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Procedures for Work-Related Fatalities, Injury, and Illness Recordkeeping and Annual Reporting Requirements

FSIS Notice 07-25
Issue Date Mar 17, 2025
Expiration Date Apr 01, 2026
Full Notice
FSIS Notice 07-25
  1. PURPOSE
    1. This notice provides instructions to all FSIS managers and supervisors for the collection of Calendar Year 2024 (CY2024, January 1, 2024, to December 31, 2024) records regarding FSIS employees' work-related fatalities, injuries, and illnesses to meet the Department of Labor's (DOL's) information submission requirements. This notice outlines the responsibility of FSIS supervisors to collect all copies of CY2024 employee injury and illness records within their respective areas of responsibility. Supervisors are required to convert these records into an electronic format for uploading into the assigned SharePoint folders. The completed Occupational Safety & Health Administration (OSHA) 300 series forms and the completed Bureau of Labor Statistics (BLS) data spreadsheets must be uploaded by supervisors into their assigned folders by April 11, 2025, to allow sufficient time for FSIS to consolidate the data and fulfill DOL's annual reporting requirements by the May 1, 2025, deadline.
    2. This notice cancels FSIS Notice 10-24, issued on March 21, 2024. Procedural changes from the annual notice issued last year include a modification in the number of FSIS establishments required to report to the DOL/BLS website.
  2. BACKGROUND
    1. In accordance with OSHA Standards 29 CFR 1904 and 29 CFR 1960, Federal agencies are to keep records of work-related fatalities, injuries, and illnesses. FSIS is required to maintain the records for Agency employees only. Agencies are to also record each work-related fatality, injury, and illness that represents a new case and meets one or more of the general recording criteria of 29 CFR 1904.7 and the application to specific cases of 29 CFR 1904.8, 29 CFR 1904.9, 29 CFR 1904.10 and 29 CFR 1904.11.
    2. An OSHA recordable injury or illness must be work-related, a new case, and fall under one or more of the categories listed in 1 through 9. Injuries or illnesses that do not meet these criteria are not to be recorded on the OSHA 300 series forms.
      1. Death.
      2. Days away from work.
      3. Restricted work or transfer to another job.
      4. Medical treatment beyond first aid.
      5. Loss of consciousness.
      6. Significant injury or illness diagnosed by a physician or other licensed health care professional.
      7. Work-related needlestick injuries and cuts from sharp objects that are contaminated with another person's blood.
      8. Medically removed under the medical surveillance requirements of an OSHA standard; or
      9. A work-related Standard Threshold Shift (STS) for hearing in one or both ears.
    3. Federal agencies submit to the Secretary of Labor each calendar year all information included on the Agency's previous calendar year's occupational work-related fatalities, injuries, and illnesses recordkeeping forms. The information submitted is to include all data entered on the OSHA Form 300, Log of Work-Related Injuries and Illnesses (or equivalent), OSHA Form 301, Injury and Illness Incident Report (or equivalent), and OSHA Form 300A, Summary of Work-Related Injuries and illnesses (or equivalent).
    4. All FSIS workplace establishments, including government buildings, are required to complete an OSHA Form 300A even if there were no recordable injuries or illnesses for CY2024. Categories on the form are required to have zeros if no injuries or illnesses occurred. Workplaces with no recordable injuries or illnesses for the calendar year are also required to complete the Injury Illness Summary File spreadsheet following the instructions in this notice.
    5. OSHA has provided specially formatted spreadsheets to consolidate the OSHA Form 300 data to meet reporting requirements. They also provided a reference document to enable personnel to correctly enter the data into the spreadsheets in the appropriate locations and format.
  3. INSTRUCTIONS
    1. In accordance with FSIS Directive 4791.13, Workplace Inspections, and Injury, Illness and Motor Vehicle Incident Reporting, all FSIS managers and supervisors are required to complete the appropriate forms and logs for work-related fatalities, injuries, and illnesses. The OSHA Form 300A for each workplace location must be posted in a conspicuous place or places where notices to employees are customarily displayed no later than February 1 of the year following the year covered by the records. The OSHA Form 300A, which includes aggregate data, is to remain visibly posted from February 1 until April 30 of that year. OSHA 300 and OSHA 301 forms contain personal health information data and are not to be posted. A fillable PDF file containing all OSHA 300 series forms can be found on OSHA's website at https://www.osha.gov/sites/default/files/OSHA-RK-Forms-Package.pdf
    2. The OM/ASD Safety Team established FSIS folders on the SharePoint site with specific areas of responsibility. Folders have been established for every FSIS program area. To record the Agency's annual average number of employees, every FSIS employee is to be accounted for on the OSHA Form 300A. Subfolders were created within each program area folder to identify office and field locations where FSIS employees report to work. FSIS employees working under a telework or remote duty location status should be recorded on OSHA forms with their program area's headquarters office location.
