OSHA 300 Log Guide for Oilfield Safety Managers
Stop fighting Excel spreadsheets. Here's how to handle your 2026 OSHA logs without losing your mind.
Managing OSHA 300 logs is a headache for any safety manager, but in the oilfield - with rotating crews, remote well sites, and high turnover - it's a nightmare. This guide cuts through the regulatory noise.
By BasinCheck Safety Team 路 Last updated January 19, 2026
Key Deadline: March 2, 2026 - Electronic 300A submission via ITA
Posting Period: February 1 - April 30, 2026 (300A Summary must be displayed in workplace)
The Big 3 OSHA Forms
Every oilfield contractor needs to understand these three interconnected forms.
| Form | Purpose | When Required | Retention |
|---|---|---|---|
| OSHA 300 | Yearly injury log | Every recordable incident | 5 years |
| OSHA 301 | Incident detail report | Each 300 entry | 5 years |
| OSHA 300A | Annual summary | Feb 1 - Apr 30 posting | 5 years |
Your running log of all recordable injuries and illnesses. One line per case, updated throughout the year.
馃挕 If a roughneck smashes a finger on the tongs and needs stitches, it goes here. If they just need a band-aid, it doesn't.
Detailed incident report for each 300 entry. Captures what happened, how, and treatment details.
馃挕 Instead of just "Employee fell," you need "Employee slipped on icy rig matting while carrying a pipe wrench." Details matter.
Year-end summary posted Feb 1 - Apr 30. Certified by company executive. Required for electronic submission.
馃挕 You must post this in a visible place (like the doghouse or break trailer) from February 1 to April 30.
7 days
Recording deadline after learning of injury
5 years
Retention from the end of the calendar year (29 CFR 1904.33)
180 days
Maximum days away cap per incident
Recordable vs. First Aid
The most common source of 300 log errors. Know the difference.
Recordable (Log It) | First Aid Only (Don't Log) |
|---|---|
| Prescription medications | OTC medications (at non-prescription strength) |
| Stitches or sutures | Band-aids, butterfly bandages |
| Days away from work | Observation/monitoring only |
| Restricted duty assignment | Diagnostic tests (X-rays, MRIs) |
| Loss of consciousness | Tetanus shots (preventive) |
| Hearing loss (Standard Threshold Shift) | One-time stretching/warm-up for all workers |
Privacy Concern Cases
Some injuries require special handling. Enter "Privacy Case" instead of the employee's name.
| Qualifies as Privacy Case | Does NOT Qualify |
|---|---|
| Sexual assault | Back injuries |
| HIV/Hepatitis/TB diagnosis | Musculoskeletal disorders (MSDs) |
| Mental illness from workplace | Fractures and burns |
TRIR = (Recordable Incidents 脳 200,000) 梅 Total Hours Worked
The 200,000 factor represents 100 full-time employees working 40 hours/week for 50 weeks.
Electronic Submission Requirements
All establishments with 250+ employees in any industry, OR establishments with 100-249 employees in high-hazard industries (including drilling and well servicing operations).
Deadline: March 2, 2026 for calendar year 2025 data
Portal: Submit via OSHA's Injury Tracking Application (ITA)
Format: .csv upload or manual entry
Forms: 300A for all; 300 and 301 also required for high-hazard industries
Logging into a government website and manually typing data for every single incident. It's slow, it crashes, and it's prone to typos.
Our software automatically generates the exact .csv file OSHA requires. You click "Export," log into ITA, and upload 100 incidents in 30 seconds.
Step-by-Step: Recording an Injury
Follow this process for every potential recordable case.
Determine If It's Recordable
Use the OSHA Decision Tree (29 CFR 1904.4-1904.7):
- Did the incident occur at work?
- Is it a new case (not a continuation of a previous injury)?
- Did it result in death, days away, restricted work, medical treatment beyond first aid, loss of consciousness, or a significant injury diagnosed by a physician?
If YES to all three, record it within 7 calendar days.
Complete the OSHA 301 Incident Report
Gather the details:
- Employee name, job title, hire date
- Date and time of incident
- Exact location (e.g., "Location 23-14H, Eddy County, NM")
- What the employee was doing (e.g., "Making up drill pipe connection")
- How the injury occurred (e.g., "Caught hand between pipe and elevator")
- Object or substance that harmed the employee (e.g., "Drill pipe")
Transfer to the OSHA 300 Log
Enter the information into the proper columns:
- Column (A): Case number (sequential: 1, 2, 3...)
- Column (B): Employee name (or "Privacy Case" if applicable)
- Column (C): Job title (e.g., "Roughneck," "Motorhand")
- Column (D): Date of injury or onset of illness
- Column (E): Where the event occurred (e.g., "Rig floor, Location 23-14H")
- Column (F): Describe injury/illness, body parts affected, and object/substance (e.g., "Crushed right index finger caught between drill pipe and elevator")
- Columns (G-J): Classify the case - check ONE: (G) Death, (H) Days away from work, (I) Job transfer/restriction, (J) Other recordable
- Column (K): Number of days away from work
- Column (L): Number of days of job transfer or restriction
- Column (M): Type of illness (Injury, Skin disorder, Respiratory, Poisoning, Hearing loss, All other)
馃挕 Pro Tip: For oilfield operations, always note the specific rig or location name in Column E. If OSHA audits you, they often cross-reference incident locations with drilling permits.
Common Mistakes That Trigger Audits
Avoid these errors that OSHA inspectors look for.
Scenario
A roustabout twists an ankle. You put him on 'light duty' in the office but don't record it on the 300 Log because he didn't miss a day of work.
Correction
"Restricted Duty" or "Job Transfer" IS a recordable incident. If he can't do his routine job functions (e.g., climbing derricks, moving pipe), it goes on the log - even if you find him something else to do.
Scenario
An injury happens on Tuesday. The employee goes home early. You count Tuesday as a 'Day Away.'
Correction
Do NOT count the day the injury occurred. The count starts the next day. If they are cleared to return the following Monday, you count Wed-Sun = 5 days away (not 6).
Scenario
A temp from an agency gets hurt on your rig. You assume the agency records it.
Correction
OSHA says if you provide day-to-day supervision (you tell them what to do, when to do it, and how to do it safely), YOU are responsible for recording the injury on your log, not the temp agency (29 CFR 1904.31).
Streamline Your 300 Log Management
Stop wrestling with Excel templates that break. BasinCheck automatically classifies injuries, calculates TRIR, and generates audit-ready exports.
.csv file for OSHA's electronic submission in one click.Key Takeaways
- March 2, 2026 is the electronic submission deadline for your 300A data (and 300/301 for high-hazard establishments).
- Calendar days include weekends, holidays, and scheduled off-rotations when counting days away.
- Day-to-day supervision determines who records contractor injuries - check your MSAs and actual work practices.
- Prescription = Recordable, even if the employee refuses the medication.
- Privacy Cases are rare - most oilfield injuries (crushed hands, back strains) require the employee's name.
Frequently Asked Questions
Stay compliant, stay safe, and let BasinCheck handle the paperwork so you can focus on what matters: keeping your crews safe and productive.
Disclaimer: This guide is for educational purposes only and does not constitute legal advice. OSHA regulations are subject to change. Consult your legal counsel or contact OSHA directly for official guidance. Confirm current requirements at OSHA.gov/recordkeeping.
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