UNIVERSITY OF WISCONSIN River Falls

Occupational Safety and Health Records

RDA No.

Records
Series
Title

Series Description

Retention Event

Minimum
Retention
&
Disposition

PII

Confidential

Use Case / Notes

Old
RDA
No

RISK0045

Incident Reports
(Incidents Only,
No
Lost Time)

This records series covers incident reports for which no expenses have been incurred.  Incidents only, no medical expenses incurred and no lost time.

Information on incidents is documented in the accident report, supervisory analysis, safety officer analysis and related correspondence. 

See RDA RISK0049for the retention of the occupational exposure incidents records. 

Date of Incident 

Event + 12
Years and
Destroy
Confidential

Yes 

Yes
§146.82  Wis.Stats.
(Medical  
Records)

 

90302
Incident
Reports – No
Claim

RISK0046

Near-Miss
Reports

These records are documentation on accident analysis forms describing hazardous working conditions that could lead to worker’s compensation claims.
Data from these forms are gleaned to study trends and to improve a safe working environment. 

Date of Incident 

Event + 5
Years and
Destroy
Confidential

Yes

Yes
§146.82
Wis. Stats.
(Medical   Records)

 

90303 Near-Miss Reports 

RISK0047

Safety and
Health
Program 

State agency’s written safety programs, annual plans, policies, procedures, guidelines, components, monitoring data and reports for programs such as Confined Space, Ergonomics, Hazard Communication,
Bloodborne Pathogens, Fall Protection, Hot Work,
Lockout/Tagout, Hazard Communication, Hearing
Conservation, Respiratory Protection, Powered Industrial Trucks, Personal Protective Equipment and other similar safety programs. 
Also includes agency Emergency Action Plans and Employee Summary
Guides (i.e. agencies’ evacuation and safe sheltering plans and procedures for employee safety during emergency conditions, evacuation routes, etc.  It also includes agency fire and tornado drill reports).

Superseded 

Event + 7
Years and
Destroy

No

No

See
Administrative
Records
GRS RDAADM00008
for
agencies’ official copy and work papers of
the
COOP/COG plan.

 

RISK0048

Safety
Data
Sheets (SDS)

Per OSHA each workplace is required to keep SDSs provided by manufacturers and importers of hazardous chemicals.

SDS is
Superseded

OR

Use of
Chemical is
Discontinued

If SDS is
superseded, destroy previous SDS and keep the most  current one OR
If use of chemical is discontinued retain SDS for 30 years and destroy

No

No

This RDA
is no longer
part of the Facilities GRS. 

The series t
itle has been renamed to
Safety Data Sheets
(SDS)
which is the
new name assigned by OSHA.

FAC00067
Material
Safety Data
Sheets
(MSDS)

RISK0049

Exposure
Records

Includes the specifics of the incident and any agency related form, report or record.  It also includes records of personal exposures required to be maintained by the agency that has conducted or contracted for the monitoring.
In most cases records includes documents such as personal exposure samples for chemicals, ionizing radiation, asbestos, lead, and noise; wipe samples to determine surface contamination; bulk samples to analyze for asbestos content; and reports or inspections or surveys of activities related to actual or potential occupational exposures.  

Date of Exposure

Event +75
Years and
Destroy
Confidential

Yes

Yes
§146.82
Wis. Stats.
(Medical   Records)

Example:
Noise
exposure
records 

OSHA 29
CFR 1910,
1910.120
and 1926;
also
Chapter
SPS 332
Wis. Stats.

 

RISK0050

Internal
Workplace
Safety
Inspections

Includes safety inspections, audits, surveys or reviews of the workplace initiated or contracted by the resident state agency.

Date of Report

Event + 7
Years and
Destroy 

No

No

 

 

RISK0051

Compliance
Workplace
Safety

Inspections

Safety inspections, audits, department orders, section violations, corrective action orders and surveys or reviews of the workplace performed by an outside compliance agency such as OSHA or the Department of Safety and Professional Services.
Includes citations and notifications of penalties, results of investigations, Modification Abatement Plan requests, and final Abatement Plan documentation.

