1. PURPOSE
   1. This notice provides instructions to all FSIS managers and supervisors for the collection of Calendar Year (CY) 2021 records regarding FSIS employees' work-related fatalities, injuries, and illnesses to meet the Department of Labor's (DOL) information submission requirement. This notice explains that FSIS supervisors are to collect all copies of CY 2021 employee injury and illness records within their respective areas of responsibility. Supervisors are to convert these copies into an electronic format to enable the forms to be uploaded into the assigned SharePoint folders. Supervisors are to upload the completed Occupational Safety & Health Administration (OSHA) 300 series forms and their completed Bureau of Labor Statistics (BLS) data spreadsheets into their assigned folders by April 9, 2022, to allow sufficient time for the Agency to consolidate the data and fulfill DOL's annual reporting requirements by their May 1, 2022, deadline.
   2. This notice cancels FSIS Notice 18-21, Procedures for Work-Related Fatalities, Injury, and Illness Recordkeeping and Annual Reporting Requirements issued on May 4, 2021. An updated list of establishments to be used for reporting purposes is reflected in Attachment E of this notice. Additional sub-folders were also created within the SharePoint file locations to assist with easier data collection and organization.  An example of the subfolders is reflected in Attachment C of this notice.  Program areas will now communicate with the Safety and Occupational Health Specialist assigned to their program area. The geographical area of responsibility for each Safety and Occupational Health Specialist is identified in Attachment F of this Notice and in a spreadsheet file titled FSIS-CY 2021 OSHA-BLS Establishment ID Codes SharePoint Copy that is in each program area folder.      
2. BACKGROUND
   1. In accordance with OSHA Standards 29 CFR part 1904 and 29 CFR part 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, not for establishment employees.  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. To be OSHA recordable, the injury or illness are to be work related, a new case, and one or more of the following:
      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) in hearing in one or both ears.
   3. Federal agencies are to 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. OSHA provided the FSIS OM, ASD Safety Team, access to the BLS website to enable the Agency to submit the data from the OSHA Form 300 Series forms electronically.  In addition, OSHA provided specially formatted spreadsheets to combine the OSHA Form 300 data to meet reporting requirements.  BLS provided a document to enable personnel to correctly enter the data in the required 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 to complete the appropriate forms and logs for work-related fatalities, injuries, and illnesses.  They also are to post the OSHA 300A for each establishment in a conspicuous place or places where notices to employees are customarily posted no later than February 1 of the year following the year covered by the records.  The OSHA 300A form, 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 is to not 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 ASD Safety Team created a SharePoint site for District Managers and program areas' Assistant Administrators to locate specific instructions and documents to enable them to provide    the required information from the OSHA Form 300 for BLS reporting of work-related fatalities, injuries, and illnesses data involving FSIS employee work related incidents.  The SharePoint location is https://usdagcc.sharepoint.com/sites/fsis-workgroups/osha/SitePages/Home.aspx See Attachment A of this document for a screenshot of the SharePoint Page.
   3. The ASD Safety Team established FSIS folders on the SharePoint site with specific areas of responsibility.  Folders have been established for every FSIS program area.  Every FSIS employee is to be accounted for to record the Agency's annual average number of employees 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 with a remote duty location status are to be recorded on the OSHA forms in relation to their program areas' office location.
   4. Managers and supervisors are to not open other program areas' folders that they do not have direct responsibility for. Do not copy, download, or upload, any files within any folder that you do not have direct responsibility for.  Incorrect handling of files on SharePoint may cause a loss of data.
   5. FSIS managers and supervisors are to use the following procedures 1 through 5 to access the SharePoint folders.  Managers and supervisors who had access to the folders in 2021 should still maintain their access privileges.  For difficulties in accessing the folders, contact the Safety and Occupational Health Specialist for your District or geographical location.  See Attachment F of this notice for contact information.
      1. Supervisors are to proceed to the OSHA Forms Submittal main page located at https://usdagcc.sharepoint.com/sites/fsis-workgroups/osha/SitePages/Home.aspx and then to the Calendar Year 2021 folder. See Attachment A of this notice for an example of the SharePoint main page.
      2. Supervisors are to open the folder marked with their appropriate program area. See Attachment B of this notice for an example of the program area folders.
      3. Supervisors are to open the program area folder to which they have responsibility for maintaining injury and illness records.  Within each program area folder, there are additional sub-folders that identify additional work locations.  Office of Field Operations (OFO) has additional subfolders created within their respective District Offices (DOs) for OSHA 300 series forms folders to identify individual circuits. See Attachment C of this notice for an example of program area subfolders.
      4. Once each supervisor locates the folder of their respective location, there will be three folders titled:
         1. CY2021 BLS spreadsheets;
         2. CY2021 OSHA 300 300A 301 Forms; and
         3. Instructions and Documents.
      5. See Attachment D of this notice for an example view of these folders.
      6. Supervisors are to refer to the Word document titled BLS 2021 Guide to Excel Spreadsheet Data Entries in their respective folder for minimum requirements in entering data into the spreadsheets.
   6. FSIS managers and supervisors are to use the following procedures 1 through 3 for uploading copies of OSHA 300, 300A, and 301 Forms.
