHA regulates workplace safety and health, protecting workers from job-related hazards inside the workplace. The EPA (Environmental Protection Agency) regulates environmental protection. This means managing pollution, chemical releases into the environment, and risks to public health outside the workplace.

The two agencies sometimes overlap on chemical hazards, but their mandates are distinct: OSHA citations affect employers; EPA enforcement can affect the organization and the surrounding community.

OSHA recordkeeping requirements

Most U.S. employers with more than 10 employees must document and report work-related injuries and illnesses under 29 CFR Part 1904. Accurate records are both a compliance obligation and a practical tool for identifying hazard patterns and improving safety programs over time.

It’s important to understand that recording a work-related injury or illness is not an admission of wrongdoing. It does not mean an OSHA violation occurred, that the employer was at fault, or that the worker is entitled to workers’ compensation. These are entirely separate determinations.

Who is exempt?

Two categories of employers are partially exempt and do not need to maintain OSHA injury and illness records unless OSHA or the Bureau of Labor Statistics (BLS) directs them to in writing.

Size exemption: If your company had 10 or fewer employees at all times during the previous calendar year, you are not required to keep records. The count is company-wide, not per location. All worker types count (full-time, part-time, temporary, and seasonal). If headcount exceeded 10 at any point during the year, the exemption does not apply for that year.

Low-hazard industry exemption: Employers in certain industries classified by NAICS code are also exempt. Examples include florists, gas stations, banks, full-service restaurants, clothing stores, and dental offices. The list has been revised over the years, so check your current status here.

An exemption from recordkeeping is not an exemption from OSHA itself. All covered employers, regardless of size or industry, must still provide a safe workplace, comply with applicable OSHA standards, and ensure their employees are properly trained.

What all employers must still report

Every U.S. employer (regardless of size, industry, or exemption status) must report the following incidents directly to OSHA:

The three OSHA recordkeeping forms

Covered employers must maintain three forms. All records must be kept for five years and made available to current and former employees, their representatives, and OSHA upon request.

What makes an incident recordable?

A work-related injury or illness must be recorded if it meets all three of the following criteria:

• It is a new case
• It is work-related
• It meets at least one severity criterion

Severity criteria include:

• Death
• Loss of consciousness
• Days away from work
• Restricted work activity or job transfer
• Medical treatment beyond first aid
• A significant diagnosis from a physician or licensed healthcare provider, such as cancer, a fractured bone, or a punctured eardrum

Medical treatment beyond first aid includes prescription medication, stitches or staples, casts, physical therapy, and chiropractic treatment. First aid treatments such as bandaging, non-prescription medication, ice packs, and non-rigid supports do not make a case recordable.

An injury or illness is work-related if it was caused, contributed to, or significantly aggravated by events or exposures in the work environment. OSHA excludes nine specific situations, including the common cold or flu, injuries during voluntary recreational activities, and personal tasks performed outside assigned working hours. Mental illness is only recordable if the employee voluntarily provides a written opinion from a qualified licensed healthcare professional stating it is work-related.

Electronic submission (ITA)

Some establishments must submit injury and illness data electronically each year through OSHA’s Injury Tracking Application (ITA) at osha.gov/injuryreporting. The annual deadline is March 2. Requirements are assessed per establishment, not company-wide.

To confirm whether your establishment is required to submit electronically, use OSHA’s ITA Coverage Application here. If you operate in a state with an OSHA-approved State Plan, check your state’s specific requirements as these may differ from federal OSHA.

OSHA uses electronically submitted data to inform its inspection targeting. Through the Site-Specific Targeting (SST) program, establishments with elevated injury and illness rates are more likely to be selected for a programmed inspection. Maintaining accurate, complete records is the most straightforward way to manage that risk.

OSHA training: OSHA 10, OSHA 30, and certification

OSHA training is one of the most searched workplace safety topics in the U.S. Understanding what different programs cover (and what they do not) is essential for building a compliant safety program.

