Revised Field Operations Manual (FOM) | Occupational Safety and Health Administration

Record Type:

OSHA Instruction
Current Directive Number:

CPL 02-00-045
Old Directive Number:

CPL 2.45B
Title:

Revised Field Operations Manual (FOM)
Information Date:

06/15/1989

NOTICE: This is an OSHA Archive Document, and may no longer represent OSHA Policy. It is presented here as historical content, for research and review purposes only.

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

SUBJECT: Changes to the Field Operations Manual (FOM)

A. Purpose. This instruction transmits page changes to OSHA Instruction CPL 2.45B, June 15, 1989, Field Operations Manual (FOM).

B. Scope. This instruction applies OSHA-wide

C. References.

1. OSHA Instruction CPL 2.25I, January 4, 1995, Scheduling System for Programmed Inspections.

2. OSHA Instruction CPL 2.35 CH-25, August 29, 1994, Regulatory and General Industry SAVE's Manual.

3. OSHA Instruction CPL 2.103, September 26, 1994, Field Inspection Reference Manual (FIRM).

D. Background. This instruction will update the FOM, by removing sections that are being superseded by the Field Inspection Reference Manual (FIRM).

E. Action. Replace existing pages with the attached CH-5 pages as listed below:

Existing Pages Replacement Pages

Table of Contents 1 through 16 Table of Contents 1 through 5 I-1 through 13 I-1 II-1 through 34 II-1 III-1 through 88 III-1 III-A-1 through A-27 III-A-1 IV-1 through 41 IV-1 V-1 through 35 V-1 VI-1 through 20 VI-19 through 20 VI-29 through 30 VI-29 through 30 VII-1 through 8 VII-1

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

VIII-1 through 9 VIII-1 IX-1 through 17 IX-1 XII-1 through 6 XII-1 XV-1 through 7 XV-1 Index-1 through Index-21 Index-1 through Index-6

F. Federal Agencies. This instruction describes a change that affects Federal agencies. Executive Order 12196, Section 1-201, and 29 CFR 1960.16, maintains that Federal agencies must also follow the enforcement policy and procedures contained in this instruction.

G. Federal Program Change. This instruction describes a Federal program change which affects State programs. Each Regional Administrator shall:

1. Ensure that this change is promptly forwarded to each State designee using a format consistent with the Plan Change Two-way Memorandum in Appendix P, OSHA Instruction STP 2.22A, State Plan Policies and Procedures Manual (SPM). Explain the content of this change to the State designee as requested.

2. Advise the State designees that they are required to respond to Change 5 of the FOM in coordination with their response to the Field Inspection Reference Manual (FIRM). States should refer to the cover memorandum which accompanied OSHA Instruction CPL 2.103 (The FIRM).

3. Ensure that the State designees are asked to acknowledge receipt of this Federal program change in writing to the Regional Administrator as soon as possible, but not later than 70 calendar days after the date of issuance (10 days for mailing and 60 days for response). The acknowledgment must include a statement indicating the State's intention with regard to adopting Change 5 of the FOM.

4. Ensure that State designees submit the appropriate State plan supplement(s) within 6 months and that it(they) is(are) reviewed and processed in accordance with paragraphs I.1.a.(3)(a) and (b), Part 1 of the SPM as it relates to the State's intended action with regard to adoption of the FIRM. Each State's plan supplement(s) must result in a body of compliance policies/procedures that is(are) at least as effective as the Federal policies/procedures contained in the reconfigured and revised FIRM/FOM. States shall provide cross-reference information identifying where State procedures are located that parallel each chapter of the Federal FIRM/FOM.

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

H. Significant Changes.

1. Removes sections A. through F., inclusive, from Chapter I (Pages I-1 through I-16).

2. Removes sections A. through G., inclusive, from Chapter II (Pages II-1 through II-34).

3. Removes sections A. through I., inclusive, from Chapter III (Pages III-1 through III-88).

4. Removes all of Appendix A of Chapter III (Pages III-A-1 through III-A-27).

5. Removes sections A. through C., inclusive, from Chapter IV (Pages IV-1 through IV-41).

6. Removes sections A. through H., inclusive, from Chapter V (Pages V-1 through V-16.2).

7. Removes all of the Appendix (SAVEs and AVDs) from Chapter V (Pages V-17 through V-35).

8. Removes sections A. through C., inclusive, from Chapter VI (Pages VI-1 through VI-20).

9. Amends section E.12 regarding debts of $100,000 or more (Pages VI-29 through VI-30).

10. Removes sections A. through F., inclusive, from Chapter VII (Pages VII-1 through I-8).

11. Removes sections A. through D., inclusive, from Chapter VIII (Pages VIII-1 through I-9).

12. Removes sections A. and B. from Chapter IX (Pages IX-1 through IX-17).

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

13. Removes sections A. through G., inclusive, from Chapter XII (Pages XII-1 through XII-6).

14. Removes sections A. through E., inclusive, from Chapter XV (Pages XV-1 through XV-7).

Joseph A. Dear Assistant Secretary

DISTRIBUTION: National, Regional, and Area Offices All Compliance Officers State Designees NIOSH Regional Program Directors 7(c)(1) Project Managers

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER PAGE

TABLE OF CONTENTS

I. GENERAL RESPONSIBILITIES AND ADMINISTRATIVE PROCEDURES

Removed. Refer to OSHA Instruction CPL 2.103 (the FIRM.)

II. COMPLIANCE PROGRAMMING

Sections A., B., C., D., E., F.1, and G. removed. Refer to OSHA Instruction CPL 2.103.