      1. Supervisors are to open their folder titled CY2021 OSHA 300, 300A, 301 Forms. 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 establishments or locations, name the files so that they can be easily identified.  See Attachments G, H, and I for examples of the OSHA Forms.
      2. If supervisors have not previously filled out OSHA Injury and Illness forms for CY 2020, 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 establishment 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 establishment records.
      3. Supervisors are to upload the completed OSHA 300 series forms into their appropriate folders by April 9, 2022.
   7. FSIS managers and supervisors are to use the following procedures 1 through 17 for submittal of 2021 BLS data.
   8. Supervisors are to open their folder titled Instructions and Blank Spreadsheets.  See Attachment D of this notice for an example view of the folder location.  Supervisors will find the following documents inside that folder.
      1. Word document titled: BLS 2021 Guide to Excel Spreadsheet Data Entries;
      2. Excel spreadsheet titled: Blank 2021 FSIS Individual Injury Illness Case File;
      3. Excel spreadsheet titled: Blank 2021 FSIS Injury Illness Summary File; and
      4. Excel spreadsheet titled: FSIS-CY2021 OSHA-BLS Establishment ID Codes SharePoint Copy
   9. Open the Word document titled BLS 2021 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-CY2021 OSHA-BLS Establishment List SharePoint Copy will have all the program area establishment codes, building identifiers, and the safety specialist assigned to your location.
   11. Attachment E of this notice also provides a list of all the FSIS Establishment ID Code numbers that were previously assigned by OSHA for FSIS to report.  Supervisors will need this information to complete the recording process for your area of responsibility.
   12. Download a copy of both 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 a copy of both spreadsheets to your computer hard drive, re-name both Excel spreadsheet files by removing the word “Blank” and adding your Establishment ID Code followed by your program area building identifier area in front of “2021”.  Attachment E of this notice provides the establishment code numbers and program area building identifier for each program area location.
       Example:
       8AGFSI121 OEED at OFO Alameda DO 2021 FSIS Individual Injury Illness Case File
       8AGFSI121 OEED at OFO Alameda DO 2021 FSIS Injury Illness Summary File
   14. DOL, OSHA has authorized that OFO DO regulated establishments within the various circuits, can combine their data into one district spreadsheet for the BLS reporting purposes only.  OFO is to still maintain and record separate OSHA 300 Series forms for each regulated establishment.  Every OFO DO can combine all their circuit and office injury and illness data into one 2021 FSIS Summary File spreadsheet, and one 2021 FSIS Individual Injury Illness Case File spreadsheet for the BLS reporting purposes.  District Managers are to identify each master copy within their SharePoint folder with an appropriate name added so the files can easily be identified by the ASD Safety Team.
       Example:
       Master 8AGFSI086 OFO Philadelphia District 60 2021 FSIS Individual Injury Illness Case File
       Master 8AGFSI086 OFO Philadelphia District 60 2021 FSIS Injury Illness Summary File
   15. Supervisors are to open their re-named 2021 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.
   16. If supervisors send out multiple blank copies of your spreadsheet to other supervisors to complete their data, that data is to be combined into one spreadsheet for your assigned Establishment ID Code number.
   17. Supervisors are to open their re-named 2021 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 2021 FSIS Individual Injury Illness Case File spreadsheet.
   18. When all supervisor's data is combined into one 2021 FSIS Individual Injury Illness Case File spreadsheet, and one 2021 FSIS Summary File spreadsheet, they are to upload both copies into their SharePoint location inside the folder marked CY 2021 BLS Spreadsheet. Maintain copies for their records and notify the Safety and Occupational Health Specialist assigned to their area via email that files are complete so a review can be conducted.
   19. Supervisors are to upload the completed spreadsheets into their appropriate folders by April 9, 2022.
   20. 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 USDA Directive 3515-002 Privacy Policy and Compliance Personally Identifiable Information (PII). https://www.usda.gov/directives/dr-3515-002
   21. The OM, ASD Safety Team member is to review the data on each spreadsheet and proofread for errors and is to review OSHA Forms 300, 300A, and 301 to assist with corrections as needed.  If any errors in the spreadsheets are detected, the Safety Specialists are to communicate the errors to the appropriate program area manager and request the items to be corrected.       
   22. When the spreadsheets are free of errors, the OM, ASD Safety Team member assigned to each program area is to submit the files to the DOL, OSHA representative at their national office.  The spreadsheets are to be sent via e-mail and are to be encrypted, or password protected in accordance with USDA Directive 3515-002 Privacy Policy and Compliance Personally Identifiable Information (PII). https://www.usda.gov/directives/dr-3515-002
   23. The data is to be formatted as listed in the BLS 2021 Guide to Excel Spreadsheet Data Entries to prevent rejection errors from DOL.
   24. Spreadsheets are to be emailed by the OM, ASD Safety team to the DOL/OSHA representative by April 9, 2022.
   25. District Managers and program area Assistant Administrators are to retain a backup copy of each completed file for their records in accordance with USDA Records Management policies and procedures set forth in Departmental Regulation 3080-001. 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 geographical location or OFO District Assignment. Attachment F of this notice will identify the Safety Specialist for your area.

Note: Download PDF version of this Notice for completed information