708 OSHA Recordkeeping Basics

Glossary

Use the keyboard function: "Ctrl F" to search for terms in this glossary

A

• Accepted Claim. A workers' compensation claim that has been approved by the employer's insurance carrier, confirming that the injury or illness is work-related and eligible for benefits.
• Accommodation for Return to Work. Modifications or adjustments to a job or work environment provided to enable an injured or ill employee to resume work duties without compromising their health or safety.
• Accident Investigation. The process of analyzing workplace incidents to determine their causes and identify preventive measures to avoid future occurrences.
• Actuarial Review. A detailed analysis conducted by an actuary to assess the financial impact of workers' compensation claims on an employer's insurance program, including future liabilities.
• Adjusted Incident Rate (AIR). A calculation used to compare the frequency of workplace injuries and illnesses while accounting for differences in workforce size and hours worked, ensuring fair comparisons across industries or organizations.
• Adjudication. The legal process through which a workers' compensation claim is resolved, often involving the determination of benefits owed to an injured employee.
• Aggregate Claims Data. A summary of all workers' compensation claims within an organization, used for analyzing trends and improving workplace safety.
• Aggregate Severity Rate. A calculation used to measure the overall seriousness of workplace injuries, based on the total number of lost workdays or restricted days relative to hours worked.
• Alternative Duty Program. A workplace initiative that allows injured employees to return to work in a modified or light-duty role while they recover, minimizing lost time and maintaining productivity.
• American National Standards Institute (ANSI). A private organization that establishes voluntary safety and health standards, often referenced in workplace safety programs and OSHA regulations.
• Annual OSHA Reporting. A requirement for employers to summarize and submit workplace injury and illness data annually, including the OSHA Form 300A, to comply with federal safety regulations.
• Annual Summary (OSHA Form 300A). A summary of work-related injuries and illnesses that employers must complete and post in a visible location each year, summarizing the previous year's OSHA Form 300 logs.
• Appeals Process. The formal procedure by which employees, employers, or insurers challenge decisions regarding workers' compensation claims, such as benefit denials or settlement amounts.
• Apportionment. The division of liability for a workers' compensation injury between multiple parties or pre-existing conditions, often impacting benefit calculations.
• Arising Out of and In the Course of Employment (AOE/COE). A legal standard used to determine whether an injury or illness is covered under workers' compensation, requiring both a connection to job duties and occurrence during employment.
• Average Weekly Wage (AWW). The baseline amount used to calculate workers' compensation wage replacement benefits, typically based on the employee's earnings before the injury.

B

• Baseline Hazard Assessment. An initial evaluation of workplace conditions, processes, and equipment to identify potential risks and establish a benchmark for ongoing safety improvements.
• Benefit Calculation. The method used to determine the amount of workers' compensation benefits, typically based on a percentage of the injured employee's average weekly wage.
• Business Establishment. A single physical location where business is conducted or where services or industrial operations are performed, for which separate OSHA records may be required.

C

• Catastrophic Injury. A severe workplace injury that results in permanent disability, long-term medical care, or an inability to perform any gainful employment.
• Certificate of Insurance (COI). A document provided by insurers to verify workers' compensation coverage for an employer, often required by contractors or regulatory agencies.
• Claim Denial. The rejection of a workers' compensation claim by an insurer, often based on insufficient evidence, disputes about work-relatedness, or procedural errors.
• Claim Reserves. Funds set aside by insurers to cover the anticipated costs of a workers' compensation claim, including medical expenses, wage replacement, and legal fees.
• Claims Adjuster. A professional responsible for investigating, evaluating, and managing workers' compensation claims to ensure fair resolution and compliance with legal standards.
• Combination Codes. Industry-specific codes used to classify workplace injuries or illnesses on OSHA forms, facilitating consistent recordkeeping and data analysis.
• Compliance Safety and Health Officer (CSHO). An OSHA official who conducts inspections and enforces workplace safety regulations.
• Concurrent Employment. A situation in which an employee holds multiple jobs, and earnings from all jobs may be considered when calculating workers' compensation benefits.
• Coverage Exclusions. Specific conditions, circumstances, or injuries not covered by a workers' compensation insurance policy, such as self-inflicted injuries or those caused by intoxication.