    3. The OM/ASD Safety Team has created a SharePoint site for program administrators to access specific instructions and documents. This site enables them to provide the required information from the OSHA Form 300 for BLS reporting of work-related fatalities, injuries, and illnesses, specifically involving FSIS employee work-related incidents. Each program area has an individually assigned SharePoint folder with a specific hyperlink. Refer to Attachment A of this notice for each program area hyperlink.
    4. Managers and supervisors are to not open other program areas' folders for which they do not have direct responsibility. Do not copy, download, or upload, any files within any folder for which you do not have direct responsibility. Incorrect handling of files on the SharePoint site may cause a loss of data.
    5. FSIS managers and supervisors are to use procedures 1 through 6 below to access the SharePoint folders. Managers and supervisors may find that they will not immediately have access to their program area folder. If this occurs, the user will receive an automated prompt from the SharePoint site to request access. SharePoint folder access for district personnel will be granted by their district office management. After your request is submitted, the site administrators will review the request before granting permissions.
      1. Managers and supervisors are to use the hyperlink for their program area to access the folders. See Attachment A of this notice for the specific hyperlinks.
      2. The individual hyperlink will open the SharePoint document library for each program area. Some program areas will have additional subfolders that will identify additional work locations. Refer to Attachment B of this notice for an example of a program area subfolders and additional work locations.
      3. Once each manager or supervisor locates the folder of their respective location, there will be three subfolders titled:
        1. CY2024 BLS Spreadsheets;
        2. CY2024 OSHA 300 300A 301 Forms; and
        3. Instructions and Blank Spreadsheets.
      4. Refer to Attachment C of this notice for an example view of those three subfolders.
      5. The Office of Field Operations (OFO) has created additional subfolders within their respective district offices (DO) for individual circuits. These subfolders are specifically designed to store OSHA 300 series forms. Refer to Attachment D of this notice for an example of the OFO DO program area sub-folders for OSHA 300 series form storage
      6. Managers and supervisors are to refer to the Word document titled BLS 2024 Guide to Excel Spreadsheet Data Entries in their respective folder for minimum requirements in entering data into the spreadsheets.
    6. FSIS supervisors are to use procedures 1 and 2 below for uploading copies of OSHA 300, 300A, and 301 Forms.
      1. Managers and supervisors are to open their folder titled CY 2024 OSHA 300, 300A, 301 Forms. OFO DOs will have additional subfolders identified for each circuit. If you have already filled out and completed copies of OSHA 300, OSHA 300-A, and OSHA 301 forms, upload copies of those files into your folder. If you have multiple forms covering different workplace establishments or locations, name the files so that they can be easily identified. Refer to Attachments E, F, and G of this notice for examples of the OSHA Forms.
      2. If supervisors have not previously filled out OSHA Injury and Illness forms for CY 2024, they are to use the following link to download a fillable PDF file from the OSHA website, https://www.osha.gov/sites/default/files/OSHA-RK-Forms-Package.pdf and enter the required information in the PDF fillable form for each workplace location for which they are responsible. Once the forms are completed, supervisors are to place copies of the PDF form into the SharePoint folder and save a copy for their records.
    7. FSIS managers, supervisors, and the OM/ASD Safety Team should follow procedures H through W for the submission of 2024 BLS data.
    8. Supervisors should open the folder labeled "Instructions and Blank Spreadsheets." Refer to Attachment C of this notice for an example view of the folder location. Inside this folder, supervisors will find the following documents:
      1. Word document titled: BLS 2024 Guide to Excel Spreadsheet Data Entries;
      2. Excel spreadsheet titled: Blank 2024 FSIS Individual Injury Illness Case File;
      3. Excel spreadsheet titled: Blank 2024 FSIS Injury Illness Summary File; and
      4. Excel spreadsheet titled: FSIS-CY2024 OSHA-BLS Establishment ID SharePoint Copy
    9. Open the Word document titled BLS 2024 Guide to Excel Spreadsheet Data Entries and review the minimum entry requirements for each spreadsheet. This information will be needed to correctly complete all cell entries.
    10. The Excel spreadsheet titled "FSIS-CY2024 OSHA-BLS Establishment List SharePoint Copy" contains all Program Area workplace locations, OSHA-assigned Establishment IDs, Building Identifiers, and the Safety Specialist assigned to each location.
    11. Attachment H of this notice also provides a list of all the FSIS Establishment ID's that were previously assigned by OSHA for FSIS to report for each workplace location. Supervisors will need this information to complete the recording process for your area of responsibility.