Section F.2, removed. Refer to OSHA Instruction CPL 2.25I.

III. GENERAL INSPECTION PROCEDURES

Removed. Refer to OSHA Instruction CPL 2.103.

APPENDIX A

Removed. Refer to OSHA Instruction CPL 2.103.

IV. VIOLATIONS

Removed. Refer to OSHA Instruction CPL 2.103.

V. CITATIONS

Removed. Refer to OSHA Instruction CPL 2.103.

APPENDIX (SAVEs and AVDs)

Removed. Refer to OSHA Instruction CPL 2.35, CH-25.

VI. PENALTIES

A., B., C., D., and E. Removed. Refer to OSHA Instruction CPL 02-00-150.

VII. IMMINENT DANGER

Removed. Refer to OSHA Instruction CPL 2.103.

VIII. FATALITY/CATASTROPHE INVESTIGATIONS

Removed. Refer to OSHA Instruction CPL 2.103.

IX. COMPLAINTS AND REFERRALS

Removed. Refer to OSHA Instruction CPL 2.103.

X. DISCRIMINATION COMPLAINTS

Removed. Refer to OSHA instruction DIS .4B

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER PAGE

XI. TEMPORARY LABOR CAMP INSPECTIONS

Removed. Refer to OSHA Instruction CPL 02-00-150

XII. CONSTRUCTION

Removed. Refer to OSHA Instruction CPL 2.103.

XIII. FEDERAL AGENCY SAFETY AND HEALTH PROGRAMS

Removed. Refer to OSHA Instruction CPL 02-00-150

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER PAGE

b. Receipt of Fatality/Catastrophe Reports . . . . . . . . . . . . . . XIII-6 c. Agency Investigation. . . . . . . . XIII-7 d. OSHA Investigation Decision . . . . XIII-7 XIII. 3. Reports of Unsafe or Unhealthful Working Conditions (Complaints). . . . . . . . . XIII-7 a. Receipt and Recording of Complaints XIII-7 b. Responding to Complaints. . . . . . XIII-8 c. Responding to Complaints When the Agency Has Certified Committees . . XIII-9 d. Responding to Complaints When OSHA Does Not Have Authority . . . . . . XIII-11 4. Reports of Safety and Health Program Violations . . . . . . . . . . . . . . . XIII-11 5. Reports of Reprisal. . . . . . . . . . . XIII-12 6. Refusal of Entry . . . . . . . . . . . . XIII-13 7. Warrants/Subpoenas . . . . . . . . . . . XIII-13 8. Recordkeeping and Reporting Requirements XIII-14 a. Occupational Injury/illness Logs (OSHA Logs) . . . . . . . . . . . . XIII-14 b. OWCP Compensation Forms . . . . . . XIII-14

C. Evaluation. . . . . . . . . . . . . . . . . . XIII-14 1. Purpose. . . . . . . . . . . . . . . . . XIII-14 2. Time Frames. . . . . . . . . . . . . . . XIII-15 3. National Office Responsibilities . . . . XIII-16 4. Regional/Area Office Responsibilities for Evaluations. . . . . . . . . . . . . XIII-18

D. Agency Technical Assistance Requests (ATARS). XIII-22

E. Notice of Unsafe or Unhealthful Working Conditions, OSHA-2H Form, (OSHA Notice) . . . XIII-23 1. Issuance of OSHA Notice. . . . . . . . . XIII-23 2. Cover Letter . . . . . . . . . . . . . . XIII-25

F. Informal Conference Procedures. . . . . . . . XIII-26

G. Verification of Abatement . . . . . . . . . . XIII-27

H. Petitions for Modification of Abatement Dates (PMAs). . . . . . . . . . . . . . . . . XIII-27

I. Failure-to-Abate. . . . . . . . . . . . . . . XIII-27

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER PAGE

APPENDIX A 29 CFR 1960 Citable Program Elements . . . . XIII-A-1

XIV. DISCLOSURE

A. Policy and Procedures . . . . . . . . . . . . XIV-1 1. Policy . . . . . . . . . . . . . . . . . XIV-1 2. Procedures . . . . . . . . . . . . . . . XIV-1

B. Specific Guidelines . . . . . . . . . . . . . XIV-1 1. Enforcement Proceedings. . . . . . . . . XIV-1 2. Disclosability of Records. . . . . . . . XIV-1 3. Requests for Records . . . . . . . . . . XIV-2 4. Disclosable Information on Case File Forms XIV-2 5. Nondisclosable Information on Case File Forms. . . . . . . . . . . . . . . . . . XIV-5 6. Information Which May be Exempt from Disclosure in Whole or in Part on Case File Forms . . . . . . . . . . . . . . . XIV-7 7. Disclosure of Witnesses' Statements. . . XIV-11 8. Medical Records. . . . . . . . . . . . . XIV-11 9. State Plan Monitoring Files. . . . . . . XIV-11 10. Retention of FOIA Files. . . . . . . . . XIV-12 11. Waiver of Fees . . . . . . . . . . . . . XIV-12

XV. REVIEW COMMISSION

Removed. Refer to OSHA Instruction CPL 2.103.

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . Index-1

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER I

GENERAL RESPONSIBILITIES AND ADMINISTRATIVE PROCEDURES

This chapter has been removed. Refer to OSHA Instruction 2.103, Field Inspection Reference Manual (FIRM).

