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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 Pete Goddard, 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.  

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