OSHA is Looming. Are You Prepared?

Warning sign

An Occupational Safety and Health Administration (OSHA) audit can happen at any time. Usually companies receive little warning and nowhere near enough time to properly prepare for the detailed, usually hostile scouring of their human resource and workplace safety related practices. To keep these types of audits from turning out badly, a company must treat all of their human resource related activities with the same attention to detail.

Knowing how to engage in OSHA-ready human resource management best practices, however, is not as simple as it sounds.  A well-developed human capital management (HCM) solution which includes an HRIS as well as compliance tools can provide the resources needed to comply and respond in case of audit.

Tracking data accuracy

OSHA agents are trained to search for needles in a haystack – that is, the mounds of paperwork that comprises a company’s workplace safety history.

If there are any discrepancies, even small ones, OSHA might extend the length of the audit. At best, this limits an organization’s ability to conduct regular business activities. At worst, OSHA could misconstrue the information for signs of a hazardous workplace and the company’s leadership may face hefty fines or criminal penalties.

An HRIS will provide a company’s human resources team with the tracking tools they need in order to ensure that all of the data provided in an OSHA audit is completely accurate.

Requirement updates

Laws and government regulations are changing all of the time, but the government does not always make an effort to inform those most affected by these changes.  Oversights on new regulations can leave a company that is otherwise diligently complying an easy target.

In order to avoid this, one must take steps be abreast of all of the happenings that OSHA is engaged in. Since most businesses do not employ a team of OSHA-monitoring human resource experts, the best way to do this is to take advantage of the tools included in a human resource management service, such as:
•Comprehensive, searchable libraries of related regulations and laws
•Instantaneous electronic updates of OSHA-related changes

Audit prevention

In nearly every case, an OSHA audit is brought about by a complaint. To this end, a company should make every effort to reduce the likelihood of complaints to as close to zero as possible; this means implementing the best workplace safety practices that one possibly can.

Once again, a good human capital management strategy is a huge benefit. 2 major benefits include HR Support Centers and HRIS.

HR support centers provide companies with the following:
•General best practices
•Self auditing assistance
•Answers to the toughest OSHA compliance related questions
•Customizable filing templates

HRIS can provide:
•Injury Tracking
•Reports necessary to complete OSHA filings
•Employee-controlled information changes to reduce notification delivery liability
•Around-the-clock access to human resource portals via the web
•Easy communication and internal complaint submissions to guide employees towards issuing complaints with the company instead of OSHA 

PAYDAY has been servicing the human resource needs of countless companies for over 17 years. For more information about how your company can benefit from a thorough human capital management strategy and increase protection against OSHA audits, contact us today.

 

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About the Author:

As Director of Operations, Jessica oversees the day-to-day operations for payroll, human resources, tax, finance and client affairs. She also plays an active role in formulating corporate strategy and developing client programs.

Jessica believes a company’s success begins with its people. She strives to build a team encompassing excellence and professionalism, and to play a large role in developing the staff on an ongoing basis. Her passion for strong client relationships drives her in ensuring that clients receive the highest level of personal service and the best products in the industry.

Jessica joined PAYDAY in 2004, and quickly advanced to Development Coordinator in 2006, when she took charge of Human Resources. She was promoted to Director of Operations in September, 2011.

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