820 Reports and Investigations, Program Evaluations, and Inspections

821 Actions in the Event of Accident, Injury, or Illness

821.1 Injury, Illness, and Accident Reporting

821.11 Postal Service and OSHA Reporting and Recordkeeping Requirements

The Postal Service is required by 29 CFR 1904, Recording and Reporting Occupational Injuries and Illnesses, to record occupational injuries and illnesses in OSHA Form 300, Log of WorkRelated Injuries and Illnesses, and to maintain a supplementary record, OSHA Form 301, Injury and Illness Incident Report.

The Postal Service maintains an accident reporting process and system, including Accident Report, to fulfill these requirements and to meet safety and health program and business needs.

821.12 Postal Service Accident Reports
821.121 General Requirements for Using PS Form 1769, Accident Report

The manager or supervisor of the employee or operation involved must:

  1. Report all accidents and occupational injuries and illnesses on PS Form 1769 within 24 hours of the date of the accident, the diagnosis of injury or illness, or the notification of the manager or of the situation.
  2. Provide a copy of PS Form 1769 to the employee involved upon written request.

Completion of the form is required by Postal Service policy if an accident occurs and by the OSH Act if an occupational injury or illness that is recordable by OSHA definition occurs, regardless of tort claim action or the requirements of the Federal Employees’ Compensation Act.

Note: PS Form 1769 definitions are not the same as OSHA’s private sector recording requirements. Part 1904.46 contains OSHA’s definitions of injuries and illnesses.

Information submitted to the Office of Workers’ Compensation Programs (OWCP) on Forms CA1, Federal Employee’s Notice of Traumatic Injury and Claim for Continuation of Pay/Compensation, and CA2, Notice of Occupational Disease and Claim for Compensation, must be identical to the information submitted on PS Form 1769.

821.122 OSHA Requirements

In accordance with OSHA Part 1904, an OSHA Form 301 must be completed for each recordable injury or illness. The original OSHA 301 must be maintained along with the OSHA 300 Log for 5 years.

821.123 Postal System for Accident Reporting

PS Form 1769 must be recorded in the Postal System for Accident Reporting by the servicing safety office when any one of the following occurs:

  1. Injury or illness of a Postal Service employee. The appropriate OSHA recordable indicator and Postal Service reportable status are identified in the Safety and Health Subsystem by a safety professional using OSHA recordkeeping guidelines to determine OSHA requirements and PS Form 1769 instructions for Postal Service requirements.
  2. Death of a Postal Service employee on Postal Service premises or on the job. Form CA5 or CA6, US Dept. of Labor Official Superior’s Report of Employee’s Death, is submitted to the OWCP.
  3. Injury or fatality to a nonPostal Service person on Postal Service premises. Unless a contractor is involved, this is not an OSHArecordable event (see OSHA Parts 1904.25, 1904.3941, and 1904.4344).
  4. Motor vehicle accident that results in death, injury, or property damage, regardless of cost, who was injured (if anyone), or what property was damaged.
  5. Damage of $500 or more to Postal Service property or to property of customers or the general public, regardless of whether an injury was involved.
  6. Fire damage of $100 or more to Postal Service property.
821.13 Reporting Using PS Form 1769
821.131 Completing PS Form 1769

The manager or supervisor of the employee or operation reports all accidents and occupational injuries and illnesses on PS Form 1769 within 24 hours, using the “Narrative” block to record the employee’s home address and the full circumstances of the accident (the “who, what, when, where, why, and how” that explain the cause of injury or illness).

Managers and supervisors of the employee or operation are responsible for investigating all accidents and occupational injuries and illnesses quickly and accurately to determine root causes, and they are responsible for completing PS Form 1769.

821.132 Reviewing PS Form 1769

Review is conducted as follows:

  1. The supervisor’s immediate manager must review each PS Form 1769 for accuracy and its application (including OSHA recording status), follow up to ensure that action is taken to prevent similar occurrences, and endorse the report (in item 57).
  2. The installation head (or designee) must review the report to see if positive action has been taken or is planned.
  3. Servicing safety personnel must ensure that accident causes are identified, that the action taken is appropriate, and endorse the report (in item 59).
821.133 [Reserved]
821.134 Notifying the Safety Office of Corrections

Correct erroneously recorded data by submitting a copy of PS Form 1769, annotated “Amended,” through the servicing safety office to the Postal Service accident reporting system. Circle the items that need to be corrected and enter the correct data. Make corrections to the OSHA log and summary if necessary.

821.14 Maintaining Logs and Summaries
821.141 OSHA 300, Log of Work–Related Injuries and Illnesses

In accordance with 29 CFR 1904, each facility must maintain an OSHA 300 log by calendar year that lists all OSHArecordable occupational injuries and illnesses. All such injuries and illnesses must be recorded on the log within 7 days of notification.

821.142 OSHA 300A, Summary of Work–Related Injuries and Illnesses

Post a copy of OSHA 300A for the period February 1 through April 30 each year in a conspicuous place at every establishment where employees work or report to work.

821.143 OSHA 301, Injury and Illness Incident Report

OSHA Form 301 must be filled out for each OSHArecordable, workrelated illness or injury within 7 days of notification (see 821.122).

821.144 Retention

Retain OSHA Forms 300, 300A, and 301 and PS Form 1769 for 5 years after the end of the calendar year. See the , Employee and Labor Relations section, items 32 to 43.

821.2 Accident Investigation

821.21 Responsibility

Managers and supervisors are responsible for investigating all accidents promptly, determining their causes, and reporting them accurately in accordance with OSHA and Postal Service regulations. Management should consult with safety personnel when accident causes cannot be readily determined.

821.22 Method

In order to have firsthand knowledge of every accident that occurs in their operation, supervisors must make thorough investigations that include at least the following:

  1. Interview employees to determine what caused the accident, why it happened, and what the employees and supervisor think could have been done to prevent it.
  2. Promptly inspect the accident site to determine what conditions (such as equipment and work practices) contributed to the accident.
  3. Interview witnesses and coworkers.
  4. Examine the most recent PS Form 1783, On-the-job Safety Review/Analysis, for the task involved to determine if changes are required. Update as needed and review with all affected employees. If a PS Form 1783 is not on file, determine if one is necessary. If so, prepare one.

821.3 Accident Analysis

821.31 Purpose

Accident analysis is vital for identifying the hazardous conditions, contributing factors, and root causes of accidents.

821.32 Responsibility

Installation heads/managers must use the results of accident analyses to address the causes of accidents, develop specific actions (countermeasures), and enter them into an accident reduction plan (ARP) (see 812.31). The ARP serves as management’s primary tool for reducing OSHA injury and illness (OSHA II) and motor vehicle accident (MVA) rates.

821.33 Elements

The process of conducting an accident analysis includes, but is not limited to, investigating the following key factors:

  1. Specific tasks being performed at the time of the accident or injury.
  2. Operations, equipment, tools, and machinery involved.
  3. Specific event that resulted in the accident or injury.
  4. Nature and severity of the injury.
  5. Part(s) of the body involved.
  6. Incidence and nature of the following:
    1. Faulty equipment or design.
    2. Unsafe condition(s).
    3. Unsafe acts or practices.
    4. Violation of rules, procedures, or instructions.
    5. Inadequate training or lack of safety rules or procedures.

821.4 Privacy Act Considerations

Accident records, including the left side of the OSHA log and summary, contain information about individuals. Therefore, they must be handled and disclosed in accordance with the Privacy Act and implementing instructions.

An individual’s accident records and related correspondence are maintained by the Postal Service as the privacy system entitled Postal Service 120.035, Personnel Records Employee Accident Records.