What Situations Trigger the OSHA Inspection Process and How You Can Be Prepared

The Occupational Safety and Health Administration (OSHA) carries out inspections to ensure workplace safety and regulatory compliance. These inspections can come without warning and are triggered by a variety of different situations. Understanding the potential reasons for an OSHA inspection and being proactive with your team’s health and safety efforts can help avoid penalties and other consequences.

The Regulatory Authority Behind Surprise OSHA Inspections

OSHA has broad authority to enter worksites for the purpose of inspections to verify that an organization meets health and safety standards. Under Section 8 of the Occupational Safety and Health Act, OSHA inspectors have the authority to enter facilities, inspect conditions, and interview employees as necessary to assess potential workplace hazards.

An OSHA inspector can arrive at your facility to conduct an inspection without advance notice. Employers can request to see a warrant before allowing the inspector to enter the facility, but this isn’t likely to benefit your organization. OSHA’s authority to inspect worksites extends to most private and government sector employers with few exceptions.

Understanding OSHA Inspection Priorities

There are a variety of different situations that can lead OSHA to visit your worksite for an inspection. OSHA focuses its resources on addressing the most dangerous situations and the industries with the highest incident rates. Inspections prioritize imminent threats, serious incidents, and repeat violations. Most scenarios that call for an inspection fall under one of these categories.

Imminent Danger Situations

Imminent danger exists when workplace conditions pose an immediate risk of death or serious harm. These hazards receive the highest priority, and employers will be required to eliminate the risk or remove workers without delay if an OSHA inspection uncovers such a situation. Some examples can include unguarded machinery, chemical leaks, or structural failures.

Severe Injuries and Illnesses

Employers are required to notify OSHA of work-related fatalities within eight hours, and serious injuries such as inpatient hospitalizations, amputations, or loss of an eye within twenty-four hours. These scenarios trigger immediate on-site inspections to identify the causes behind the injury and ensure that they are addressed to prevent future incidents.

Worker Complaints

The right for employees to submit complaints about unsafe conditions without fear of retaliation is guaranteed by the Occupational Safety and Health Act. When OSHA receives allegations of hazards or violations from employees, it can initiate an inspection to substantiate the complaints. For less severe issues, the agency may conduct inquiries by phone or other methods instead of an on-site visit.

Referrals

OSHA often acts on referrals from other federal, state, or local agencies. Independent organizations, the media, and private individuals are also potential sources of referral for an OSHA inspection, as serious hazards can often receive external attention beyond the workplace itself. OSHA evaluates the credibility of referrals and determines whether an on-site inspection is warranted.

Targeted Inspections

OSHA conducts programmed inspections in high-hazard industries, such as manufacturing, construction, and warehousing, as well as at individual worksites with elevated injury and illness rates. OSHA’s National Emphasis Programs and Local Emphasis Programs define focus areas to target inspections, such as chemical exposure or fall protection.

Follow-Up Inspections

OSHA also performs follow-up inspections after issuing citations. If your organization has received a citation, then you can expect follow-up inspections to confirm corrective actions and evaluate remaining hazards. Failure to abate violations can result in repeat citations, higher penalties, and increased severity in future enforcement decisions.

What Is an OSHA Inspection?

An OSHA compliance officer can appear at your facility for an inspection without any advance warning. They’ll have reviewed workplace history and prepared any required testing instruments ahead of time. Upon arrival, they’ll present their credentials and inform you of the scope of the inspection. The inspection will begin and can involve examining your operations and records, along with conducting employee interviews.

Once the inspection is finished, the compliance officer will disclose their findings. That can include hazards that must be corrected immediately, possible citations, and abatement requirements. OSHA must issue citations within six months of any violation. Employers have the option to formally contest citations within fifteen working days of receiving the citation. You can also request an informal conference with the area director during this period.

How to Prepare for an OSHA Inspection

OSHA inspections can happen at any time, so the only way to prepare your organization is to maintain ongoing compliance. Internal inspections and audits are powerful tools for preventing violations, while also providing the necessary documentation to prove compliance. Ensuring that all employees have the required training is also essential.

Your approach to incident management is also critical for OSHA compliance. Properly maintaining your OSHA 300 incident log and documenting your corrective and preventive actions goes a long way to establish good faith, which OSHA considers when assessing penalties.

The best approach is to manage all your health and safety programs through a centralized solution. ERA’s Health & Safety Management Solutions provide tools to address all of your organization’s needs. From incident management and inspections to training and near misses, you can take advantage of streamlined workflows and robust KPIs and reporting to maintain compliance and visibility.

Don’t Risk Potential Penalties From OSHA Violations

Even minor OSHA violations can carry penalties up to $16,550, and willful or repeated violations increase that to $165,514. There’s no need to leave OSHA inspections and their potential outcomes to chance. Instead, by maintaining a proactive health and safety program, you can prevent many of the scenarios that call for inspections. When inspections do happen, you’ll have clear documentation demonstrating ongoing compliance. Schedule a call today to talk with one of ERA’s project analysts and discover how our solutions can meet your health and safety needs.

Contributing Scientist of This Article: