OSHA Compliance Checklist for HR Leaders: How to Stay Inspection-Ready

Workplace safety is not just a legal requirement — it's a business imperative. The Occupational Safety and Health Administration (OSHA), a division of the U.S. Department of Labor, plays a critical role in promoting safe and healthy working conditions across industries. For human resources professionals, maintaining OSHA compliance is a vital part of supporting employee well-being and protecting the organization from legal and financial risk. 

Why OSHA Compliance Matters

OSHA’s primary goal is to ensure that workers across the United States have access to a workplace free from recognized hazards. While OSHA sets the standards, it's often human resources (HR) professionals who are responsible for implementing safety protocols and ensuring organizational compliance. Gaining a clear understanding of OSHA regulations is essential for HR managers, especially those in industries where employee health and safety risks are heightened. 

Did You Know? In 2024 alone, OSHA conducted over 34,000 inspections. Most violations were related to fall protection, hazard communication, ladders, and respiratory protection. 

Understanding OSHA’s Jurisdiction

OSHA covers most private sector employers and their workers across the U.S., including all 50 states, the District of Columbia, and several U.S. territories. However, not every worker is automatically covered. Exemptions include: 

• Self-employed individuals 
• Immediate family members of farm employers 
• State and local government workers, unless covered under an OSHA-approved state plan 
• Workers regulated by other federal agencies, such as those under the U.S. Department of Energy 

To determine whether your business is covered, use the OSHA State Plans directory. 

Key Areas of OSHA Compliance

Employers must assess daily operations for potential hazards and implement appropriate safety measures. OSHA provides a variety of compliance resources, but here are several critical areas HR professionals should understand: 

1. Machine guarding: Machinery must include safeguards to prevent worker injuries from moving parts. 
2. Lockout/tagout procedures: Prevent accidental equipment activation during maintenance by implementing energy control procedures. 
3. Electrical safety: Employers must guard against electrocution risks. OSHA reports that electrical hazards account for about 5% of workplace fatalities annually. 
4. Personal protective equipment (PPE): Employees must be trained to use PPE like gloves, helmets and eye protection. The employer must assess workplace hazards and provide the correct gear. 
5. Respiratory protection: In environments with insufficient oxygen or harmful fumes, respirators must be properly selected, fitted and maintained. 
6. Noise exposure: When noise levels exceed 85 decibels over eight hours, employers must implement a hearing conservation program. 
7. Confined spaces: Areas like tanks and manholes require specific safety protocols due to the risk of entrapment or hazardous atmosphere exposure. 
8. Bloodborne pathogens: Employees with potential exposure to bodily fluids must follow strict procedures to prevent disease transmission. 
9. Powered industrial trucks: Only trained and certified personnel may operate forklifts and similar equipment. 

Tip: OSHA’s Compliance Assistance Quick Start Tool helps employers identify applicable regulations by industry. 

Preparing for an OSHA Inspection

Understanding what prompts an OSHA inspection is essential for HR professionals responsible for maintaining workplace safety. Because inspections are typically unannounced, organizations must stay inspection-ready at all times.

OSHA may conduct a targeted review of a specific hazard or a broader evaluation of overall safety practices. By knowing what inspectors look for and proactively addressing common compliance issues, employers can avoid penalties, protect employee well-being, and ensure regulatory adherence. 

Inspections are often initiated for the following reasons: 

• Imminent danger situations 
• Workplace fatalities or severe injuries 
• Employee complaints or referrals 
• Follow-up on previous violations 
• Scheduled inspections based on industry risk 

HR professionals should routinely review the Frequently Cited OSHA Standards by Industry to identify vulnerabilities before an inspector arrives. 

If a violation is found, OSHA will issue a “Citation and Notification of Penalty.” Employers have the right to contest citations within 15 business days and must post the citation publicly for three working days or until the issue is resolved. 

Building a Culture of Safety Through Training

Training is a cornerstone of compliance. OSHA recommends offering formal safety education through: 

• 10-hour and 30-hour training programs 
• Online training modules (especially for multilingual or younger workforces) 

These programs improve hazard recognition and promote safe work behaviors across diverse employee populations. 

OSHA Cooperative Programs and Proactive Resources

To encourage voluntary compliance, OSHA offers cooperative programs that reward proactive safety measures: 

• Alliance Program 
• Voluntary Protection Programs (VPP) 
• Safety and Health Achievement Recognition Program (SHARP) 
• OSHA Challenge Program 
• Strategic Partnership Program 

In addition, the Safety Pays Estimator helps businesses understand the potential financial impact of occupational injuries, from lost productivity to medical expenses. 

The Strategic Role of HR in Ensuring Workplace Safety

While OSHA provides the regulatory framework for workplace safety, it’s human resources professionals who implement those standards across an organization. HR serves as the critical link between regulatory policy and daily workplace practices, translating legal requirements into actionable protocols. 

From developing comprehensive safety policies and coordinating employee training to managing documentation and facilitating OSHA inspections, this department plays a central role in fostering a culture of safety. HR professionals are also responsible for monitoring changes in compliance requirements, conducting internal audits and ensuring that all employees – regardless of language or role – understand their rights and responsibilities. 

By taking a proactive, strategic approach, HR leaders help minimize risk, protect organizational resources and promote employee well-being.  

Advance Your Expertise in HR and Workplace Compliance

As the workplace continues to evolve, HR professionals must stay informed and equipped to handle complex compliance issues. The University of Scranton’s master's in HR management prepares graduates to lead in areas such as regulatory compliance, employee relations and workplace safety. 

The program curriculum emphasizes ethical decision-making, legal frameworks, and proactive safety strategies that align with OSHA requirements. Whether you're pursuing leadership in HR or want to deepen your regulatory knowledge, this program offers the tools and insights to make a meaningful impact. 

Learn more about how The University of Scranton can help you advance your career in human resources.

Explore the MS in Human Resources Management today!