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER II

COMPLIANCE PROGRAMMING

Sections A., B., C., D., E., F.1., and G have been removed. Refer to OSHA Instruction CPL 2.103, Field Inspection Reference Manual (FIRM).

Section F.2. has been removed. Refer to OSHA Instruction CPL 2.25I, Scheduling System for Programmed Inspections.

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER III

GENERAL INSPECTION PROCEDURES

This chapter has been removed. Refer to OSHA Instruction 2.103, Field Inspection Reference Manual (FIRM).

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

APPENDIX A

This appendix to Chapter III has been removed. Refer to OSHA Instruction 2.103, Field Inspection Reference Manual (FIRM).

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER IV

VIOLATIONS

This chapter has been removed. Refer to OSHA Instruction CPL 2.103, Field Inspection Reference Manual (FIRM).

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER V

CITATIONS

This chapter has been removed. Refer to OSHA Instruction 2.103., Field inspection Reference Manual (FIRM).

The Appendix (SAVEs and AVDs) has also been removed. Refer to OSHA Instruction CPL 2.35, CH-25.

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER VI

PENALTIES

Sections A., B., C., D., and E. Removed. Refer to OSHA Instruction CPL 02-00-150

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER VII

IMMINENT DANGER

This chapter has been removed. Refer to OSHA Instruction 2.103, Field Inspection Reference Manual (FIRM).

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER VIII

FATALITY/CATASTROPHE INVESTIGATIONS

This chapter has been removed. Refer to OSHA Instruction 2.103, Field Inspection Reference Manual (FIRM).

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER IX

COMPLAINTS AND REFERRALS

This chapter has been removed. Refer to OSHA Instruction 2.103, Field Inspection Reference Manual (FIRM).

OSHA Instruction CPL 2.45B CH-4 December 13, 1993 Office of General Industry Compliance Assistance

CHAPTER X

DISCRIMINATION COMPLAINTS

This chapter has been removed. Refer to OSHA Instruction DIS .4B, Investigator's Manual

OSHA Instruction CPL 2.45B CH-4 December 13, 1993 Office of General Industry Compliance Assistance

CHAPTER XI

TEMPORARY LABOR CAMP INSPECTIONS

Removed. Refer to OSHA Instruction CPL 02-00-150

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER XII

CONSTRUCTION

This chapter has been removed. Refer to OSHA Instruction 2.103, Field Inspection Reference Manual (FIRM).

OSHA Instruction CPL 2.45B CH-4 December 13, 1993 Office of General Industry Compliance Assistance

CHAPTER XIII

FEDERAL AGENCY SAFETY AND HEALTH PROGRAMS

Removed. Refer to OSHA Instruction CPL 02-00-150

OSHA Instruction CPL 2.45B CH-4 December 13, 1993 Office of General Industry Compliance Assistance

CHAPTER XIV

DISCLOSURE

A. Policy and Procedures.

1. Policy. OSHA's policy regarding the disclosure of documents in investigation and other files is governed by the Freedom of Information Act (FOIA) as amended (5 U. S.C. 552) and the Department of Labor's regulations in implementation thereof (29 CFR 70). Specific guidelines for the application of this policy to OSHA case file documents are set forth in B.

a. OSHA policy is to disclose all documents to which the public is entitled under the Freedom of Information Act and the regulations, including those where an exemption may apply if it is in the public interest to do so and does not impede the discharge of any of the functions of the agency, unless disclosure of such documents is prohibited. (See Sections 8(f), 15, and 17(f) of the Occupational Safety and Health Act.)

b. At the same time, great care shall be taken to ensure that documents which are exempt from disclosure are kept confidential when the disclosure of such documents may seriously prejudice the prosecution of cases, limit the free expression of opinion, compromise the right to privacy of persons involved with or affected by the OSHA program or violate the confidentiality of essential sources of information, thereby jeopardizing OSHA's law enforcement program.

2. Procedures. OSHA Disclosure Officers shall perform FOIA duties as described in the Departmental regulations. (See 29 CFR 70.) In addition, the Disclosure Officer shall report any known case of disciplinary action taken under the provisions of the Freedom of Information Act to the Disclosure Management Officer.

B. Specific Guidelines.

1. Enforcement Proceedings. OSHA policy is to disclose only citations, notices of contest, and failure to abate notices during the contest period and whenever a case has been contested since disclosure of other portions of the case file could materially interfere with the litigation process. Nothing from the case file is disclosable prior to the issuance of a Citation and Notification of Penalty (OSHA-2 Form) or a Notification of Failure to Abate Alleged Violation (OSHA-2B Form), or to the closing of the case because the company has been found to be in compliance.

2. Disclosability of Records. Generally, the disclosability of records contained within the case file must be determined on a case-by-case basis by referring to the departmental regulations in 29 CFR 70. There are certain records which are clearly disclosable in full to the public upon request; therefore, there is no need to consult 29 CFR 70.

a. The following case file records are disclosable to the public in full upon request but only after they have been received by the employer concerned:

1. Notifications of Citation and Proposed Penalty issued to employers;

2. Notifications of Failure to Abate Alleged Violations and of any proposed additional penalty which have been issued to employers;

3. Notices of Alleged Imminent Danger situations issued to employers.

b. Many case file records are not OSHA forms; for example, correspondence, photographs and negatives, electronic software, audio/visual tapes, personal interview statements, reports of medical examiners, material safety data sheets, minutes of safety and health committee meetings and other material supplied by the employer. The principles outlined in B.4., 5., 6., and 7. also apply to disclosure of these materials.

