Record Retention Guidance

lots of binders on a shelf

In the event of a Cal/OSHA inspection resulting from a reportable injury, employee complaint, or industry sweep, the Cal/OSHA inspector will typically request up to three years of pertinent documents.

What records do you need to maintain? 

The University template Injury and Illness Prevention Program (IIPP) and E-IIPP outline exactly what is required. See Section VIII, Recordkeeping and Documentation:

Documents to Retain Years to Retain
Hazard Alert/Correction Forms (Appendix A) 3
Employee Job Safety Analysis forms (Appendix B or LHAT) Duration of each individual’s employment
Worksite Inspection Forms (Appendix C) 3
Injury and Illness Investigation Forms (Appendix D) 3
Employee Safety Training Attendance Records 3

What exactly are these Forms?

These forms document requirements of an IIPP as mandated under CA Code of Regulations, Title 8, Section 3203: Injury and Illness Prevention Program.

  • Hazard Alert/Correction Forms:  Any safety concern or hazard identified by an employee must be investigated, mitigated and/or corrected, and documented.
  • Employee Job Safety Analysis forms/ LHAT:  Prior to assigning tasks to employees, the hazards associated with the task and how to complete the task safely must be addressed.  Employee training must be documented.  Typically, laboratory employees use LHATs to fulfill this requirement while non-laboratory employee use (JSAs).
  • Worksite Inspection Forms:  Annual worksite inspections are required for all occupied spaces, including offices.
  • Injury and Illness Investigation Forms:  The UC Davis Employer’s Report of Occupational Injury or Illness, also known as the Employer’s First Report (EFR), fulfills this requirement as long as the form is completely filled out including follow-up documentation for preventative actions.
  • Employee Safety Training Attendance Records:  All training records including annual IIPP training.