Frequently Asked Questions (FAQs)

Participation requirements

1. Is my response to this survey mandatory?▸

   • Participation in the BLS Survey of Occupational Injuries and Illnesses is mandated by OSHA for private employers. OSHA's recordkeeping advisor explains some of the regulations that apply. For state and local government employers, your state laws determine whether participation in the survey is mandatory. This information can be found on your survey form.

2. Why have I been chosen to participate in this survey?▸

   • You were randomly selected with about 230,000 establishments across the country, representing establishments in different states, industries, and establishment sizes (number of employees). Your data will be used to provide statistics of workplace injuries and illnesses that inform research and policies to help protect America's workers.

Reporting your data

1. How can I submit my information?▸
   • Online — instructions for how to submit information online can be found at https://www.bls.gov/respondents/iif/instructions.htm.
   • Phone — call the number listed on the front of your survey packet next to "For Help Call:"
   • Fax — forms to fax information can be found at https://www.bls.gov/respondents/iif/faxforms.htm.
   • Electronic file — contact us at osh.helpdesk@bls.gov for more information. Generally, large companies with multiple locations in the SOII would benefit most from this type of submission.
   • Postal mail — mail your completed survey form to the State address listed on your survey instructions.
2. Are data from the Occupational Safety and Health Administration Injury Tracking Application (OSHA ITA) and estimates from the BLS Survey of Occupational Injuries and Illnesses (SOII) the same? ▸
   • No. While both data sources provide useful information about workplace injuries and illnesses, meaningful differences exist in these collections, including scope of coverage and methodologies; data quality, uses, and limitations; and confidentiality and data access. Some establishments may be required to report similar data to both OSHA ITA and the BLS SOII; however, there are significant differences between data collected via the OSHA ITA and estimates published from the BLS Survey of Occupational Injuries and Illnesses (SOII). The following highlight key differences between OSHA ITA data and SOII estimates:
     • Scope of coverage: The scope of coverage varies between the OSHA ITA and BLS SOII collections. Some employers are included in both the OSHA ITA and the BLS SOII and some employers are only included in one dataset or the other.
       • SOII: The SOII covers private sector and state and local government workers in all states and in all industries, except for self-employed workers, agricultural establishments with 10 or fewer workers, private households, and postal workers, and includes in its estimates data for the rail and mining industries obtained from the Federal Railroad Administration (FRA) and Mine Safety and Health Administration (MSHA), respectively. SOII scope is not limited by establishment size (except small farms) or OSHA exemptions.
       • OSHA ITA: OSHA’s recordkeeping regulation applies to all employers covered by the Occupational Safety and Health Act of 1970 (OSH Act), although some employers with ten or fewer employees or with establishments in certain low hazard industries are partially exempt from keeping injury and illness records, unless they are notified in writing that they must keep injury and illness records and submit their data to OSHA or to the BLS. OSHA ITA reporting requirements are based on an establishment’s employment size and industry. All establishments that are required to submit data electronically to the ITA must submit summary data; some establishments must also submit detailed case data. See the ITA Coverage Application for additional information on ITA coverage.
         Most states with OSHA-approved State Plans have ITA requirements identical to OSHA. However, OSHA does not cover state and local government workers. When state and local government workers are covered by a State Plan, that State Plan dictates which establishments must submit recordkeeping data. State and local government workers not covered by a State Plan would not be required to submit data through the ITA. Thus, state and local government workers are not universally included in ITA data.
     • Methodologies: The methodologies used for the BLS SOII and differ significantly from OSHA ITA.
       • SOII: The BLS uses widely accepted statistical methods to select a sample of establishments annually to participate in the SOII. OSHA’s recordkeeping regulations require employers to report injury and illness data to the BLS SOII when informed in writing to do so. The BLS SOII uses a two-stage sampling process to reduce reporting burden for respondents while ensuring the ability to produce statistically valid estimates. The BLS first uses a frame of known business establishments from which it selects a nationally representative sample across all in-scope industries to participate in the SOII. BLS further reduces respondent burden for establishments with many cases by directing respondents to report details for a statistically random sample of cases. By selecting a sample from a known frame of all in-scope business establishments, BLS can produce statistically valid estimates by detailed industry that represent all in-scope establishments. Case-level statistics are similarly produced using details from a subsample of known cases involving days away from work and cases of job transfer or restriction. SOII generates statistically valid and nationally representative estimates for all in-scope industries. SOII estimates are available for the nation and for most individual states by detailed industry and for case circumstances (nature, event, source/secondary source of injury/illness and part of body affected) and worker demographics (occupation, age, gender, race and ethnicity). Because SOII estimates are based on a scientifically selected probability sample, relative standard errors (RSEs) are calculated to provide a measure of precision that can be used to make valid statistical comparisons among estimates.