3. Requests for Records. In accordance with the guidelines set out in 29 CFR 70, a determination shall be made within 10 working days whether the request will be granted or denied in whole or in part, and the requester notified of such determination. Also, as set out in 29 CFR 70, that notice shall advise the requester of the anticipated time that a response will be made. The Regional Solicitor shall be consulted if there is any question as to whether the requested records or parts of records are disclosable.

4. Disclosable Information on Case File Forms. Information contained in the following items is normally factual (subject to the provisions of B.5. and B.6.) and, consequently, must be disclosed under the FOIA:

NOTE: The disclosure guidance given in the following subparagraphs refers specifically to the IMIS forms which became effective on April 1, 1984. The MIS forms which predated these newly revised IMIS forms shall be treated in the same manner as the corresponding new forms although the item numbers frequently will be different.

a. Inspection Report, OSHA-1 Form.

All Items

b. Narrative, OSHA-1A Form.

Item Numbers:

1. through 5. 8. through 14. (See, however, B.6.a.(2).) 16. through 17.

c. Worksheet, OSHA-1B Form.

Item Numbers:

1. through 19. 21. Photo 22a. Occupation (and Employer) 22b. No. 22c. Total Duration 22d. Frequency 26. through 28.

NOTE: It is OSHA policy to disclose items 27 and 28 on the worksheet (Probability Rating and Penalty) even though some of the matter therein is more opinion than fact.

d. Worksheet, OSHA-1B(IH) Form.

All Items (except for individuals' names which may be written on the form)

NOTE: It is OSHA policy to disclose items 31 and 32 on the worksheet (Probability Rating and Penalty) even though some of the matter therein is more opinion than fact.

e. Citation and Notification of Penalty, OSHA-2 Form.

All Items

f. Notification of Failure to Abate Alleged Violation, OSHA-2B Form.

All Items

g. Notification of Unsafe or Unhealthful Working Conditions, OSHA-2F Form.

All Items

h. Notice of Alleged Safety or Health Hazards, OSHA-7 Form.

Item Numbers:

1. through 7. 10. through 11. 17. Date 18. Organization Name 19. through 48.

i. Notice of Alleged Imminent Danger, OSHA-8 Form.

All Items

j. Fatality/Catastrophe Report, OSHA-36F Form.

Item Numbers:

1. through 13. 15. through 19. (See NOTE, B.6.c.(2).) 21. through 30. 32. through 36.

k. Photo Mounting Worksheet, OSHA-89 Form.

Item Numbers:

1. through 6.

l. Referral Report, OSHA-90 Form.

Item Numbers:

1. through 15. 17. through 27.

m. Air Sampling Worksheet, OSHA-91A Form.

Item Numbers:

1. through 9. 11. through 17. 19. through 53. (See, however, B.6.c.(4).)

n. Air Sampling Report, OSHA-91B Form.

All Items

o. Noise Survey Report, OSHA-92 Form.

Item Numbers:

1. through 7. 9. through 60. (See, however, B.6.c.(5).)

p. Direct Reading Report, OSHA-93 Form.

Item Numbers:

1. through 7. 10. through 15. 17. through 43. (See, however, B.6.c.(6).)

q. Screening Report, OSHA-98 Form.

All Items

r. Octave Band Analysis and Impact Noise, OSHA-99 Form.

Item Numbers:

1. through 18. (See, however, B.6.c.(7).)

s. Citation Record Update, OSHA-166 Form.

All Items

t. Complaint Record Update, OSHA-167C Form.

Item Numbers:

1. through 22.

u. Inspection Record Update, OSHA-167I Form.

All Items

v. Investigation Summary, OSHA-170 Form.

Item Numbers:

1. through 4. 5. with respect to the deceased 6. through 7. 8. with respect to the deceased 9. through 19.

NOTE: It is OSHA policy to disclose items 14 (Environmental Factor) and 15 (Human Factor) even though the matter therein is more opinion than fact.

5. Nondisclosable Information on Case File Forms. Information which cannot be disclosed because disclosure is forbidden by statute shall be kept confidential under all circumstances. All case file material shall be reviewed carefully before disclosure is made to ensure that no prohibited information is revealed.

NOTE: The items listed in the following subparagraphs will very likely contain much information which is disclosable; they are listed because they are also the items which may contain information which is not disclosable.

a. This prohibition applies to disclosure of the following:

(1) The identity of a complainant requesting confidentiality for self and/or other employees mentioned in the complaint;

(2) Materials or work processes identified as trade secrets; and

(3) Information which might give unauthorized advance notice.

b. Generally this nondisclosable information, if present, will be found in the following case file documents:

(1) Narrative, OSHA-1A Form.

Item Number:

15. Followup Inspection Recommended:

(2) Worksheet, OSHA-1B Form.

Item Number:

20. Instance Description (See also B.6.b.)

(3) Notice of Alleged Safety or Health Hazards, OSHA-7 Form.

Item Numbers:

8. Hazard Description 9. Hazard Location 12. through 16. 18. Your Title

NOTE: The entire OSHA-7 may be nondisclosable if handwritten by the complainant and there is a real possibility that the employer may be able to identify the complainant from the handwriting when the complainant has requested anonymity.

(4) Photo Mounting Worksheet. OSHA-89 Form.

Item Number:

The Photograph Itself 7. Description

(5) Air Sampling Worksheet, OSHA-91A Form.

Item Number:

18. Job Description

(6) Direct Reading Report, OSHA-93 Form.

