Municipalities in NYS are required to maintain certain federal and/or state documents of recordable workplace-related injuries and illnesses.  Recordkeeping is specific to documents and details and serves to notify employers and employees of injury-related workplace hazards.  Three such documents from NYS include logs SH 900 (Log of Work Related Injuries and Illnesses), SH 900.1 (Summary of Work-Related Injuries and Illnesses), and SH 900.2 (Injury and Illness Incident Report).  Each form records specific data related to workplace injuries and illness.  All three above forms must be maintained for a five (5) year period following the end of the calendar year they cover.  The SH 900.1 summary document also must be posted in the workplace from February 1 through April 30 of each year, detailing injuries and illnesses for the previous calendar year. 

PESH requires a separate SH 900 log for each establishment that is expected to be in operation for one year or longer.  PESH defines establishment as a single physical location where services, operations or other activities are performed. When employees do not work at a single physical location, such as construction, transportation, electric, or sanitary services and similar operations, the establishment is represented by a main or branch offices, terminals, stations, etc. that either supervise such activities or are the base from which personnel carry out these activities.

An establishment may include more than one physical location provided:

(1) the employer operates the locations as a single operation under common management

(2) the locations are all located in close proximity to each other

(3)   the employer keeps one set of records for the locations, such as records on the number of employees, their wages and salaries, sales or receipts, and other kinds of business information (for example, one establishment might include the main plant, a warehouse a few blocks away, and an administrative service building across the street)

Some employers may choose to utilize the OSHA 300 logs as long as the information required by the state is included.  These forms include the OSHA 300 (Log of Work-Related Injuries and Illness), 300A (Summary of Work-Related Injuries and Illness) and 301 (Injury and Illness Incident Report).  The 300A summary log must be posted in a visible location, from February 1 through April 30, so employees are aware of the injuries and illnesses occurring in the workplace.  The OSHA 300 log and 300A summary must be maintained for five (5) years following the year in which they pertain.

These PESH and OSHA logs also account for privacy concerns when reporting workplace injuries or illness.  If the case is to be considered a "privacy concern case," the employer may not enter the employee's name on the SH 900 Log. Instead, the employer must enter "privacy case" in the space normally used for the employee's name.

Links for above documents include:

https://dol.ny.gov/system/files/documents/2021/03/901instruction.pdf

https://dol.ny.gov/system/files/documents/2021/03/sh-900.pdf

https://dol.ny.gov/system/files/documents/2021/03/sh900_1a.pdf

https://dol.ny.gov/system/files/documents/2021/03/sh900_2.pdf

https://www.osha.gov/recordkeeping/forms

https://www.osha.gov/sites/default/files/OSHA-RK-Forms-Package.pdf

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