Search

Will OSHA Accept Injury & Illness Forms Made by Software?

Posted on 6/4/2025 by Lion Technology Inc.

A Connecticut employer recently asked OSHA whether documents generated by software can be submitted in place of OSHA injury and illness recordkeeping Forms 300 and 300A.
 

Would OSHA accept the documents generated by (software) as a substitute for the OSHA Form 300 and Form 300A to meet the requirements of OSHA's recordkeeping regulation at 29 CFR Part 1904?

The official OSHA injury and illness reporting forms are available for free online. 

The Standard Interpretation OSHA responded with makes it clear that yes, software-generated injury and illness forms may be acceptable, with two major caveats:
  1. The equivalent form must have the same information, be equally understandable, and must be completed using the same instructions as the form it replaces.
  2. The software must be able to produce paper copies in accordance with 29 CFR 1904.35 and 1904.40.

Will OSHA Accept Injury & Illness Forms Made by Software?

Equivalents for OSHA Forms 300, 300A, and 301

29 CFR 1904.29(a) requires employers who are required to keep OSHA injury and illness records to use Form 300, Form 300A, and Form 301, or equivalent forms. Any form that has the same information, is as readable and understandable, and is completed using the same instructions as the OSHA form it replaces, is an equivalent form.
  • Form 300 is a daily log of work-related, recordable injuries and illnesses.  
  • Form 300A is an annual summary of recordable cases, based on the 300 log.
  • Form 301 is a detailed incident report created following any recordable injury or illness. 
Note: Regardless of whether an employer opts to use OSHA’s forms or equivalent forms, these must be available for inspection and copying by authorized government representatives [19 CFR 1904.40(b)].

OSHA Rules for Digital Injury & Illness Records

Employers are permitted to record required injury and illness information on electronic media that are different from the OSHA forms, provided that the electronic forms are equivalent to the OSHA forms they replace.

A computer system may not be used if it cannot produce paper copies of equivalent forms when access to them is needed by a government representative, an employee or former employee, or an employee representative, as required by section 1904.35 or 1904.40.

29 CFR 1904.40(a)

When an authorized government representative asks for the records you keep under Part 1904, you must provide copies of the records within four (4) business hours.

29 CFR 1904.35(b)(2)(iii)

When an employee, former employee, personal representative, or authorized employee representative asks for copies of your current or stored OSHA 300 Log(s) for an establishment the employee or former employee has worked in, you must give the requester a copy of the relevant OSHA 300 Log(s) by the end of the next business day.

Ultimate Guide to OSHA Injury & Illness Reporting and Recordkeeping

Sign up for Lion News to get Lion’s Ultimate Guide to Injury & Illness Reporting and Recordkeeping delivered to your email inbox.

Tags: injury reporting, osha, reporting and recordkeeping

Find a Post

Compliance Archives

Lion - Quotes

Lion's online training is more comprehensive, has better slides, and is a superior training experience than what I would get from other trainers.

Robert Brenner

District Environmental Manager

This training broke down the regulations in an easy-to-understand manner and made them less overwhelming. I now feel I have the knowledge to make more informed decisions.

Amanda Oswald

Shipping Professional

The instructor's energy, enthusiasm, and knowledge of the subject make the class a great learning experience!

Brian Martinez

Warehouse Operator

The instructor was very knowledgeable and provided pertinent information above and beyond the questions that were asked.

Johnny Barton

Logistics Coordinator

I really enjoy your workshops. Thank you for such a great program and all the help Lion has provided me over the years!

George Chatman

Hazardous Material Pharmacy Technician

The instructor was great, explaining complex topics in terms that were easily understandable and answering questions clearly and thoroughly.

Brittany Holm

Lab Supervisor

Lion courses always set the bar for content, reference, and practical application. Membership and access to the experts is an added bonus.

John Brown, CSP

Director of Safety & Env Affairs

The course is well thought out and organized in a way that leads to a clearer understanding of the total training.

David Baily

Hazmat Shipping Professional

This course went above my expectations from the moment I walked in the door. The instructor led us through two days packed with useful compliance information.

Rachel Stewart

Environmental Manager

Lion is easily and consistently the best option for compliance training. I've learned new information from every instructor I've had.

Rachel Mathis

EHS Specialist

Download Our Latest Whitepaper

Ace hazmat inspections. Protect personnel. Defend against civil and criminal penalties. How? See the self-audit "best practices" for hazardous materials shippers.

Latest Whitepaper

By submitting your phone number, you agree to receive recurring marketing and training text messages. Consent to receive text messages is not required for any purchases. Text STOP at any time to cancel. Message and data rates may apply. View our Terms & Conditions and Privacy Policy.