       • OSHA ITA: Only establishments that meet ITA reporting criteria based on size and industry must electronically report to OSHA certain information about the injuries and illnesses recorded on their OSHA recordkeeping forms. The completeness and accuracy of the ITA data is limited by how well employers record injuries and illnesses under the regulation mediated by OSHA’s compliance assistance and enforcement efforts. However, OSHA does not collect ITA data through a scientifically selected probability sample. Therefore, OSHA does not calculate estimates or measures of reliability (such as relative standard errors, RSEs) and does not perform weighting or imputation to account for incomplete reporting. ITA data are not representative of the total worker population, given that only select establishments are covered by ITA reporting.
     • Data quality, uses, and limitations: The differing missions of OSHA and the BLS contribute to data quality considerations and different uses and limitations of ITA data and SOII estimates.
       • SOII: The BLS SOII is the most comprehensive statistical survey on workplace safety and health in the U.S. Following data cleaning, coding, and review to ensure data quality and using proven statistical methodologies to weight reported data to represent all in-scope establishments, BLS uses employer-reported hours data as the denominator for calculating SOII industry rates, and data from the BLS Occupational Employment and Wage Statistics (OEWS) and Current Population Survey (CPS) programs to calculate rates for occupation and worker demographics. SOII estimates of nonfatal workplace injuries and illnesses are available for the nation and for most states. These statistics are available by detailed industry and case type and by case circumstance and worker characteristics for cases that involved days away from work or job restriction or transfer. SOII statistics include measures of precision (RSEs) that allow users to make statistically valid comparisons among estimates.
       • OSHA ITA: ITA data gives OSHA access to establishment-specific, case-specific injury and illness data that helps the agency and public identify establishment-specific hazards. This enables OSHA to interact directly with these establishments to address hazards and to improve worker safety and health. Public access to establishment-specific, case-specific ITA data allows employers, employees, potential employees, employee representatives, customers, potential customers, and the public to make more informed decisions about workplace safety and health at an establishment. In addition, researchers are better able to identify patterns of injuries, illnesses, and hazardous conditions in workplaces. OSHA believes this access will ultimately reduce occupational injuries and illnesses. ITA data includes all fields from the 300A Annual Summary, and most fields from the 300 Log and 301 Incident Report. By making public most of the ITA data it collects, OSHA hopes to allow employers, employees, employee representatives, and researchers to identify and mitigate workplace hazards and thereby prevent worker injuries and illnesses.
     • Confidentiality and Data Access: The BLS assurance of the confidentiality of establishment-level data is a key difference between the BLS SOII estimates and OSHA ITA data.
       • SOII: SOII estimates produced from aggregated establishment-level data are available for the nation and for many individual states by detailed industry and occupation and for many case circumstances and demographic characteristics. However, establishment-level data collected in the SOII are subject to BLS confidentiality protections that prevent the disclosure of identifying information. Data collected from SOII are used solely for statistical purposes. Establishment-level SOII data are protected under the Confidential Information Protection and Statistical Efficiency Act (CIPSEA) and may not be published in identifiable form without written informed consent of the employer. Additionally, the SOII collects data on race and ethnicity that is not recorded on OSHA recordkeeping forms nor collected by ITA.
       • OSHA ITA: ITA data is collected and published by both establishment and by incident. Variation may exist in how establishments record injuries and report their industry and company structure, which can sometimes make it difficult to compare across companies within an industry. Unlike SOII, OSHA publishes establishment information including company name and address, total hours worked, and total numbers of both injuries and illnesses by outcome (e.g., days away from work, job restriction or transfer) and category (respiratory disorder, eye injury, injury) for each establishment that submits data. OSHA also publishes injury and illness case details including the job of the worker, incident outcome, date of incident, number of days away from work, number of days in job transfer or restricted duty, the type of incident, the time the worker started work, the time of incident. OSHA intends to publish additional information describing details about the injury or illness after removing personally identifiable information (e.g., names, SSNs) that could reasonably be used to identify an individual.
   • See the SOII Handbook of Methods for more details on the BLS Survey of Occupational Injuries and Illnesses.   
3. When does the survey need to be completed?▸

