D. ACCESS TO EMPLOYEE EXPOSURE AND MEDICAL RECORDS
Attachment 1 - Occupational Health and Environmental Management Reporting Requirements
Attachment 2 - Records Retention
1. There are various reporting, recordkeeping, and retention requirements specific to each element of an organization's Safety, Health, and Environmental Program. This data, properly managed, is used for required submissions to appropriate authorities to fulfill federal and state regulatory requirements. It also provides the bases for early and effective evaluation of program trends, such as injury and illness prevention efforts; hazardous waste minimization and expenditures; inspection, testing, and maintenance reports; radiation safety program compliance, etc. Program data will also enable early identification of undesirable trends.
2. Specific records, retention periods, and the office or organization responsible for maintenance are detailed in this Chapter. General recordkeeping and recording requirements are also presented. Where necessary, more specific reporting and recordkeeping information is detailed in the referenced operational chapters of this Manual.
1. SI Organizational Safety Program Report. Each year, upon notification by OSHEM, each organizational director shall forward to the Director, OSHEM, a report summarizing the previous fiscal year's occupational safety and health program activities. The report shall address:
a. Management and leadership of the safety committee.
b. Activities of the safety committee.
c. Annual safety training summary report.
d. Special program initiatives and promotional activities accomplished.
e. Summary of inspection activities.
f. Safety program goals for new fiscal year.
g. Other information as required for the Annual SI Report to OSHA.
h. A list of the safety committee members and a schedule of committee meetings for the next fiscal year.
2. Occupational Health and Environmental Management. Attachment 1 lists the recurring reports required by various federal and state agencies. When other recurring or ad hoc reports may be required, the appropriate organization and facility directors will be advised as needed.
1. As a minimum, all records required by this Manual must be retained for a period of 5 years (unless otherwise specified in Attachment 2).
2. All records with a listed retention period must be retained for the specified period at the museum or facility or origin, as specified in Attachment 2. A 5‑year retention means that all such documents for a given fiscal year (FY) are to be retained through the end of the fiscal year five years hence. Thus, a record for FY 2006 would be available until the end of FY 2011.
3. Throughout this Manual, specific retention periods may be cited for various occupational safety and health‑related reports and records. Most are listed in Attachment 2 for easy reference.
D. ACCESS TO EMPLOYEE EXPOSURE AND MEDICAL RECORDS
1. Within the parameters of OSHA 1910.1020, employees and their designated representatives have the right of access to relevant exposure and medical records. As defined, "access" means the right and opportunity to examine and copy. "Designated representative" includes any individual or organization to whom an employee gives written authorization to exercise a right of access.
2. Requests for access to employee medical records shall be forwarded to the Associate Director for Occupational Health Services, OSHEM.