D

• Death Benefits. Payments provided to the surviving dependents of an employee who dies as a result of a work-related injury or illness, typically covering funeral expenses and lost income.
• Deferred Benefits. Workers' compensation payments that are delayed due to ongoing disputes, appeals, or pending medical evaluations.
• Designated Doctor Examination (DDE). An independent medical evaluation conducted by a doctor designated by the workers' compensation board to assess the extent of an injury or disability.
• Designated Safety Officer (DSO). An individual assigned responsibility for overseeing workplace safety programs, compliance, and reporting within an organization.
• Direct Costs of Injuries. Expenses directly associated with workplace injuries, such as medical treatment, workers' compensation payments, and legal fees.
• DART Rate (Days Away, Restricted, or Transferred Rate). A metric used to assess the rate of workplace injuries and illnesses that result in days away from work, restricted duties, or job transfers, per 100 full-time employees.

E

• Employee Assistance Program (EAP). A work-based intervention program designed to help employees address personal or work-related issues, including those arising from workplace injuries or illnesses.
• Employee Rights under OSHA. The legal protections ensuring that employees can report workplace hazards or injuries without fear of retaliation and request OSHA inspections.
• Ergonomic Injury. A workplace injury resulting from poor ergonomic practices, such as repetitive motion injuries or musculoskeletal disorders caused by improper workstation setup.
• Exclusive Remedy Doctrine. A legal principle stating that workers' compensation benefits are the sole remedy available to injured employees, preventing them from suing their employer for additional damages.
• Exempt Establishments. Certain low-risk industries or small businesses that are partially exempt from OSHA recordkeeping requirements based on size or industry classification.
• Experience Modification Rate (EMR). A numerical factor used to adjust an employer's workers' compensation insurance premiums based on their claims history compared to industry averages.

F

• Field Operations Manual (FOM). A guide used by OSHA inspectors that outlines inspection procedures, policies, and protocols for enforcing workplace safety standards.
• First Aid. Basic medical treatment administered immediately after an injury, such as cleaning wounds, applying bandages, or using non-prescription medications, which does not meet OSHA's definition of recordable medical treatment.
• First Report of Injury (FROI). A document filed by an employer to notify the insurance carrier or workers' compensation board about a workplace injury or illness.
• Fraudulent Claim. A workers' compensation claim filed with false information or intent to deceive for financial or other gain.
• Functional Capacity Evaluation (FCE). A series of tests and assessments performed to determine an injured employee's ability to perform specific work-related tasks and their overall functional capabilities.

G

• General Duty Clause. A key provision of the Occupational Safety and Health Act requiring employers to provide a workplace free from recognized hazards that are likely to cause death or serious harm to employees.
• Gross Negligence. A severe lack of care or willful disregard for safety that can lead to workplace accidents and may have legal implications for workers' compensation claims.

H

• Hazard Communication Standard (HCS). An OSHA regulation requiring employers to inform employees about hazardous chemicals in the workplace through labels, safety data sheets, and training.
• Hazard Assessment. The process of identifying and evaluating potential risks in the workplace to implement safety measures and prevent injuries or illnesses.
• High-Risk Occupations. Jobs or industries with higher-than-average rates of workplace injuries or illnesses, often requiring additional safety measures and workers' compensation coverage.

I

• Impairment Rating. An evaluation, often expressed as a percentage, of the long-term physical or functional loss resulting from a workplace injury.
• Incident Investigation Report. A detailed document prepared following a workplace incident to identify the cause, contributing factors, and preventive measures to avoid future occurrences.
• Independent Contractor Exclusion. A provision that excludes independent contractors from workers' compensation coverage, as they are not considered employees under most state laws.
• Independent Medical Examination (IME). A medical evaluation performed by a neutral physician to assess the validity or extent of a workplace injury or illness, often requested by insurers or employers.
• Industrial Classification Codes. Standardized codes, such as NAICS or SIC codes, used to categorize businesses by industry type for OSHA reporting and workers' compensation purposes.
• Injury and Illness Incident Report (OSHA Form 301). A detailed report about individual workplace injuries and illnesses, providing supplementary information to OSHA Form 300.
• Injury Prevention Program. A proactive approach to workplace safety that focuses on identifying risks, implementing controls, and educating employees to reduce accidents and illnesses.

J

• Job Hazard Analysis (JHA). A method of assessing workplace tasks to identify potential hazards and implement controls to reduce the risk of injury or illness.

K

• Key Performance Indicators (KPIs). Metrics used to evaluate workplace safety performance, such as incident rates, training completion rates, and hazard correction timelines.
• Knowledgeable Person. An individual recognized by OSHA as having the necessary expertise to identify hazards and ensure compliance with safety regulations.

