SANTA CRUZ COUNTY
PERSONNEL ADMINISTRATIVE MANUAL

CAL/OSHA NO. 200-S
ANNUAL STATISTICAL
SUMMARY OF OSHA 200

Section: Injury and Illness Prevention Program
Number: XX.12.


PURPOSE:

To describe the CAL/OSHA reporting and statistical requirements for Occupational Injuries/Illnesses.

LEGAL BASIS:

California Occupational Safety and Health Act


POLICY:

1. MAINTENANCE REQUIRED BY LAW
   
   Completion of the CAL/OSHA No. 200 Log and CAL/OSHA No. 200-S Form is required by State Law and the California Occupational Safety and Health Act. Failure to comply with these requirements could result in the County, department and responsible employees being cited for violation(s) by the State Department of Industrial Relations Division of Industrial Safety.
   
   Upon request, the County must make available this Log and individual Employer's Reports of Occupational Injury/Illness to authorized representatives of the State of California, the U. S. Department of Labor, and the Department of Health, Education and Welfare.
   
   
2. BACKGROUND INFORMATION
   
   The CAL/OSHA No. 200 Log format is prescribed by the State Department of Industrial Relations Division of Labor Statistics and Research. The State requires all employers to maintain this Log to assist State health and safety compliance officers to investigate specific accidents and complaints. The Log also provides data necessary for the completion of the CAL/OSHA No. 200-S Form for the County to participate in the U. S. Bureau of Labor Statistics Annual Occupational Injuries and Illnesses Survey.
   
   
3. WHERE LOGS MUST BE MAINTAINED
   
   The issue of where CAL/OSHA No. 200 Logs must be maintained by law, is somewhat complex. The Risk Management Division, Workers Compensation Unit of the Personnel Department shall assist each County department to determine where Logs must be maintained. Each department's Payroll Clerk shall be responsible for the following:
   
   
   1. receive copies of Employers' Report of Occupational Illness/
      Injury and insure they are posted to the Logs;
      
      
   2. insure Logs are updated and accurate as new information on inju ries of lost time is available; and
      
      
   3. insure Logs are properly totaled, posted and forwarded to Risk
      Management at the end of the posting period.
      
      The CAL/OSHA 200-S Form will be maintained by the Occupational Safety and Health Division. The Risk Management Division, Workers' Compensation Unit will compile necessary injury/illness statistics and forward the completed CAL/OSHA 200-S Form to OSH Division, who in turn, will finalize required data and mail to the Division of Labor Statistics and Research. 
      

4. POSTING REQUIREMENTS
   
   The person designated to maintain each CAL/OSHA No. 200 Log shall also be responsible for posting it. Posting requirements may be found in Section III on the reverse of each Log. Basically, these are:
   
   
   1. the last page of each year's Log, containing summary totals, must
      be posted from February 1st to March 1st of the following year;
      
      
   2. this page must be posted even if there were no injuries or ill nesses and the totals are zero; and
      
      
   3. this page must be posted in a conspicuous place where employee
      notices are usually posted (typically on a bulletin board in an employee common area.)
      
      The Workers' Compensation Unit shall send each department's Payroll Clerk a reminder of the posting requirement in January of each year. The Payroll Clerk shall return the notice to Risk Management noting the exact location where the Log will be posted and a request for the number of additional Log pages needed for the coming year.
      

5. RETENTION REQUIREMENTS
   
   In March of each year, after the required posting period has expired, each department's Payroll Clerk shall send the previous year's Log to the Workers Compensation Unit. The Workers' Compensation Unit shall retain all Logs for the departments for at least five years following the end of the calendar year to which they relate.
   
   
6. LOG INFORMATION RECORDING REQUIREMENTS
   
   Precise information on time requirements, what information to enter and how to update the CAL/OSHA No. 200 Log is provided in the instructions on the reverse of each Log. Individuals designated to maintain the Log must read and become thoroughly familiar with these instructions. Any questions should be directed first to the department Payroll Clerk, and then, if still unresolved, to Risk Management, Workers' Compensation Unit.
   
   Basically, incidents for which an Employer's Report of Occupational Injury/Illness are completed must be entered on the log within six working days of the employee's initial report.
   
   See the CAL/OSHA No. 200 Log, top center for a summary definition of "RECORDABLE CASES". Additionally, read the definition of "MEDICAL TREATMENT" on the reverse of the Log for further clarification.
   
   The information needed can be taken from the department's copy of the Employer's Report of Occupational Injury/Illness. The person completing the Employer's Report should insure that a copy is immediately sent to the departmental Payroll Clerk for update of the CAL/OSHA No. 200 Log.
   
   
7. WHERE TO OBTAIN CAL/OSHA NO. 200 LOGS/CAL/OSHA No. 200-S FORMS 
   
   Departments requiring additional copies of the CAL/OSHA No. 200 Log forms should call Risk Management at x2565.
   
   Departments need not be concerned with CAL/OSHA No. 200-S Form which is sent by the State directly to OSH Division. 
   
   
8. SPECIAL RECORDKEEPING SITUATIONS
   
   
   1. Lost Workdays in Two Calendar Years:
      
      Since CAL/OSHA records are maintained on a calendar year basis, questions arise when an employee's lost workdays extend from the end of one year into the next. If the lost workdays are recorded in both years, the Log data would reflect two lost workday cases instead of one. To avoid this situation, the lost workdays should be totaled for both years and entered only in the year in which the injury occurred.
      
      
   2. Calendar Year Totals:
      
      At the end of the calendar year, the information on the CAL/OSHA No. 200 Log is summarized and the last page is prepared for posting. If an employee's loss of workdays is continuing when the Log is being summarized, estimate the number of future workdays he/she will lose, add that estimate to the actual workdays he/she has already lost, and include it in the final totals for posting. When the injured employee returns to work, the estimated lost workdays should be corrected, however, it is not necessary to change the year-end totals on the Log. 
      
   3. Extended Disabilities:
      
      If an employee is seriously injured and unable to return to work in the near future, the number of lost workdays will tend to accumulate indefinitely. A reasonable period of time after the injury, a decision should be made whether this employee will be permanently transferred or terminated. Once this date has been established, the lost workday count can be stopped on that date.
      
      
   4. Work-Related Heart Attacks:
      
      If a heart attack is determined to be work-related, it should be entered in the CAL/OSHA No. 200 Log as an illness with a check placed under the category "all other occupational illnesses" (Column 7g).
      
      
   5. Recording First Aid Cases:
      
      First aid cases as defined by CAL/OSHA* are not recordable and ordinarily would not be entered on any CAL/OSHA forms. However, some departments may wish to keep a record of all employees who receive any type of medical attention. These non-recordable cases may be entered on the Log provided that some notation is made that they are first aid cases. To prevent these cases from being included in the totals with the recordable cases, entries should not be made in Columns 1 through 13 of the Log entitled "Extent of and Outcome of Injury (Illness)".
      
      *NOTE: See "Medical Treatment" definition on reverse of Log.