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Bureau of Internal Business Services

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Recordkeeping, Reporting & Occupational Survey - Policy

City Risk LogoLoss Prevention                               Policy No. RMLP23

Risk Management, Portland, OR                               03/26/2015




The City of Portland is required to record and report all work-related fatalities, injuries and illnesses.

The City of Portland is considered a single entity for this reporting. All work locations maintain independent records for injuries and illnesses. This information is used to provide the required annual summary for the City. 

  • Work locations are required to report all Fatalities, Amputations, Loss of Eye and In-patient Hospitalizations to Oregon OSHA (OR-OSHA) and City Risk

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  • Require work locations performing record keeping to annually provide the following to City Risk: 

      • OSHA Form 300 – Log of Work-Related Injuries and Illnesses
      • OSHA Form 300A – Summary of Work-Related Injuries and Illnesses
      • OSHA Form 301 – Injury and Illness Incident Report 
  • Require work locations reporting to OR-OSHA the following to include the reporting to City Risk: 

    • Notification of Fatalities
    • Notification of Amputations
    • Notification of Loss of Eye
    • Notification of In-patient Hospitalization

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Policy Statement 

OSHA Logs and reports to OR-OSHA are part of the Loss Prevent Effort and are to be completed.


This policy applies to all work locations.

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Authority and Compliance 

Authority is provided under: 

    • City Code 3.54.020, OMF Risk Management Division Responsibility and Authority
    • OAR 437-001-1005 through 437-001-1020, Rules for Administration of Loss Prevention Activities by Insurers/Self-Insured Employers – General 

In compliance with: 

    • 29 CFR 1904, Recording and Reporting Occupational Injuries and Illness
    • OAR 437-001-0700 (17), Recordkeeping and Reporting

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City Risk: 

    • Annually compile all Bureau and work locations OSHA Logs (300, 300A, 301) for the City of Portland
    • Annually report to Federal Bureau of Labor and Industries the compiled OSHA 300 and 300A Logs as one entity for the City of Portland
    • Document all reported Fatalities, Catastrophes and Hospitalization communicated to OR-OSHA, ensure root cause incident investigations performed
    • Provided training, assistance and guidance for OSHA Logs generation, archival, distribution and posting
    • Provided training, assistance and guidance for reporting Fatalities, Catastrophes and Hospitalization to OR-OSHA 

Bureaus & Work Locations: 

    • Maintain OSHA Logs (300, 300A, 301) for each calendar year and provide completed logs to City Risk
    • Post OSHA Logs as required and for duration required in all applicable work locations
    • Contact OR-OSHA for all Fatalities, Catastrophes and Hospitalization and notify City Risk of the incident

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