An OSHA (Occupational Safety and Health Administration) inspection is structured into three distinct phases:
Phase 1: The Opening Conference
During this phase, an OSHA compliance officer (CSHO) will present their credentials and explain the reason for the inspection. The company should review the inspectors’ credentials and inquire as to the scope of the inspection. The company may delay the inspection to allow key personnel to arrive. The company representative should find out the inspection procedure and any documentation the inspector wishes to review. These records could include but are not limited to Injury and illness reports, OSHA 300 or 301 logs, training records and written safety programs.
It is important to take notes and answer all questions truthfully without volunteering any information.
The employer does technically have the right to request that the CSHO obtain a warrant from the court prior to proceeding with the inspection. This is an important decision and should be thought out in advance with the assistance of legal counsel.
Phase 2: The Walkaround Inspection
In this phase, the compliance officer conducts a physical inspection of the workplace. During the walkaround, they will identify potential hazards, review records, and interview employees. It's recommended that a company representative accompanies the officer. The representative should take proper notes and photograph inspection areas. Bothe the CSHO and the company representative shall wear appropriate PPE for each area entered. If violations are found, the CSHO may request to expand the original inspection parameters.
Phase 3: The Closing Conference
After the inspection, a closing conference is held where the compliance officer provides a summary of their findings. They may discuss any violations that were noted and suggest corrective actions. The company’s appeal rights and the procedures for contesting citations will also be outlined. The employer’s representative should provide any additional information requested and make no admissions of guilt. The representative should provide a thorough report to the management. The business will later receive a detailed report from OSHA on any citations and necessary next steps.