L

• Lagging Indicators. Reactive safety metrics, such as the number of reported injuries or lost workdays, used to evaluate past safety performance.
• Leading Indicators. Proactive safety metrics, such as the number of safety training sessions or hazard assessments completed, used to predict and prevent workplace incidents.
• Log of Work-Related Injuries and Illnesses (OSHA Form 300). A record maintained by employers to document all OSHA-recordable workplace injuries and illnesses within a calendar year.
• Lost Productivity Costs. The economic impact associated with reduced work output due to workplace injuries or illnesses, including downtime and hiring temporary replacements.
• Lost Workday Cases. Incidents where an employee cannot perform their regular work duties due to a workplace injury or illness, resulting in days away from work.

M

• Maximum Medical Improvement (MMI). The point at which an injured worker's condition has stabilized and is unlikely to improve further with additional treatment.
• Medical Mileage Reimbursement. Compensation provided to injured employees for travel expenses incurred when attending medical appointments related to their workers' compensation claim.
• Medical-Only Claim. A workers' compensation claim involving medical treatment expenses but no lost work time beyond the waiting period for wage replacement benefits.

N

• No-Fault System. A fundamental principle of workers' compensation that provides benefits to injured employees regardless of who was at fault for the incident.
• Non-Recordable Incident. A workplace injury or illness that does not meet OSHA's criteria for recording, such as incidents requiring only first aid or minor issues that do not result in lost workdays or restricted duties.

O

• Occupational Disease. A chronic illness or condition caused by prolonged exposure to workplace hazards, such as asbestosis or hearing loss.
• Occupational Exposure Limits (OEL). Regulatory thresholds set for exposure to hazardous substances in the workplace, designed to protect workers' health over a defined time period.
• Occupational Illness. A condition or disorder caused by exposure to environmental factors associated with employment, such as repetitive stress injuries, respiratory conditions, or exposure to toxic substances.
• OSHA Compliance Assistance. Programs and resources offered by OSHA to help employers understand and meet workplace safety and health requirements.
• OSHA Reporting Requirements. Specific rules established by OSHA mandating the reporting of severe injuries, illnesses, or fatalities within certain timeframes, typically 8 hours for fatalities and 24 hours for hospitalizations or amputations.

P

• Partial Exemption. A provision allowing certain employers to forego OSHA injury and illness recordkeeping if they meet criteria such as having 10 or fewer employees or operating in a low-risk industry.
• Permanent Impairment Benefits. Payments made to employees who have sustained lasting physical or mental limitations as a result of a work-related injury or illness.
• Permanent Partial Disability (PPD). A classification for workers who have sustained permanent injuries that partially limit their ability to perform work tasks but do not completely prevent them from working.
• Permanent Total Disability (PTD). A classification for workers who are permanently unable to perform any type of work due to a workplace injury or illness.
• Personal Protective Equipment (PPE). Equipment such as helmets, gloves, goggles, and respirators provided to employees to reduce their exposure to workplace hazards.
• Post-Accident Protocol. Procedures established by employers to address workplace incidents, including reporting, investigating, and implementing corrective actions.
• Post-Incident Drug Testing. Testing conducted on employees involved in workplace incidents to determine whether drugs or alcohol may have contributed to the event.
• Prevention Programs. Initiatives implemented by employers to identify and mitigate workplace hazards, thereby reducing the likelihood of injuries and illnesses.

Q

• Qualified Safety Professional. An individual with the expertise, credentials, and experience to evaluate workplace safety and assist in OSHA compliance and workers' compensation risk management.
• Quality Assurance Program. A systematic approach to ensuring workplace safety processes meet established standards to prevent injuries and illnesses.

R

• Recordable Incident. A workplace injury or illness that meets OSHA criteria for recording on the OSHA Form 300, such as requiring medical treatment beyond first aid or resulting in days away from work.
• Recordkeeping Standard (29 CFR 1904). OSHA's regulations governing the recording and reporting of workplace injuries and illnesses, including criteria for recordability and specific forms required.
• Rehabilitation Benefits. Services provided to injured workers to help them recover and return to work, including physical therapy, vocational training, and counseling.
• Reportable Fatalities. Workplace fatalities that employers are required to report to OSHA within a specific timeframe, usually 8 hours of occurrence.
• Restricted Work Activity. When an employee cannot perform one or more of their routine job functions due to a workplace injury or illness.
• Return-to-Work Coordinator. A designated individual responsible for managing the process of transitioning injured employees back to work, including arranging modified duties and ensuring compliance with medical restrictions.
• Root Cause Analysis (RCA). A systematic method for identifying the underlying reasons for workplace incidents, aiming to implement effective solutions and prevent recurrence.