Item Number:

16. Job Description

6. Information Which May Be Exempt from Disclosure in Whole or in Part on Case File Forms. Information contained in the following items shall be kept confidential when disclosure could be detrimental to the agency's activities, as outlined in A.1.b, and when such information is exempt from disclosure under Sections (b)(7)(C)--unwarranted invasion of personal privacy--and/or (b)(7)(D)--identity of confidential sources--of the FOIA.

          NOTES:    (a)  As a general rule, information about a
                         person may be disclosed to that person.

(b) The name, sex and age of a deceased person may normally be disclosed unless the privacy of survivors can reasonably be expected to be compromised by such disclosure.

(c) For purposes of exemption (b)(7)(C), an individual's name, address and telephone number are considered to be personal information, the disclosure of which may constitute an unwarranted invasion of personal privacy. Mere deletion of a person's name may not be sufficient unless the statement standing alone would not tend to indicate any particular individual as having made such statement (for example, where only one person had knowledge of the facts).

(d) Comments may be withheld pursuant to exemption (b)(5) - Interagency or intra-agency memorandums or letters. This exemption is interpreted to include staff opinions, conclusions and recommendations that are elements in the deliberative process. (See 29 CFR 70.) It does not include purely factual matters.

a. Narrative, OSHA-1A Form.

(1) Item 6, Authorized Representative of Employees; Item 7, Employer Representatives Contacted; and Item 8, Other Persons Contacted. By extension of B.6. NOTE (a), a requester will generally be entitled to all the information contained in items 6, 7 and 8 of the Narrative, if the requester is the employer concerned and the employees are employed by that employer. Care must be taken, however, to protect persons who may be confidential sources.

(2) Item 9, Coverage Information. It is anticipated that in most cases this item will contain factual and, therefore, disclosable information. However, this item may also include confidential business information, personal information, or material identifying a confidential source, in which case information may be withheld but only to the extent appropriate.

NOTE: Confidential business information may be withheld only when it may reasonably be judged to have an adverse economic effect on the company. Material which may be embarrassing or which may reveal confidential company information may not be withheld unless its disclosure is financially detrimental.

(3) Item 18. Evaluation of Safety and Health Program. "Yes/No" answers and the subitem pertaining to records are disclosable. Those subitems calling for written answers by the CSHO are disclosable as to matters of fact and nondisclosable to the extent that the information falls within one of the exempt categories (such as, personal information or material identifying a confidential source). Those items calling for evaluation (code 0, 1, 2, 3) may also be withheld. The same is true of any subjective (as opposed to purely factual) explanation given by the CSHO for a particular evaluation. Such explanations will typically be found under the "Add'l Comments" section.

(4) Item 19. Additional Comments. Under this item, a line-by-line analysis must be made where necessary to identify and segregate any protected matters from disclosable, factual information. (See 29 CFR 70.29.)

b. Worksheet, OSHA-1B Form. As with item 20 of the Narrative, the following items on the Worksheet must be analyzed on a line-by-line basis:

Item Number:

20. Instance Description 22e. Exposed Employee -- Name, Address & Telephone 23. Employer Knowledge 24. Comments 25. Other Employer Information

(1) Items 20 and 25, and item 23 to a lesser extent, will usually contain information that is primarily factual in nature; and, thus, in most cases the bulk of the information in these items is disclosable.

(2) Since item 24 specifically calls for the CSHO to record various remarks made during or pertinent to the inspection, care must be exercised to ensure confidentiality. Here, especially, mere deletion of a person's name may not be sufficient since the statement standing alone could tend to indicate a particular individual as having made the statement (for example, where only one person had knowledge of the facts).

c. Other Forms. Calculations and factual comments and notes are generally disclosable. The following items, however, will require a line-by-line analysis to identify and protect information which is nondisclosable:

(1) Notice of Alleged Safety or Health Hazards, OSHA-7 Form.

Item Number:

49. Comments

(2) Fatality/Catastrophe Report, OSHA-36 Form.

Item Number:

14. Reported By 20. Name 31. Preliminary Description 37. Comments

NOTE: When reported by someone other than a company official, the following items may also be in this category:

17. Job Title 18. Telephone Number

(3) Referral Report. OSHA-90 Form.

Item Number:

16. Source or Contact 28. Comments

(4) Air Sampling Worksheet, OSHA-91A Form.

Item Number:

10. Employee 18. Job Description 37. Location/T and Alt.(when address is CSHO's own.) 43. Location/T and Alt. (when address is CSHO's own.) 54. Calculations and Notes

(5) Noise Survey Report, OSHA-92 Form.

Item Number:

8. Employee 38. Location T and B.P. (when address is CSHO's own.) 46. Location T and B.P. (when address is CSHO's own.) 52. Location T and B.P. (when address is CSHO's own.) 57. Location T and S.P. (when address is CSHO's own.) 61. Job Description

(6) Direct Reading Report, OSHA-93 Form.

Item Number:

8. Employee 16. Job Description 34. Location T and S.P. (when address is CSHO's own.) 40. Location T and S.P. (when address is CSHO's own.)

(7) Octave Band Analysis and Impact Noise, OSHA-99 Form.

Item Number:

6. Location T and S.P. (when address is CSHO's own.) 12. Location T and S.P. (when address is CSHO's own.) 19. Notes

(8) Complaint Record Update, OSHA-167C.

Item Number:

23. Comments

(9) Investigation Summary, OSHA-170.

