The 5 Most Common Documentation Gaps That Trigger OSHA Fines

Even minor gaps in safety records can lead to significant fines, compliance audits, and operational disruptions. This guide outlines the five most common documentation gaps that trigger Occupational Safety and Health Administration (OSHA) fines and provides insight into the costs associated with these violations.

1. Incomplete or Missing OSHA 300 Logs

The OSHA 300 log is the required record of workplace injuries and illnesses, tracking what happened, when it occurred, and how it was handled. Incomplete or missing logs are among the most common triggers for audits and fines.

Common issues include:

• Failing to record all qualifying injuries or illnesses
• Omitting details like the date of an injury, how it happened, or how the situation was handled and followed up on
• Not updating the log within the required timeframe

Accurate OSHA 300 logs provide data to identify trends to prevent future incidents, so OSHA places heavy emphasis on keeping these records up to date.

2. Poorly Tracked Safety Training

OSHA requires documented proof that employees have received appropriate safety training and any necessary refresher courses. Lapses in training documentation can result in fines even if employees are properly trained.

Major documentation gaps include:

• Missing attendance records
• Failing to record and show the specific training content
• Lack of signatures or acknowledgments from employees
• Training certifications have expired

Maintaining clear records of all safety training ensures compliance and demonstrates proactive safety management during inspections.

3. Absent or Inaccurate Safety Data Sheets (SDS)

Safety Data Sheets provide critical information about hazardous chemicals, including handling procedures, storage, and emergency measures. They are essential for employee health and safety.

Common SDS documentation issues include:

• Outdated sheets for chemicals used in the workplace
• Failure to have any form of SDS records for chemicals on site
• Sheets are not easily accessible to employees
• Incorrect information on the SDS, like chemical classification or exposure limits.
• Not training employees how to read and understand the SDS, or not properly documenting that training.

OSHA may fine for each incorrect document or individual entry, which can quickly add up to huge fines for your site.

4. Unverified Equipment Inspections and Maintenance Logs

Equipment malfunctions can lead to serious injuries or death. As a result, OSHA requires that documentation proving that inspections and maintenance are completed regularly.

Typical gaps include:

• Logs not showing dates or results of inspections
• Missing records or vague entries for high-risk equipment
• Missing equipment identifiers like serial numbers and model numbers
• Unrecorded corrective actions for faulty equipment
• Incomplete maintenance history for machinery or tools

Consistent, verified logs are essential to avoid hefty fines from piling up, especially if each instance is labeled “willful” or “repeated,” as both classifications can result in fines of up to $165,514 per violation.

5. Incomplete Workplace Incident Investigations

OSHA expects organizations to thoroughly investigate workplace incidents, document findings, and implement corrective actions. Missing or incomplete investigation records can trigger significant fines.

Common problems include:

• Incident reports failing to provide a root cause analysis
• Missing information on injuries or treatment
• Failure to prove that safety training was given or that safety protocols were communicated before the incident.
• Failure to document corrective actions taken
• Missing employee witness statements or supervisor reviews

OSHA can charge per missing or incorrect entry, and in some instances, the business could accumulate daily fines if the violations are not corrected by a set deadline.

How Much Are OSHA Fines?

OSHA violation fines vary depending on the severity and type of violation. These are the numbers from OSHA’s standard 1903.15 for proposed penalties as of January 15, 2025:

• Serious violations (violations that can cause death or serious physical harm): Up to $16,550 per violation
• Other-than-serious violations: Up to $16,550 per violation
• Repeated violations: Up to $165,514 per repeat violation
• Failure to correct violation: Up to $16,550 per day
• Posting requirement violation: Up to $16,550 per violation
• Willful violations: The penalty per willful violation shall not be less than $11,823 and shall not exceed $165,514.

Fines can escalate quickly if multiple OSHA documentation requirement issues exist or if repeated inspections reveal willful or repeated violations.

EHS Navigator Helps Prevent Common Documentation Gaps That Trigger OSHA Fines

Maintaining thorough, organized records is the most effective way to avoid OSHA fines. Our EHS Navigator Program helps you avoid common documentation errors by:

• Letting employees record witness statements on the spot
• Records the root cause analysis, corrections, and accountability
• Quickly generate custom reports to satisfy OSHA investigation inquiries
• Manage and tag documents like training logs, SDS sheets, and inspection records
• Automatically pull info and submit 300 and 300a forms on time

EHS Navigator is a valuable tool for preventing costly documentation gaps and ensuring OSHA compliance. Book a demo today to explore how it streamlines reporting, simplifies compliance, and strengthens your safety culture.