S

• Safety Data Sheets (SDS). Documents required by OSHA's Hazard Communication Standard, detailing the properties, hazards, and safe handling practices of workplace chemicals.
• Second Injury Fund. A state-managed fund that provides financial support to employers or insurers when an employee with a pre-existing disability suffers a second work-related injury.
• Severe Injury Reporting. An OSHA requirement mandating employers to report fatalities within 8 hours and hospitalizations, amputations, or loss of an eye within 24 hours.
• Settlement Agreement. A formal resolution of a workers' compensation claim, often involving a lump sum payment to the injured employee in exchange for closing the claim.
• State Fund Insurance. A government-operated program that provides workers' compensation coverage to employers who may not obtain insurance through private carriers.
• State Workers' Compensation Boards. Government agencies overseeing workers' compensation claims, ensuring compliance with laws, and resolving disputes between employers and employees.
• Statutory Benefits. Workers' compensation benefits required by state law, including medical treatment, wage replacement, and permanent disability payments.

T

• Temporary Partial Disability (TPD). A classification for workers who are temporarily unable to perform some of their job duties due to a workplace injury but can still work in a limited capacity.
• Temporary Total Disability (TTD). A classification for workers who are temporarily unable to perform any job duties due to a workplace injury or illness but are expected to recover and return to work.
• Threshold Limit Value (TLV). Guidelines established by professional organizations to indicate the level of workplace exposure to a hazardous substance that is considered safe for most workers.
• Transitional Work Program. A structured plan offering temporary modified job duties to injured employees, helping them maintain work engagement while recovering.

U

• Utilization Review (UR). A process in which medical professionals assess the necessity, appropriateness, and quality of medical treatments provided to injured workers under a workers' compensation claim.

V

• Vocational Rehabilitation. Services provided to injured employees to assist them in obtaining new employment if they cannot return to their previous job due to a work-related injury.
• Voluntary Protection Program (VPP). An OSHA initiative recognizing employers and employees who have implemented exceptional workplace safety and health programs.

W

• Waiting Period. A mandatory timeframe between the date of injury and the start of wage replacement benefits, typically lasting a few days, during which the employee does not receive payments.
• Work-Related Musculoskeletal Disorders (WMSDs). Injuries or disorders affecting muscles, nerves, tendons, or joints caused or exacerbated by workplace activities, such as lifting or repetitive motions.
• Work-Relatedness. The criteria used to determine whether an injury or illness is associated with exposure or events in the workplace, making it eligible for OSHA recordkeeping.
• Workplace Accommodation. Adjustments made by employers to support injured employees in returning to work, such as modified schedules, assistive devices, or altered duties.
• Workplace Ergonomics. The study and application of designing work environments and tasks to fit the physical capabilities of employees, reducing injury risks such as musculoskeletal disorders.
• Workplace Hazard. Any condition or activity in a work environment that poses a risk of injury or illness to employees, including physical, chemical, biological, and ergonomic hazards.
• Workplace Safety Audit. A systematic review of workplace practices, policies, and conditions to ensure compliance with safety standards and identify potential hazards.
• Workplace Violence Prevention. Strategies and programs designed to identify and mitigate risks of violence in the workplace, including employee training and security measures.

X

• X-Ray Safety. Workplace protocols designed to minimize employee exposure to radiation from X-ray machines, often required in healthcare and industrial environments.

Y

• Yearly Injury Summary. A summary of all workplace injuries and illnesses recorded on the OSHA Form 300, posted annually for employee review.
• Young Worker Safety. OSHA programs and resources focused on protecting employees under 25 years old, who are statistically more prone to workplace injuries.

Z

• Zero-Incident Goal. A workplace safety objective aimed at achieving no recordable injuries or illnesses through proactive safety measures and continuous improvement.
• Zero-Injury Culture. An organizational mindset and commitment to achieving no workplace injuries or illnesses through proactive safety measures and continuous improvement.
• Zone of Danger. A legal term used in workers' compensation cases to define the area in which an employee must be to qualify for injury coverage, typically limited to the work environment.