Reports

General Report Outline

These guidelines are only suggestions — not requirements.

Purpose and Scope

This [partial], [unprogrammed] inspection was opened as a result of a [formal complaint] filed by a [recent employee] alleging safety and health violations in the workplace.

Description of Process

[Company Name] [does this]/[makes this].  This facility company focuses on [this type of product]. Therefore, [this process is used a lot.] Plus, [supporting processes].  Of note, [complaint item-specific processes.] This facility is approximately [square-footage] with [this many floors] and [this many buildings] housing [these respective processes.]  The raw materials used to produce [products] include [chemicals and materials], with a significant amount of [waste product].  Possibly after inputting the static information, it may fit this format better to describe the layout of the facility as it applies in the order of the process--from raw materials to finished product, for example.  But don't flesh out all the details since that is addressed in Walkaround Inspection Notes.

Opening Conference Notes

[When arrived].  [Conditions upon arrival].  CSHO first spoke with and identified himself to [first contact; management or not]. CSHO requested [highest management/official on site.] [Notes on request vs. arrival times.] [Management official] authorized the inspection.  CSHO discussed with [mgmt official] the [complaint items].  CSHO discussed [events for the day].  CSHO requested [paperwork, anything else to be gathered while on-site].  [Those on walkaround] then proceeded to the walkaround.

Walkaround Inspection Notes

[Chronological review of locations visited and items noted about the process(es).]

Citations Outline

SAVE

This is chosen from within OSHA Express.  Currently, it is to be written in past tense — saying that the company did not do what the standard says to do.

• For several years before OSHA Express, SAVEs were direct transcriptions of the standard. When observing old reports and case files, this can be seen.

Description of Hazard

First, explain the purpose of the standard (as had been done pre-OSHA Express).  This includes why it was instituted and what the hazard is if not instituted.

Next, describe the specific situation as it was setup at the worksite inspected, leading to the violative condition — but not the violating condition itself.  Save that for the "How requirements of standard were violated" section.

How requirements of standard were violated

If the violation involves something to do with chemicals or HazCom, make sure to address the hazards posed by the chemicals.

Viewing WordPerfect (WPD) Files

Before OSHA Express was implemented (c.2013), reports were written in Corel WordPerfect. You'll surely run across these if you're looking for reports prior to 2013.

One way to open these files is by using Microsoft Word. Either associate the WordPerfect file type (extension .WPD) with Microsoft Word or open Microsoft Word, choose to open a file, and locate the WordPerfect file for the report you want to open. You may have to choose a file type in the drop-down box at the bottom of the window when browsing for a file — such as WordPerfect or just select "All files." The files will be converted to Word format. The file will have many formatting issues this way and the Table of Contents will more than likely not work.

There is another way to open these files to where everything will look as originally intended. A viewer application created by Corel to view WordPerfect files. This program is called WordPerfect Lightning. The program can be downloaded from here.