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Recordkeeping Requirements for Farm Injuries

Good records show what is happening on your farm and help you prevent the next injury. Legal requirements vary, so confirm what applies to you.

Why keep injury records at all?

Records turn memories into information. When you write down what happened, where, when and why, patterns appear that no one noticed before, such as the same task or the same time of year.

Records also help with insurance, workers' compensation and any questions from agencies. A simple file started today is far better than trying to rebuild events later.

Even where the law does not require formal logs, a basic record is a practical habit that supports your safety program.

What rules apply to your farm?

Whether you must keep formal injury and illness logs or report certain events to the government depends on your operation, the number of employees, your industry classification and your state. These rules are specific and can change.

Ask OSHA or your state workplace safety agency in plain language what recordkeeping and reporting applies to your farm. Write down the answer, the date and the name of the office, and ask again if your operation changes.

Many farmers find it easiest to keep a single notebook or digital file in the shop office, with one page per event. Whatever format you choose, make sure that everyone who supervises knows where it is and how to use it.

What information is useful to record?

A good record is short and factual. It names the date, the person involved, the task, the location, what happened and what care was needed. Avoid blame and guesses.

Keep medical details private and limited to people who need them. Store records in a safe place and follow privacy guidance from your agency or attorney.

• Date, time and place
• Task and equipment involved
• What happened in plain words
• Care given and who was called
• What will change to prevent a repeat

What about near misses?

A near miss is an event that could have hurt someone but did not. These are some of the best learning chances you will get, because nobody paid the price.

Make it easy and safe to report near misses. A one-line note or a quick message to the supervisor is enough. Thank the person who reports instead of questioning them.

Ask workers what they have seen, not just what they have felt. People often notice hazards that have not yet hurt anyone, such as a loose guard, a slippery step or a gate that does not latch.

How do you use the records?

Review records at least once a season. Look for repeat tasks, places and equipment, and for times of day or conditions that show up more than once. Pick one or two fixes and assign owners and dates.

Share what you learn with workers. People are more likely to report if they see changes happen as a result.

Bring the records to a short meeting and talk through them with everyone present. Shared review helps the whole crew own the solutions, and it makes the records feel useful rather than like paperwork.

How long and where should records be kept?

Retention periods are set by rules that depend on the type of record and your state, and insurers may have their own expectations. Do not guess. Ask the agency and your insurer how long to keep each type.

Keep paper records in a locked place and digital records protected by a password. Back them up, and limit who can see health information.

What should you do after a serious event?

Call 911 first. After everyone is safe, note what happened and contact your insurer and the agency that handles reporting for your farm. Some events have short reporting windows, so ask in advance what they are.

Keep photos, statements and notes in one place. Ask an attorney or your agency what you may and may not do with the scene and equipment.

After the immediate needs are met, check in with workers who saw or were involved in the event. A serious injury can affect people emotionally, and a caring check-in matters. In the US, people can call or text 988 if they are in distress.

Last reviewed: November 12, 2026. Written by the Farm Safety Editorial Team. See our editorial policy.