Item Number:

5. Injured (Name)--unless already in the public domain.

8. Age (Injured)--unless already in the public domain.

20. Abstract

7. Disclosure of Witnesses' Statements. Witnesses' statements may be disclosed when disclosure does not interfere with enforcement proceedings, constitute an unwarranted invasion of personal privacy or reveal a confidential source.

a. The factual information contained in witness statements is protected only to the degree that it may reveal the identity of the person giving the information. To ensure that the privacy of witnesses is maintained, all information which may indicate their identities shall be deleted, both from the statement and any attached or referenced materials.

b. Where there is a small number of witness statements (less than 8 as a rule), it is generally considered impossible to separate disclosable and nondisclosable information and still maintain the anonymity of the witnesses involved. For this reason, in such circumstances, all the witness statements may be withheld in full.

8. Medical Records. 29 CFR 1913.10(m) governs the interagency transfer and public disclosure of employee medical records. Any request from another agency or the public for employee medical records shall be forwarded to the OSHA Medical Records Officer through the Regional Administrator. A record of these requests shall be maintained by the Area Office.

9. State Plan Monitoring Files. Material contained in State plan on-site monitoring files relating to Complaints About State Program Administration (CASPA) investigations, case file reviews (CFR) and spot-check monitoring visits (SCMV) are generally disclosable with the same types of limitations applicable to Federal enforcement case files.

a. There are, however, certain special considerations when disclosing such monitoring case files:

(1) If portions of a State enforcement case file are contained in a Federal file, the citations and notices of contest only shall be released if the State citation is within the contest period or is under contest.

(2) Opinions, conclusions and recommendations in internal notes written by Federal personnel in evaluating the State's activity shall not be disclosed; opinions, conclusions and recommendations contained in correspondence between the State and Federal officials shall be disclosed unless otherwise exempted from disclosure.

(3) The identity of a complainant (for example, a CASPA complainant or the initiator of a State complaint investigation) or any information tending to identify a complainant which is contained in a Federal case file shall not be disclosed.

(4) Information contained in a case file related to both a State and a Federal discrimination case shall be treated in the same manner as a Federal discrimination case.

b. In accordance with the Privacy Act, case files relating to on-the-job evaluations/accompanied visits of State compliance officers are releasable only to the individual evaluated and to supervisory State officials.

10. Retention of FOIA Files. Requesters under the Freedom of Information Act have a right to appeal any denial (partial or total) of information pursuant to their request. Because the disclosing official may not know whether or not an appeal of a denial has been submitted, it is necessary to retain the response to an FOIA request for a period of time. Retention of FOIA records shall be in accordance with the disposition periods contained in General Records Schedule 14, Items 11 through 15. When more specific information or guidance is necessary, the Regional Records Management Officer shall be consulted.

11. Waiver of Fees. It is OSHA policy, subject to the requirements of 29 CFR Part 70, to waive fees otherwise assessable under the Freedom of Information Act (FOIA) when providing copies of disclosable portions of the accident investigation files to surviving family members or family members representing workers totally disabled by a work accident.

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

CHAPTER XV

REVIEW COMMISSION

This chapter has been removed. Refer to OSHA Instruction 2.103, Field Inspection Reference Manual (FIRM).

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

INDEX

Action Plans

Guidelines for . . . . . . . . . . . . . . . . . . XIII-A-1 Administrative Subpoena. . . . . . . . . . . . . . . . . . . . . XIII-13 Administrative Costs Debts . . . . . . . . . . . . . . . . . . . . . . VI-26 Administrative Law Judge (ALJ). . . . . . . . . . . . . VI-24 Agency Technical Assistance Requests (ATARs). . . . . . XIII-22 Alternative Housing . . . . . . . . . . . . . . . . . . . . . XI-6 Area Directors Responsibilities. . . . . . . . . . . . . . . . . VI-20, XIII-25 Assessment Procedures. . . . . . . . . . . . . . . . . . . . VI-26 Catastrophe . . . . . . . . . . . . . . . . . . . . . . XIII-6 Certified Committee . . . . . . . . . . . . . . . . . . XIII-9 Choice of Standards . . . . . . . . . . . . . . . . . . XI-1 Citable Program Elements. . . . . . . . . . . . . . . . XIII-3, XIII-A-1 Complaints CASPA (Complaint About State Program Administration) . . . . . . . . . . . . . . . . . XIV-11 Federal Agencies. . . . . . . . . . . . . . . . . XIII-7 Oral. . . . . . . . . . . . . . . . . . . . . . . XIII-8 Temporary Labor Camps . . . . . . . . . . . . . . XI-3 Conference Informal. . . . . . . . . . . . . . . . . . . . . XIII-26 Confidential (see also Trade Secrets) . . . . . . . . . XIV Credit Reporting Bureau . . . . . . . . . . . . . . . . VI-29 DCAT (Debt Collection Accountability Team). . . . . . . VI-28 Dates Final Order . . . . . . . . . . . . . . . . . . . VI-24 Payment . . . . . . . . . . . . . . . . . . . . . VI-21 Debt Collection Agency. . . . . . . . . . . . . . . . . . . . . . VI-29 Policy. . . . . . . . . . . . . . . . . . . . . . VI-23 Procedures. . . . . . . . . . . . . . . . . . . . VI-23

