Industrial workplaces are inherently high-risk environments. This is why compliance with Occupational Safety and Health Administration (OSHA) guidelines should be a top priority.
But this is easier said than done. The guidelines are fairly complex and dense, meaning it's often difficult for industrial HR teams to pinpoint the regulations that apply to their industry.
This comprehensive OSHA compliance checklist addresses this challenge by covering essential areas, including safety training, PPE management, auditing, and everything else you should know to ensure compliance.
Why Is OSHA Compliance Important In Industrial Workplaces?
OSHA compliance is vital for all companies, but it's even more important for industrial workplaces due to the high prevalence of injuries within the industry. According to the most recent available data, in 2023 alone, 2.6 million workplace injuries were reported by private industry employers.
Following OSHA regulations helps create a safer, more productive workplace while preventing injuries that harm workers and disrupt operations.
Additionally, non-compliance can have serious consequences for employers. This can include reputational damage, large fines, and legal liabilities.
OSHA Compliance Checklist For Industrial Workplaces
Using an OSHA compliance checklist is one of the best strategies for managing worksite risks and reducing workplace injuries. To help you comply, we've laid out the most relevant OSHA standards for industrial companies.
1. OSHA-Mandated Safety Training
To ensure workplace safety, OSHA requires you to provide training that's tailored to the specific health hazards present in industrial settings.
Required training
The most important training programs include:
Job-specific training: OSHA requires employers to train employees on the unique risks associated with their specific roles. For instance, training should be provided for working at heights and operating heavy machinery.
General workplace safety: This is a broader type of training that focuses on topics like hazard identification, emergency safety procedures, and injury prevention.
Hazardous materials training: Under OSHA's Hazard Communication Standard (HCS), all employees who handle chemicals or other hazardous substances have to undergo specific safety training.
All of your employees must receive training in a language and format they can understand. So, if you employ workers who don't speak English, you must offer training in their primary language.
Training frequency and documentation
OSHA also sets out guidelines for when and how often occupational safety training should be provided:
New hires need to receive training during the onboarding process.
Annual refresher courses are required, along with additional training when new hazards appear.
Retraining may be necessary following accidents or near-misses.
It's important for HR departments to keep detailed records of all training sessions. These records should include information like dates, attendance logs, and materials used.
Record-keeping best practices
Thorough record-keeping is essential so you can demonstrate compliance during OSHA inspections. This includes:
Creating a centralized system where training records are stored
Regularly auditing records to ensure accuracy and completeness
Retaining records for the length of time required by the OSHA regulations (typically three years or longer)
2. Personal Protective Equipment (PPE) Management
As mentioned, accidents are fairly common within industrial workplaces, and the costs of workplace injuries can quickly mount up. Fortunately, accidents can be drastically reduced through the proper use of PPE.
To ensure compliance with OSHA's PPE requirements, you need to do the following:
Conduct workplace hazard assessments
First, assess your workplace and identify hazards that necessitate PPE. This often includes:
Flying debris
Chemical exposure
Electrical risks
Noise levels exceeding 85 decibels
The risk of falls from heights or falling objects
During inspections, you'll be asked to provide records of these assessments.
Assign appropriate PPE for identified hazards
After identifying hazards, provide suitable PPE to at-risk employees. For example, if an employee works in an environment with airborne contaminants, you must provide them with a respirator.
Other common PPE includes:
Hearing protection devices like earplugs and earmuffs.
Hard hats for head protection.
Steel-toed boots for foot protection.
Safety goggles for eye protection.
All of the equipment you supply needs to meet the relevant OSHA PPE Standards.
Ensure PPE fits properly and is well-maintained
Ill-fitting or poorly maintained PPE can compromise the safety of your employees. Therefore, HR needs to arrange proper fittings and establish protocols for regular cleaning, maintenance, and replacement of equipment.
Train employees in PPE use and care
For your workplace to meet OSHA standards, employees have to be trained on:
How to wear PPE properly
How to inspect PPE for damage
Why consistent PPE use matters
Enforce PPE policies
To enhance workplace safety, the use of PPE has to be enforced, which involves:
Developing clear policies on when and where PPE must be used
Daily compliance monitoring by supervisors
3. Ongoing Compliance & Auditing
To maintain compliance and reduce workplace injuries, it's essential to continually monitor, review, and enforce all of the OSHA guidelines. Follow these steps to do it effectively:
Monitor OSHA updates and regulatory changes
OSHA standards are always evolving due to emerging workplace risks and technological advancements. So, an HR team member should consistently monitor updates via OSHA's website and subscribe to newsletters from industry associations.
Conduct regular internal safety audits
OSHA compliance can be difficult, and it's common to miss elements of the guidelines when implementing them. This is why it's important to conduct internal audits so you can identify these compliance gaps before inspections. It's generally best to focus on high-risk areas like:
Electrical systems
Machine guarding
Emergency exits
Fall protection measures
Implement corrective actions
When you uncover gaps during your audits, act immediately to:
Address hazards (e.g., repairing faulty equipment)
Update your policies and procedures
Retrain employees if required
Remember to document any corrective actions in your OSHA compliance records.
Maintain up-to-date safety documentation
To ensure workplace safety, your employees need to have ready access to safety documentation, such as:
Incident reports
Hazard assessments
Inspection logs
Emergency action plans (EAPs)
Training records
Prepare for OSHA inspections
Your workplace needs to be fully prepared for inspections by OSHA. To ensure you're ready, use this straightforward OSHA inspection checklist:
Designate a point person who will liaise with the inspectors.
Conduct mock inspections to familiarize your employees with the process.
Ensure all required postings, like OSHA's Job Safety and Health poster, are visible in the workplace.
Now that you have your OSHA compliance checklist, let's cover employment eligibility and ICE compliance.
Employment Eligibility & ICE Compliance
With ICE raids increasing, it's crucial to ensure that your workplace adheres to the relevant laws. Here are some steps you can take to achieve this:
I-9 Form Management
I-9 forms verify that an employee is authorized to work in the US. Effective I-9 form management involves:
Completing Section 1 on the employee's first day of work.
Verifying identity and work authorization documents within three business days.
Securely storing I-9 forms separately from personnel files.
I-9 forms must be kept for three years after hiring an employee or one year after they leave the company, whichever is later.
Internal I-9 Audits
Your company's I-9 forms need to be regularly reviewed. During these reviews, look for errors like expired documents and incomplete fields. These errors should be quickly corrected using the procedures outlined by ICE.
Preparing for ICE Audits and Workplace Raids
Finally, HR should create a written response protocol that details how your company will respond in the event of ICE audits or raids. This includes:
Designating a trained response team.
Providing private areas for ICE agents during raids.
Educating employees about their rights.
FAQs
How often should industrial businesses conduct internal OSHA compliance audits?
Typically, industrial businesses should carry out internal OSHA compliance audits once a year. However, more frequent audits are advisable for workplaces with a history of safety incidents, those dealing with hazardous materials, and workplaces with rapidly changing conditions.
What are the potential consequences of non-compliance with OSHA regulations?
The potential consequences of non-compliance with OSHA standards include:
Financial penalties
Operational disruptions
Legal action
Reputational damage
Increased regulatory scrutiny
License revocation
Increased insurance premiums
Employee health and safety risks
Final Thoughts
Maintaining OSHA compliance in an industrial workplace is an ongoing effort. Both your HR and operations teams must be vigilant to ensure occupational safety.
Use this checklist to stay on top of key requirements like PPE management, safety training, and regular audits, and give your employees a safe working environment.