Date of
Resolution or
Compliance
Plan

Event + 7
Years and
Destroy 

No

No

 

 

RISK0052

Job
Hazard
Analysis

Job safety surveys and analysis of a specific job or task.  Includes documents used to identify, analyze and record the steps involved in performing a specific job,
existing or potential safety and health hazards associated with each step and the recommended action(s)/procedure(s) that will eliminate or reduce the hazards and the risk of a workplace injury or illness.

Superseded or Task Eliminated

Event + 7
Years and
Destroy 

No

No

 

 

RISK0053

Ergonomics
Assessments
and
Related
Material

Includes individual and workstation evaluations, preevaluation questionnaires, potential procurement documents, follow-ups and all related materials.

Date of
Assessment

Event + 7
Years and
Destroy
Confidential

Yes

No

 

 

RISK0054

OSHA
Logs

Includes OSHA Form 300- Log of Work Related Injuries and Illnesses, Form 301 – Injury & Illness Incident Report and other equivalent forms.

Date of Log

Event + 7
Years and
Destroy
Confidential

Yes

No

 

 

RISK0055

Industrial
Hygiene
Supporting
Documents
and
Reports

Includes control measures that protect employees from chemical, physical and/or biological stressors, such as noise, chemical exposures, excessive temperatures, dusts, mists, and vapors, and air quality evaluations/results.

Included among these records are indoor air quality surveys, noise and hearing conservation, respiratory protection, compliance exposure monitoring, baseline noise surveys, and other similar industrial hygiene surveys, assessments and reports. 

Date of Report

Event + 30
Years and
Destroy

No

No

 

 

RISK0056

General
Safety
Reports,
Issues,
Complaints
and
Inquiries
Received/
Generated
by Safety
Staff

Included in the file are responses to all inquiries and noted follow-up steps, if any, to correct any noted deficiencies.

Also includes periodic reports concerning agency safety activities, including minutes of monthly safety meetings, accident data analysis,
safety and health program assessments, trend or accident analysis reports, chemical inventory lists, SCBA (SelfContained Breathing Apparatus) inspections and other similar or related reports. 

Date of
Resolution

Event + 2
Years and
Destroy

No

No

Records not included in specific program RDAs.  

May include Safety
Committee inquiries.

 

RISK0057

Safety
Permits

Approved plan of work for specific job safety action.
Examples include permits for Confined Space Entry, Lockout/Tagout, Hot Works and other related permits.

Expiration of Permit 

Event + 1
Year and
Destroy

No

No

 

 

RISK0058

Hoists,
Cranes
and
Personnel
Lifts
Inspections

Includes inspection reports for hoists, slings and chains, gantry cranes,
man-lifts, scissor lifts, and other and similar records.

Date of
Inspection

Event+5
Years and
Destroy

No 

No

 

 

RISK0059  

Safety
Training
Not

Required
by Law

Any safety related training not required by law whether provided internally by safety staff or contracted out.
Includes materials created or used by state agencies and/or the Bureau of State Risk Management to promote training or train state employees.
Includes training schedules, course materials, evaluations, study guides, questionnaires, registration, sign-in sheets and tracking.

Superseded

Event+5
Years and
Destroy 

No

No

Training for slips, trips and falls,
safe lifting, ergonomics, ladders
and similar programs  

 

RISK0060

Safety
Training
Required
by Law

Any safety related training required by law whether provided internally by safety staff or contracted out.
Includes materials created or used by state agencies and/or the Bureau of State Risk Management to promote training or train state employees.
Includes training schedules, course materials, evaluations, study guides, questionnaires, registration, sign-in sheets and tracking.

Date of
Training

Event+ 30
Years and
Destroy 

No

No

Note: These records
must be
kept post employment
to verify employees received
the necessary training.