   • We request that you submit your data within 30 calendar days of receiving your survey instructions.

4. The person who completed our survey last year is no longer with our company. What should I do?▸

   • Contact the State office where you are located and they will assist you in updating your contact information.

5. How should I calculate the number of hours worked?▸

   • You should count the number of regular AND overtime hours worked by employees during the calendar year. You should exclude vacation, sick days, holidays, and any other non-work time.

     If you are uncertain of the precise number of hours worked (i.e., for salaried workers), then a reasonable estimate is an acceptable substitute. More information on this can be found here.

6. Which employees should I count when providing the average number of employees for this survey?▸

   • You should count full-time employees, part-time employees, temporary workers, seasonal workers, salaried workers, and hourly workers.

     More information about this can be found here.

7. Do I use calendar days or working days when calculating the length of injury or illness?▸

   • You should use calendar days when determining the length of a work-related injury or illness.

8. I did not record my injuries and illnesses on the OSHA forms. What do I do?▸

   • If you did not record the necessary information on your OSHA forms, use any records you have available that includes the same information.

9. What if an injury had both days away from work and days of job transfer or restriction?▸

   • According to OSHA recordkeeping rules, you should classify a case according to its most serious outcome. In this instance, you would classify this as a case with days away from work, while recording the number of days away from work AND days of job transfer or restriction in the corresponding columns on the survey form.

10. We have multiple work sites, some in other States. Which should we report for?▸
    • Report only for the location(s) identified on the front page under "Report for:" Instructions on how to locate this section are located at https://www.bls.gov/respondents/iif/instructions.htm#frontpage.
    • If the instruction says "Report for: Statewide Operations of Addressed Firm" or something similar, report for all your work sites in that state. Do not include information for establishments in other states.
    • If you are not sure what to do, contact any of our state offices listed on one of the forms sent to you or email osh.helpdesk@bls.gov. State contact information is located on the upper right corner of the front of your survey form.
11. An injured employee was sent to a clinic or urgent care facility. Should I record this as an emergency room visit?▸

    • No. For OSHA recordkeeping purposes (per guidance provided by OSHA), an emergency room is a facility staffed and equipped to provide emergency care to persons requiring immediate medical treatment. It can be either free standing or attached to a hospital. These facilities are almost always labeled as an "Emergency Room" or "ER". Urgent care facilities, health units, infirmaries, and visits to a general practitioner's (primary care physician's) office are NOT considered emergency room visits under this definition.

12. How do I report cases of COVID-19?▸

    • Guidance for recording and reporting occupational injuries and illnesses related to the COVID-19 pandemic is determined by OSHA. Visit https://www.osha.gov/coronavirus/standards for instructions.

13. I received a notice in December; why am I receiving another notice in January?▸
    • These notices are for different reference (calendar) years.
    • The notice you received in December is a Notification of Requirement to Participate in the Survey of Occupational Injuries and Illnesses. Keep OSHA records for the calendar year indicated on the notice. We will send instructions to report this information to us next January. No other action is needed for the notice of record keeping requirements.
    • The instructions you received in January are to report data that you have recorded for the last calendar year. Follow the instructions to report your data.
14. The email I received said there should be another email with a PDF attachment, but I did not receive it.▸

    • Check your spam/junk folders. If the email containing the PDF is not in your spam/junk folder, some organizations block attachments from unfamiliar email addresses. Reach out to your IT department to see if this is the case and if they can release the email. If you still cannot locate the email, email osh.helpdesk@bls.gov for assistance.