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

Definitions

Citable Program Elements . . . . . . . . . . . . . XIII-3 Delinquent Debt. . . . . . . . . . . . . . . . . . VI-25 Establishment. . . . . . . . . . . . . . . . . . . XIII-3 Establishment Official . . . . . . . . . . . . . . XIII-4 Migrant Housing Facility . . . . . . . . . . . . . XI-1 New Construction (re: Temporary Labor Camps) . . . XI-1 Temporary Labor Camps. . . . . . . . . . . . . . . XI-1 Delinquent Charge.. . . . . . . . . . . . . . . . . . . . . . VI-26 Debt . . . . . . . . . . . . . . . . . . . . . . . VI-25 Demand Letters (in Debt Collection) . . . . . . . . . . VI-25 Denial of Entry . . . . . . . . . . . . . . . . . . . . XIII-13 Designee for State Plan States (see STP 2.22A) Disclosure (see also Nondisclosable Information). . . . XIV-1 Disposition of Files (see Retention) Documentation Migrant Housing Inspections. . . . . . . . . . . . XI-4 Emphasis Programs (Special) . . . . . . . . . . . . . . XIII-6 Employee Representative . . . . . . . . . . . . . . . . . . XIV-8 Employer Refusal of Entry . . . . . . . . . . . . . . . . . XIII-13 Representative . . . . . . . . . . . . . . . . . . XIV-8 Exempt from Disclosure. . . . . . . . . . . . . . . . . XIV-7 FOIA (Freedom of Information Act) . . . . . . . . . . . XIV Family FOIA . . . . . . . . . . . . . . . . . . . . . . XIV-12 Fatality/Catastrophe. . . . . . . . . . . . . . . . . . XIII-6 Disclosure. . . . . . . . . . . . . . . . . . . . XIV-9 Reports (Federal Agencies). . . . . . . . . . . . XIII-6 Federal Agency Programs . . . . . . . . . . . . . . . . XIII Field Sanitation (see also CPL 2-2.42). . . . . . . . . XI Final Order . . . . . . . . . . . . . . . . . . . . . . VI-24 Forms OSHA-1 (Inspection Report) . . . . . . . . . . . . XIV-2 OSHA-1A (Narrative). . . . . . . . . . . . . . . . XIV-2, 6, 8 OSHA-IB or IBIH (Worksheets) . . . . . . . . . . . XIV-3, 8 OSHA-2 (Citation & Notification of Penalty). . . . XIV-1,3

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

     OSHA-2B (Notification of Failure to Abate Alleged
          Violations) . . . . . . . . . . . . . . . . .     XIV-1, 3
     OSHA-2H (Hazard Correction List/Notice of Unsafe or
          Unhealthful Working Conditions) . . . . . . .     XIII-23, XIV-3
     OSHA-7 (Notice of Alleged Safety or Health
          Hazards). . . . . . . . . . . . . . . . . . .     XIV-3, 6, 9
     OSHA-8 (Notice of Alleged Imminent Danger) . . . .     XIV-4
     OSHA-36/36F (Fatality/Catastrophe Report). . . . .     XIV-4, 9
     OSHA-89 (Photo Mounting Worksheet) . . . . . . . .     XIV-4, 7
     OSHA-90 (Referral Report). . . . . . . . . . . . .     XIV-4, 9
     OSHA-91A (Air Sampling Worksheet). . . . . . . . .     XIV-4, 7, 10
     OSHA-9IB (Air Sampling Report) . . . . . . . . . .     XIV-4
     OSHA-92 (Noise Survey Report). . . . . . . . . . .     XIV-4, 10
     OSHA-93 (Direct Reading Report). . . . . . . . . .     XIV-5, 7, 10
     OSHA-98 (Screening Report) . . . . . . . . . . . .     XIV-5
     OSHA-99 (Octave Band Analysis & Impact Noise). . .     XIV-5, 10
     OSHA-166 (Citation Record Update). . . . . . . . .     XIV-5
     OSHA-167C (Complaint Record Update). . . . . . . .     XIV-5, 10
     OSHA-1671 (Investigation Record Update). . . . . .     XIV-5
     OSHA-170 (Investigation Summary) . . . . . . . . .     XIV-5, 11
     OSHA-200 (Log & Summary of Occupational Injuries &
          Illnesses). . . . . . . . . . . . . . . . . .     XIII-14
     OSHA-2005 (BLS Survey Questionnaire) . . . . . . .     XIII-14
Freedom of Information Act (FOIA) . . . . . . . . . . .     XIV
GOCO (Government-Owned Contractor-Operated) . . . . . .     XIII-2
General Duty
     Federal Agency . . . . . . . . . . . . . . . . . .     XIII-3
Housing (Migrant Labor) (see also CPL 2-2.42) . . . . .     XI
IMIS (integrated Management Information System)
     (see also ADM 1-1.27, IMIS Standard Form
     Letter Manual) . . . . . . . . . . . . . . . . . .     VI-22, 27 to 29
Information
     Disclosable. . . . . . . . . . . . . . . . . . . .     XIV-2
     Exempt from Disclosure . . . . . . . . . . . . . .     XIV-7
     Nondisclosable . . . . . . . . . . . . . . . . . .     XIV-5
Inspections/Investigations
     Catastrophe. . . . . . . . . . . . . . . . . . . .     XIII-6
     Fatality . . . . . . . . . . . . . . . . . . . . .     XIII-6
     Refusal of Entry . . . . . . . . . . . . . . . . .     XIII-13
     Targeting. . . . . . . . . . . . . . . . . . . . .     XIII-4
     Temporary Labor Camps (see also CPL 2-2.42). . . .     XI
Integrated Management Information System (IMIS)
     (see also ADM 1-1.27, IMIS Standard Form
     Letter Manual) . . . . . . . . . . . . . . . . . .     VI-22, 27 to 29