    12. Download a copy of both blank spreadsheets to your computer hard drive for data entry purposes. Do not remove either of the original blank spreadsheet files from the folder. Do not re-name either of the original blank spreadsheet files in the folder.
    13. After downloading copies of the blank spreadsheets to your computer hard drive, rename both Excel files by removing the word "Blank" and adding your OSHA-assigned Establishment ID, followed by your Program Area Building Identifier, in front of "2024." Attachment H of this notice provides the OSHA-assigned Establishment ID and Program Area Building Identifier for each location.

      Example:
      1. 42-8AGFSI086-9 OFO Philadelphia District 60 2024 FSIS Individual Injury Illness Case File
      2. 42-8AGFSI086-9 OFO Philadelphia District 60 2024 FSIS Injury Illness Summary File
    14. FSIS inspection program personnel conduct activities at numerous inspected establishments. DOL/OSHA has authorized that FSIS-regulated establishments, within the various circuits, can combine their data into a single district spreadsheet for the BLS reporting purposes only. OFO must still maintain and record separate OSHA 300 Series forms for each FSIS-regulated establishment. Each OFO District Office can combine all their circuit and office injury and illness data into one 2024 FSIS Summary File spreadsheet, and one 2024 FSIS Individual Injury Illness Case File spreadsheet for BLS reporting purposes. District Managers are to identify each master copy within their SharePoint folder with an appropriate name added so the files can be easily identified by the OM/ASD Safety Team.

      Example:
      1. Master 42-8AGFSI086-9 OFO Philadelphia District 60 2024 FSIS Individual Injury Illness Case File
      2. Master 42-8AGFSI086-9 OFO Philadelphia District 60 2024 FSIS Injury Illness Summary File
    15. Supervisors are to open their re-named 2024 FSIS Individual Injury Illness Case File spreadsheet from their hard drive and begin entering their data. It is important that the data is entered as required in the Guide to Excel Spreadsheet Data Entries document. Do not re-format any of the cells in this spreadsheet. Specific formatting is required to have this data merged into the USDOL website.
    16. If managers distribute multiple blank copies of the spreadsheet to other supervisors for data completion, that data is to be combined into a single spreadsheet corresponding to your OSHA-assigned Establishment ID.
    17. Supervisors are to open their re-named 2024 FSIS Summary File spreadsheet from their hard drive and begin entering your data. Portions of the data on this form are to be obtained from the total injuries or illnesses recorded on their 2024 FSIS Individual Injury Illness Case File spreadsheet. Do not re-format any of the cells in this spreadsheet. Specific formatting is required to have this data merged into the USDOL website.
    18. When a supervisor has gathered and combined the OSHA 300 data into one 2024 FSIS Individual Injury Illness Case File spreadsheet and one 2024 FSIS Summary File spreadsheet, they should upload both copies into the designated SharePoint folder marked CY 2024 BLS Spreadsheet. Maintain copies for their records and notify the OM, ASD Occupational Safety & Health Specialist (OSHS) assigned to their area via email that files are complete so a review can be conducted. Refer to Attachment I of this notice for the contact information of each OSHS.
    19. All FSIS employees handling documents are to ensure that personal employee information pertaining to injury and illnesses is not emailed without encryption or password protection in accordance with the Departmental Regulation 3515-002 Privacy Policy and Compliance Personally Identifiable Information (PII). https://www.usda.gov/directives/dr-3515-002
    20. The OM, ASD OSHS specialist is to review the data on each spreadsheet and OSHA Forms 300, 300A, and 301 to assist with corrections and determinations to ensure the injuries or illnesses are recordable. If any errors in the spreadsheets or OSHA forms are detected, the OSHS are to communicate the errors to the appropriate Program Area Manager and request the items to be corrected.
    21. When the spreadsheets are free of errors, the OM, ASD OSHS specialist assigned to each program area is to upload the files into the DOL/BLS website using the instructions previously provided by DOL. The data is to be formatted as listed in the BLS 2024 Guide to Excel Spreadsheet Data Entries to prevent rejection errors from DOL.
    22. The OM, ASD OSHS specialist must upload spreadsheets to the BLS website by April 30, 2025. The data should be formatted according to the BLS 2024 Guide to Excel Spreadsheet Data Entries to prevent rejection errors from the DOL.
    23. District managers and assistant administrators are to retain a backup copy of each completed file for their records in accordance with the policies and procedures set forth in Departmental Regulation 3080-001, Records Management. https://www.usda.gov/sites/default/files/documents/dr-3080-001-records-management.pdf
  4. QUESTIONS
    Refer questions regarding this notice to the Safety Specialist assigned to your program or OFO District Assignment. Refer to Attachment I of this notice identifies the OM, ASD OSHA specialist for specific areas.

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