15. The PDF attached to the email opened, but it was completely blank.▸

    • This happens when the PDF is opened using certain software or in a web browser rather than a PDF reader on your computer (such as https://www.adobe.com/acrobat/pdf-reader.html ). Try to open the PDF using different software. If this does not work, contact osh.helpdesk@bls.gov.

16. I am responsible for reporting on multiple locations. How can I get all my organization's surveys sent directly to me?▸

    • Email osh.helpdesk@bls.gov to set up a centralized mailing agreement for the Survey of Occupational Injuries and Illnesses (SOII).

17. Do I need to report remote workers?▸

    • Yes. You should include any remote employees who would be recorded on the OSHA log of the surveyed establishment if the experienced a recordable injury or illness. Be sure to include the average number of employees and total hours worked for these remote workers as well.

18. How do I keep OSHA records for remote workers?▸

    • OSHA's guidance states that remote employees must be linked with one of the organizations establishments. This guidance can be found at: https://www.osha.gov/laws-regs/regulations/standardnumber/1904/1904.30.

    • If you have additional questions on how to keep OSHA records for remote workers, reach out to your local OSHA office at https://www.osha.gov/contactus/bystate.

Using the IDCF Application

1. My User ID and/or password is not working from a previous year. What should I do?▸

   • The SOII samples establishments to participate each year and passwords are reset yearly after the annual SOII data collection closes. Create a new account for the year using the instructions for this year's survey. Contact your State Office or email osh.helpdesk@bls.gov if you have not received instructions. 

2. I attempted to create an account on the IDCF website, but the account was already registered.▸

   • If the IDCF account was registered under the wrong person, email osh.helpdesk@bls.gov or contact your State Office.

3. I get an error message when I click on the "Forgot Password" button and enter my User ID in the IDCF. What should I do? ▸

   • Your user ID is reset annually. Your User ID from last year will no longer work. Enter your User ID in the following format 302XXXXXXXXX. This number is in the bottom right of the front page of your survey form. See https://www.bls.gov/respondents/iif/instructions.htm#label for details. Additionally, note that the SOII is a random sample survey and not all establishments are selected to participate each year. Contact our office in your state or email osh.helpdesk@bls.gov if you have not received instructions.

4. Can I report additional establishments using the same account?▸

   • Yes, you can report additional for additional establishments using your existing account. Note that you only need to report for surveyed establishments. On the Select Establishment Page:

   1. Click the "Add Establishment" button.
   2. Type your establishment ID into the bottom row of the table using the following format: xx-xxxxxxxxx-x. You can locate your establishment ID on your survey form under the section "Report for:" See here for details.
   3. Click the "Add" button located to the left of the Establishment ID that you typed in.
5. Can I modify my answers once I've submitted them?▸

   • Yes. To modify your survey responses:

     1. Log back into the IDCF system using your account number and password you created.
     2. Click the "Select" button next to the establishment you would like to update.
     3. Revise any necessary answers on the appropriate page.
     4. Click on the "Save & Continue" arrow on each page until you reach the Data Review page.
     5. Click on the "Submit Data to BLS" button to submit your updated survey data.
6. Can I print my submitted survey?▸

   • Yes. After filling out the survey click the "Submit" button followed by "Print Submission.”

7. Can I update my establishment's name and address?▸

   • Yes. To update establishment information:

     1. Open the survey for the establishment whose information you want to update.
     2. Click on the "Update" button located in Section 1: Establishment Information.
     3. Update your establishment information.
     4. Click on the "Submit" button.

Protecting your information

1. Is the information I provide confidential?▸

   • Yes. Your information and identity are kept in strict confidence in accordance with Bureau of Labor Statistics Data Integrity Guidelines, and used for statistical purposes only. More information on BLS data integrity can be found at https://www.bls.gov/bls/data_integrity.htm.

2. How are my data used?▸

   • Your data are used to create detailed statistics on occupational injuries and illnesses. These statistics are used by other federal agencies and policy makers, academia, researchers, companies, advocacy groups, and the general public to improve workplace safety. More information about our program can be found at https://www.bls.gov/iif/oshover.htm.  