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

Jurisdiction (see also Preemption)

Federal Agency . . . . . . . . . . . . . . . . . . XIII-1 Letters (Demand). . . . . . . . . . . . . . . . . . . . VI-25, 27, 29 Log & Summary of Occupational Injuries/Illnesses (OSHA-200) . . . . . . . . . . . . . . . . . . . . XIII-14 Mailing Collecting Monies. . . . . . . . . . . . . . . . . VI-20 Demand letters . . . . . . . . . . . . . . . . . . VI-25, 27, 29 Payments/Payment Instruments . . . . . . . . . . . VI-21, 22, 27 Medical Records. . . . . . . . . . . . . . . . . . . . . . XIV-11 Migrant Labor (see also CPL 2-2.42) . . . . . . . . . . XI Modification of Abatement Dates (PMA) . . . . . . . . . XIII-27 Monitoring State Plan Files . . . . . . . . . . . . . . . . . XIV-11 Multi-Employer Policy in Federal Agencies . . . . . . . . . . . . XIII-4 National Office Office of Federal Agency Programs. . . . . . . . . XIII-16 Office of Management Data Systems (OMDS) . . . . . VI-27 to 29 Nondisclosable Information. . . . . . . . . . . . . . . XIV-5 Office of Management Data Systems (OMDS). . . . . . . . VI-27 to 29 Orders Date of. . . . . . . . . . . . . . . . . . . . . . VI-24 Final. . . . . . . . . . . . . . . . . . . . . . . VI-24 PMA (Petition to Modify Abatement Date) . . . . . . . . XIII-27 Penalty Assessment . . . . . . . . . . . . . . . . . . . . VI-26 Contested/Uncontested. . . . . . . . . . . . . . . VI-23 Criminal . . . . . . . . . . . . . . . . . . . . . VI-20 Debt, as a . . . . . . . . . . . . . . . . . . . . VI-26 Failure to Abate . . . . . . . . . . . . . . . . . XIII-27 Partially Contested. . . . . . . . . . . . . . . . VI-23 Payment. . . . . . . . . . . . . . . . . . . . . . VI-20 to 23 Uncollectible. . . . . . . . . . . . . . . . . . . VI-28 Petition to Modify Abatement Date (PMA) . . . . . . . . XIII-27 Policy Debt Collection. . . . . . . . . . . . . . . . . . VI-23 Disclosure . . . . . . . . . . . . . . . . . . . . XIV-1

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

Procedures

Disclosure . . . . . . . . . . . . . . . . . . . . XIV Migrant Camp Inspections . . . . . . . . . . . . . XI-2 Recordkeeping Forms (OSHA-101 & -200). . . . . . . . . . . . . . XIII-14 Requirements . . . . . . . . . . . . . . . . . . . XIII-14 Records Request of . . . . . . . . . . . . . . . . . . . . XIV-2 Referrals Credit Reporting Bureau. . . . . . . . . . . . . . VI-29 Debt Collection Agency . . . . . . . . . . . . . . VI-29 Solicitor. . . . . . . . . . . . . . . . . . . . . VI-29 Temporary Labor Camps. . . . . . . . . . . . . . . XI-3 Refusal of Entry. . . . . . . . . . . . . . . . . . . . XIII-13 Reporting Fatality/Catastrophe . . . . . . . . . . . . . . . XIII-7 Reports of Reprisal . . . . . . . . . . . . . . . . . . XIII-12 Representatives Authorized . . . . . . . . . . . . . . . . . . . . XIV-8 Employee . . . . . . . . . . . . . . . . . . . . . XIV-8 Employer . . . . . . . . . . . . . . . . . . . . . XIII-4 Reprisal (Report of). . . . . . . . . . . . . . . . . . XIII-12 Retention FOIA Files . . . . . . . . . . . . . . . . . . . . XIV-12 Safety and Health Programs Violations (Federal Agencies). . . . . . . . . . . XIII-11 Security Clearance. . . . . . . . . . . . . . . . . . . XIII-A-2 Solicitor Referrals. . . . . . . . . . . . . . . . . . . . . VI-29 Special Emphasis Programs (SEP) . . . . . . . . . . . . XIII-6 State Plan States (see STP 2.22A) . . . . . . . . . . . XIV-11 Statements Witness. . . . . . . . . . . . . . . . . . . . . . XIV-11 Subpoena Administrative . . . . . . . . . . . . . . . . . . XIII-13 Targeting . . . . . . . . . . . . . . . . . . . . . . . XIII-4 Technical Assistance Request (Federal Agencies). . . . . . . XIII-22 Temporary Labor Camps (see also CPL 2-2.42) . . . . . . XI

OSHA Instruction CPL 2.45B CH-5 March 3, 1995 Office of General Industry Compliance Assistance

Time

Allowed for Payment of Penalties . . . . . . . . . VI-23 Frames for Federal Agency Programs . . . . . . . . XIII-15 Victim Family . . . . . . . . . . . . . . . . . . . . . . XIV-12 FOIA . . . . . . . . . . . . . . . . . . . . . . . XIV-12 Violations Safety and Health Programs . . . . . . . . . . . . XIII-11 Waiver FOIA Fees. . . . . . . . . . . . . . . . . . . . . XIV-12 Warrants. . . . . . . . . . . . . . . . . . . . . . . . XIII-13 Witness Statements. . . . . . . . . . . . . . . . . . . XIV-11