OSHA 10 and OSHA 30: the Outreach Training Program

OSHA 10 and OSHA 30 are part of OSHA’s Outreach Training Program, administered through the U.S. Department of Labor. They are awareness-based courses that teach workers and supervisors how to recognize, avoid, and prevent common workplace hazards. The numbers refer to training hours: OSHA 10 is 10 hours; OSHA 30 is 30 hours.

Both courses are available in two industry tracks: Construction (29 CFR 1926) and General Industry (29 CFR 1910). Workers should take the version that matches the work they actually perform. Upon completion, students receive a DOL course completion card. This is not a professional license or certification, despite the common use of that word.

Does OSHA certification expire?

Under federal OSHA rules, OSHA 10 and OSHA 30 course completion cards do not expire. However, some states (including New York, Nevada, and Massachusetts) and some project owners or unions impose renewal requirements, typically every five years. Always check state and project requirements before assuming a card is still current.

What OSHA 10 and 30 do not cover

OSHA explicitly states that Outreach Training does not satisfy mandatory hazard-specific training requirements. A worker who completes OSHA 10 or OSHA 30 still needs separate training for any standard-specific hazard they face, including lockout/tagout, confined space entry, fall protection, hazard communication, and forklift operation. OSHA 10 and 30 build general awareness. They are a foundation, not a substitute for required training.

Other OSHA training courses

Several other OSHA course numbers appear frequently in job postings and safety literature:

• OSHA 40 / HAZWOPER (29 CFR 1910.120): A 40-hour course required for workers involved in hazardous waste operations and emergency response. An annual 8-hour refresher is required after initial training to maintain compliance.
• OSHA 500 Trainer Course in Occupational Safety and Health Standards for the Construction Industry: Qualifies individuals to become authorized OSHA Outreach trainers who can deliver OSHA 10 and 30 courses and issue DOL cards to students. Prerequisites: completion of OSHA 510 within the last seven years and five years of construction safety experience. Authorization lasts four years and must be renewed by completing OSHA course 502.
• OSHA 510 Occupational Safety and Health Standards for the Construction Industry: An in-depth course covering OSHA construction standards. Required as a prerequisite for OSHA 500.

OSHA toolbox talks

Toolbox talks are short, focused safety discussions (typically 5 to 15 minutes) held on the job site before a shift or task begins. OSHA does not mandate toolbox talks by name, but they are widely used to meet ongoing health and safety compliance training and hazard communication obligations under OSHA standards, and are considered a best practice for maintaining day-to-day safety awareness. Talks should be documented with a sign-in sheet.

Identifying and assessing workplace hazards

Hazard identification and assessment are the foundation of any effective OSHA safety program. A hazard is anything with the potential to cause harm. Risk is the likelihood of harm occurring, combined with the severity of that harm and the number of workers affected. OSHA’s guidance frames this as a continuous process, not a one-time task.

Types of workplace hazards

Workplace hazards fall into six categories that every safety program should address:

• Safety hazards: Risks from equipment, tools, or physical conditions that can directly cause injury, including slips, trips and falls, unguarded machinery, electrical hazards, and fire. The most frequently cited category in OSHA inspections.
• Chemical hazards: Exposure to solvents, dusts, fumes, gases, and flammable liquids. Governed by OSHA’s Hazard Communication Standard (HazCom). Safety Data Sheets (SDS) are required for all hazardous chemicals. OSHA’s 2024 HazCom update aligns U.S. requirements with GHS Revision 7.
• Physical hazards: Environmental factors including noise, vibration, radiation, extreme temperatures, and poor air quality.
• Biological hazards: Bacteria, viruses, mold, blood, and other biological agents. Most relevant in healthcare, agriculture, food service, and outdoor environments.
• Ergonomic hazards: Repetitive motion, heavy lifting, awkward postures, and poor workstation design. These are conditions that strain the body over time.
• Workload and psychosocial hazards: Excessive workloads, fatigue, workplace violence risk, and psychological stress. Often overlooked but can contribute directly to incidents and recordable injuries.