OSHA Injury Tracking Application (ITA) reporting

1. Is the OSHA Injury Tracking Application (ITA) the same thing as the BLS Survey of Occupational Injuries and Illnesses (SOII)?▸

   • No. OSHA’s Injury Tracking Application (ITA) is an electronic reporting requirement for some establishments developed and maintained by OSHA. The SOII is a survey of establishments administered by BLS for statistical purposes. BLS and OSHA are separate government agencies. Some employers may be required to report to both OSHA and to the BLS SOII. and may also be sampled for participation in the SOII. If you are unsure if you need to report to the OSHA ITA, check the OSHA ITA website at https://www.osha.gov/injuryreporting/ita/.
     
     Additional information on OSHA electronic reporting requirements can be found at https://www.osha.gov/recordkeeping/finalrule/index.html.

2. Can we submit data to only BLS or OSHA?▸

   • No. If you receive a mandatory survey from BLS and are required to provide information to OSHA, you must submit data to both agencies.

3. I tried to enter my OSHA Identification Number (OSHA ID) to import data from OSHA ITA for the BLS Survey of Occupational Injuries and Illnesses (SOII) and it did not work. Why?▸

   • The confidentiality and security of SOII respondents and their data, as well as the accuracy of data reported to BLS surveys, is critical. Along with your OSHA ID, the BLS uses additional matching criteria to ensure the establishment information you reported to OSHA ITA matches the establishment sampled for the BLS SOII. These criteria must be satisfied for OSHA ITA data to be imported for the BLS SOII:

     • The Employer Identification Number (EIN) you reported to OSHA ITA must match the EIN for the sampled establishment on the BLS database.

     • The employment you reported to OSHA ITA must be reasonably close to the employment expected for the establishment on the BLS database.

     • The geographic location for the establishment you reported to OSHA ITA must match the establishment on the BLS database.

     If these criteria are not met, BLS is unable to import your OSHA ITA data for the SOII and you will need to enter information manually in the BLS Internet Data Collection Facility (IDCF). Alternatively, you may contact our office in your state (see https://www.bls.gov/respondents/iif/contact.htm) to report by phone, fax, or email.

4. Where can I find my OSHA ID number?▸

   • The OSHA ID number is sent to a respondent by OSHA once they enter their information into the OSHA ITA system. The OSHA ID would appear in a confirmation email sent from DoNotReply@osha.gov with the subject “OSHA Injury and Illness Report: Successful Submission(s).”
     

5. Will BLS use OSHA-collected data for the SOII?▸

   • Yes. Respondents that are required to report data to both agencies may be able to import to BLS the data that they have submitted to the OSHA ITA in that same year. Respondents must be able to provide the OSHA ID assigned when reporting to OSHA ITA, which will be used to attempt to match the establishment in the OSHA database. If BLS can successfully match establishment information with information reported to OSHA, data that have been reported to the OSHA ITA will be automatically imported into the SOII Internet Data Collection Facility (IDCF). Imported data are taken from the OSHA form  300A, “Summary of Work-Related Injuries and Illnesses.” Additionally, case data taken from the OSHA form 300 "Log of Work-Related Injuries and Illnesses" and OSHA form 301 "injury and Illness Incident Report" may also be imported to your SOII IDCF account. Additional information that is not collected by OSHA ITA may need to be entered manually to complete the SOII. On-screen messages will prompt you to enter these additional details.

6. Where can I find additional information regarding OSHA’s recordkeeping rule requiring employers to electronically submit injury and illness data?▸

   • Visit the OSHA ITA webpage at https://www.osha.gov/injuryreporting/ita/

   • Request help from OSHA using their help form at https://www.osha.gov/injuryreporting/ita/help-request-form.

Contact us

If you are not sure which establishment(s) to report data for, please contact the State Office listed on the front of your survey form.

If you require further assistance completing the survey, please do not hesitate to contact us at osh.helpdesk@bls.gov.

 

Last Modified Date:   October 31, 2024