Federal Agency Recordkeeping Reporting Data
Data Elements/Flat File Forms
To report via the File Upload Utility you must upload 2 CSV (comma separated value) files, a "Summary" file and a "Cases" file. These files must be consistent with the CSV format as described in RFC 4180 Section 2, and must match the requirements specified below.
- Each item below ("Column Name") is the header on a column, starting on the left and going across
- The name must be EXACTLY as shown below to ensure the files are machine-readable.
- Data from the rows with strikethrough are not required to be filled in by federal agencies (this format is based on private sector reporting)
- Blank columns must be left in the final document for each non-collected field to ensure the files are machine-readable.
Questions/issues with the format, CSV files, etc.? Please email Derrick Southerland, Mikki Holmes, or OFAP@dol.gov.
Summary File
Requirements:
- The first line of the summary file must contain the column names (survey_year, establishment_id, etc.) specified in the table below.
- Each subsequent line must contain corresponding information for a single establishment.
- Data for each establishment should come from that establishment’s completed Calendar Year OSHA Forms for Recording Work-Related Injuries and Illnesses (Forms 300 and 300A) or equivalent documentation.
| Column Name | Definition | Example | Field Length | Additional Requirements |
|---|---|---|---|---|
| survey_year | Survey Year. The calendar year for which this survey is being reported. Survey responses should reflect only those incidents that occurred during the survey year. | 2013 | 4 | |
| establishment_id | Establishment ID. The unique establishment identifier provided to you by OSHA in your instructions for completing this survey. | 01-012345678-5 | 14 | |
| annual_avg | Annual average number of paid employees for 2013. | 105 | 12 max. | integer |
| hours_worked | Total hours worked by all paid employees for 2013. | 218400 | 12 max. | integer |
| volunteer_annual_avg | Annual average number of volunteer employees for 2013. | 14 | 12 max. | integer |
| volunteer_hours_worked | Total hours worked by all volunteer employees for 2013. | 6590 | 12 max. | integer |
| Blank – 1 | ||||
| Blank – 2 | ||||
| Blank – 3 | ||||
| Blank – 4 | ||||
| Blank – 5 | ||||
| Blank – 6 | ||||
| Blank – 7 | ||||
| Blank – 8 | ||||
| Blank – 9 | ||||
| death_cases | Total # of deaths at establishment in 2013. This number is item G on OSHA Form 300A. | 0 | 12 max. | integer |
| days_away_cases | Total # of cases resulting in days away from work at establishment in 2013. This number is item H on OSHA Form 300A. | 2 | 12 max. | integer |
| job_transfer_cases | Total # of cases resulting in job transfer or restriction at establishment in 2013. This number is item I on OSHA Form 300A. | 5 | 12 max. | integer |
| other_cases | Total # of other recordable cases at establishment in 2013. This number is item J on OSHA Form 300A. | 4 | 12 max. | integer |
| days_away | Total # of days away from work. This number is item K on OSHA Form 300A. | 24 | 12 max. | integer |
| transfer_days | Total # of days of job transfer or restriction. This number is item L on OSHA Form 300A. | 12 | 12 max. | integer |
| injuries | Total # of injuries at establishment in 2013. This number is item M(1) on OSHA Form 300A. | 3 | 12 max. | integer |
| skin | Total # of skin disorders at establishment in 2013. This number is item M(2) on OSHA Form 300A. | 0 | 12 max. | integer |
| respiratory | Total # of respiratory conditions at establishment in 2013. This number is item M(3) on OSHA Form 300A. | 0 | 12 max. | integer |
| poison | Total # of poisonings at establishment in 2013. This number is item M(4) on OSHA Form 300A. | 0 | 12 max. | integer |
| hearing | Total # of hearing losses at establishment in 2013. This number is item M(5) on OSHA Form 300A. | 2 | 12 max. | integer |
| all_other_cases | Total # of other illnesses at establishment in 2013. This number is item M(6) on OSHA Form 300A. | 6 | 12 max. | integer |
| m_comments | Comments indicating how many deaths were counted as injuries, skin disorders, respiratory conditions, poisonings, or hearing loss. Optional for Federal respondents. | text | 250 max. | |
| establishment_comments | Any additional comments about the survey. Optional. | text | 250 max. |
Cases File
Requirements
- The first line of the cases file must contain the column names (survey_year, establishment_id, case_number, etc.) specified in the table below.
