OSHA paperwork a superintendent should know

The foundation: inspections and training

Two general provisions sit behind most of what follows.

• 1926.20(b)(2): the employer's safety program must provide for frequent and regular inspections of the jobsite, materials and equipment by competent persons the employer designates.
• 1926.21(b)(2): the employer must instruct each employee in recognizing and avoiding unsafe conditions and in the rules that apply to their work.

Neither one prescribes a form. In practice the superintendent's daily log, inspection checklists and toolbox talk sign-in sheets are how a company shows it did both. The OSHA topics guide explains who counts as a competent person and why authority to fix a hazard is half the definition.

Records the rules require in writing

Fall protection training certification, 1926.503(b). The employer must prepare a written certification record for fall protection training. It names the employee, gives the date or dates of training, and is signed by the trainer or the employer. The latest certification must be kept. Section 1926.503(c) also requires retraining when the workplace or the equipment changes or when a worker's practice shows the training did not take.

Monthly crane inspection, 1926.1412(e). Cranes covered by Subpart CC get a competent person's inspection each shift and a monthly inspection. The monthly one must be documented with the items checked, the results, and the name and signature of the inspector with the date, and the record kept for at least three months. A qualified person's annual or comprehensive inspection is a separate requirement in 1926.1412(f).

Silica exposure control plan, 1926.1153(g). Where the respirable crystalline silica standard applies, the employer must have a written exposure control plan, review it at least once a year, and make it available to covered employees and to OSHA on request.

Hazard communication, 1926.59. The construction section points to the general industry standard, 1910.1200, which covers container labels, safety data sheets, employee training and a written hazard communication program. On a multi-employer site, ask each sub for its chemical list and keep the safety data sheets where crews can reach them.

Inspections the rules require, with no form named

For these, the standard requires the inspection but, in the text we checked, not a written record. Document them anyway; an inspection with no record is hard to prove.

• Scaffolds, 1926.451(f)(3): a competent person inspects scaffolds and components for visible defects before each work shift and after anything that could affect the scaffold's structural integrity.
• Excavations, 1926.651(k)(1): a competent person inspects excavations, the adjacent areas and protective systems daily before work starts, as needed during the shift, and after every rainstorm or other event that increases the hazard. Under 1926.651(k)(2), if the inspection finds a hazard, exposed employees are removed until it is fixed.
• Ladders, 1926.1053(b)(15): a competent person inspects ladders for visible defects periodically and after anything that could affect their safe use.
• Cranes each shift, 1926.1412(d): a competent person begins a visual inspection before each shift the equipment is used.

A one-page checklist per item, signed and dated, is enough. Keep it with the daily log.

Injury records are a different part

Injury and illness recordkeeping, the OSHA 300 log and the reporting of serious injuries, sits in 29 CFR Part 1904, not in Part 1926. The superintendent usually feeds it: the first report of an injury, the facts, the witnesses. The company's recordkeeper decides what is recordable. The OSHA 300 log guide covers who keeps the log and the reporting deadlines. The listed OSHA book for the exam is Part 1926 or PSI's OSHA Excerpts, so Part 1904 is not in it.

Other paperwork that lives in the trailer

Not every record is an OSHA one. On sites with construction stormwater permits, the SWPPP inspection reports and corrective action records are kept on site too; see SWPPP basics for builders. The superintendent's daily log ties all of it together: weather, crews, deliveries, inspections done, and anything unusual.

A simple weekly check

At the end of each week, check that:

1. Every scaffold and excavation day has a signed inspection.
2. Every new worker on fall exposure has a training certification on file.
3. Any crane on site has its monthly record, and you have kept the last three months.
4. Safety data sheets match the products on site.
5. The daily log names who did each inspection.

Where this sits for the exam

The bulletin lists subject areas, not topics. Our reading puts jobsite safety under General Requirements, the second largest area. Questions on 29 CFR 1926 tend to ask what is required, how often and by whom. Tab the subparts behind each item above: C, D, L, M, P, X, CC and Z.

Test your safety knowledge

Take the free check. It needs no signup and explains every answer. For the General Requirements lesson and timed practice exams, see the plans.

Sources

• 29 CFR Part 1926, Safety and Health Regulations for Construction, eCFR, current to 4 Nov 2026. Sections 1926.20, 1926.21, 1926.59, 1926.451, 1926.503, 1926.651, 1926.1053, 1926.1153 and 1926.1412 checked on 8 Nov 2026.
• PSI Candidate Information Bulletin 1458, content outline and reference list, updated 7 Jul 2026. Retrieved 5 Nov 2026.

FAQ

Does OSHA require a written scaffold inspection?

Section 1926.451(f)(3) requires a competent person to inspect before each shift and after any event that could affect the scaffold. The text does not name a written record, but a signed checklist is the practical proof.

What must a fall protection training record include?

Under 1926.503(b), the employee's name, the training date or dates, and the signature of the trainer or the employer.

How long must monthly crane inspection records be kept?

At least three months, under 1926.1412(e).