OSHA’s 6-Step hazard identification framework

OSHA’s safety management guidance identifies six action items for finding and assessing hazards:

Key OSHA standards and requirements

The following standards consistently appear in OSHA’s annual top 10 most cited list and cover the hazards most likely to affect U.S. employers across industries.

Fall protection

Falls are the leading cause of fatalities in construction and a top hazard across other industries. OSHA’s fall protection requirements differ by sector:

Acceptable fall protection systems include guardrail systems, safety nets, and personal fall arrest systems (PFAS). Fall protection has topped OSHA’s most cited standards list for 15 consecutive years.

Ladder safety

Ladders consistently rank among OSHA’s most cited standards, with 29 CFR 1926.1053 governing construction and 29 CFR 1910.23 covering general industry. The most frequently cited rule is the requirement that portable ladder side rails extend at least three feet above the upper landing surface when used to access an elevated level.

Other key requirements:

• Ladders must be inspected before each shift and removed from service if damaged
• Ladders must be placed on stable, level surfaces and secured on slippery surfaces
• Workers must face the ladder and maintain at least one hand on it while climbing
• Ladders must never be loaded beyond their maximum rated capacity
• Fixed ladders exceeding 24 feet require fall protection in the form of a personal fall arrest system or ladder safety device
• Defective ladders must be taken out of service immediately and tagged “Do Not Use” before any repairs are made

Hazard communication (HazCom)

29 CFR 1910.1200, the OSHA Hazard Communication Standard, requires employers to identify chemical hazards and communicate that information to workers. There are three core components that help protect your workers around chemicals:

• Written HazCom program: A documented plan covering your chemical inventory, SDS management, labeling approach, and employee training
• Safety Data Sheets (SDS): Required for every hazardous chemical in the workplace, in the 16-section GHS format, and must be accessible to workers during all shifts
• GHS-compliant labels: All hazardous chemical containers must display the product identifier, signal word, hazard statements, precautionary statements, and pictograms

Lockout/tagout (control of hazardous energy)

29 CFR 1910.147 applies when employees service or maintain equipment that could unexpectedly energize or release stored energy. Core requirements: a written energy control program; equipment-specific procedures; training for authorized and affected employees; and annual periodic inspections of each energy control procedure.

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OSHA’s most cited standards and penalty amounts

OSHA publishes its list of most frequently cited standards annually to alert employers to the areas where violations are most common. The list below reflects the most recently published data (FY 2025, covering October 1, 2024 through September 30, 2025). Fall protection has topped the list for 15 consecutive years.

OSHA penalty amounts are reviewed and adjusted each January. As of January 2025, the maximum penalties are $16,550 per serious violation, $165,514 per willful or repeated violation, and $16,550 per day for failure to abate a cited hazard.

OSHA compliance software: how EcoOnline helps U.S. employers meet OSHA requirements

Meeting OSHA requirements across recordkeeping, hazard identification, incident reporting, and inspections involve significant admin workload and manual processes. This makes it easy for things to slip through the cracks. EcoOnline’s EHS software is purpose-built for North American OSHA compliance and alignment, giving safety teams the tools to manage it all in one place.

OSHA 300 logs are populated automatically as incidents are reported from the field, corrective actions from inspections are assigned and tracked through to completion, and all records are centralized and searchable so that audit preparation takes minutes rather than days. Real-time dashboards give safety leaders visibility across all sites, making it easier to spot risk trends before they become recordable incidents.

When your compliance software has OSHA alignment, it becomes easier to run and document OSHA toolbox talks and safety meetings. Attendance, participation, and action items are all tracked digitally and linked back to each employee’s profile, so you always have a complete record of who was trained on what and when. Meeting data can be reported over time, helping safety leaders identify recurring themes and address gaps before they lead to incidents. This is where the true impact of safety ROI compounds.

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