- Each subsequent line must contain corresponding information for a single case.
- The cases file must include all cases for all establishments included in the summary file.
- Data for each case should come from OSHA Forms 300 and 301, or equivalent documentation.
| Column Name | Definition | Example | Field Length | Additional Requirements |
|---|---|---|---|---|
| survey_year | SY = 2013 | 2013 | 4 | |
| establishment_id | Establishment Identifier | 01-012345678-5 | 14 | |
| case_number | Integer that uniquely identifies a case at an establishment. Each case at an establishment must have a unique case number. | 3 | 4 max. | integer |
| name | Name of injured or ill worker | John Doe | 25 max. | |
| title | Job title of injured or ill worker | Economist | 35 max. | |
| case_type | Character indicating the injury/illness case type. Must be one of the following: G = Death H = Case with days away from work I = Case with days of job transfer or restriction J = Other recordable case |
H | 1 max. | |
| pay_scale | Federal pay scale code | GS | 2 max. | |
| occupation_code | Federal occupation series | 0170 | 4 | |
| pay_grade | Federal pay grade or equivalent | 09 | 2 max. | |
| volunteer | Was the worker a volunteer? Y = Yes N = No blank = unknown |
N | 1 max. | Y, N, or blank |
| injury_date | Date of injury or onset of illness. This date must be within the survey year. | 03/18/2013 | 10 | mm/dd/yyyy |
| days_away | Number of days employee was away from work due to the injury or illness | 2 | 7 max. | integer |
| transfer_days | Number of days employee was restricted from doing job, or in job training as a result of injury or illness | 3 | 7 max. | integer |
| Blank – 1 | ||||
| Blank – 2 | ||||
| Blank – 3 | ||||
| Blank – 4 | ||||
| Blank – 5 | ||||
| Blank – 6 | ||||
| Blank – 7 | ||||
| Blank – 8 | ||||
| Blank – 9 | ||||
| Blank – 10 | ||||
| birth_date | Employee’s Date of Birth. If unavailable leave blank and enter employee’s age in the "age" field. | 01/01/1968 | 10 | mm/dd/yyyy |
| hired_date | The date the employee was hired. If unavailable leave blank and indicate an approximate answer in the service_length field instead. | 09/25/1988 | 10 | mm/dd/yyyy |
| Blank – 11 | ||||
| gender | Gender of employee: 1 = Male 2 = Female |
1 | 1 max. | 1, 2, or blank |
| emergency_room | Was the employee treated in an emergency room? Y = Yes N = No blank = unknown |
Y | 1 max. | Y, N, or blank |
| hospital | Was the employee hospitalized overnight as an in-patient? Y = Yes N = No blank = unknown |
N | 1 max. | Y, N, or blank |
| start_work | Time employee began work in 12 hour format. Use X=A for AM and X=P for PM. | 01:30PM | 7 | hh:mmXM |
| event_time | Time of injury or illness in 12 hour format. Use X=A for AM and X=P for PM. If unknown leave blank and place an X in column AP. | 12:30PM | 7 | hh:mmXM |
| event_details | Time of event. Must be one of the following: After = event occurred after employee’s shift Before = event occurred before employee’s shift During = event occurred during employee’s shift (blank) = unknown when event occurred |
During | 7 max. | After, Before, During, or blank |
| question_8 | What was the employee doing just before the incident occurred? Describe the activity as well as the tools, equipment, or material the employee was using. Be specific. | Walking in garage | 250 max. | |
| question_9 | What happened? Tell us how the injury or illness occurred. | Slipped in water on garage floor and fell against forklift | 250 max. | |
| question_10 | What was the injury or illness? Tell us the part of the body that was affected and how it was affected; be more specific than "hurt", "pain", or "sore." | Broken hand | 250 max. | |
| question_11 | What object or substance directly harmed the employee? | Forklift | 250 max. |