Keep certifications current, inspections done and hours accurate, with records you can show a general contractor, insurer or inspector.
OSHA training cards, equipment operator certifications, first aid and site-specific inductions all have dates and rules about who may do what work.
Scaffolds, ladders, harnesses and excavations need regular inspections, and many contractors hold weekly toolbox talks. A safety program is only as good as the records it produces.
Overtime, meal breaks in some states and prevailing wage records on public projects all depend on accurate time records by job.
Each worker’s digital employee file holds certificates with expiry reminders. Inspections and toolbox talks run as tasks with photo proof, and new safety documents go out for e-signature.
Time records come from GPS or NFC clock-in on site, with hours tagged by job and corrections approved with an audit trail. EZTime gives you the records; your safety program and legal advisers decide what the rules require.
| Need | How EZTime handles it |
|---|---|
| Certifications | Expiry reminders in each employee file |
| Inspections | Recurring tasks with photo proof |
| Toolbox talks | Attendance and sign-off on record |
| Accurate hours | Site clock-in with an audit trail for edits |
| Labor rules | Running totals and labor rule alerts |
A general contractor asks a drywall subcontractor for proof of fall-protection training for everyone on site. The office manager filters the employee files for the certificate and sends the list in ten minutes. The same week, the foreman completes the weekly scaffold inspection in the app with photos, and the toolbox talk on ladder safety shows twelve signed attendees.
The business in this example is fictional.
Work with your safety lead and a qualified professional to decide which records you need. Federal OSHA rules, state plans, contract terms and insurer requirements all play a part.
| Measure | Why it matters |
|---|---|
| Certificates expiring in 30 days | Prevents uncertified work |
| Inspections completed on schedule | Shows whether the safety plan is followed |
| Toolbox talk attendance rate | Shows reach of safety training |
| Time edits per 100 shifts | Flags weak clock-in habits |
Review monthly with your safety lead. Trends matter more than single misses.
Fall protection in construction is OSHA’s most frequently cited standard year after year. Construction employers must provide fall protection at 6 feet or more above a lower level, with specific rules for scaffolds, ladders and steel erection. Close behind are ladders, scaffolding, hazard communication and eye and face protection.
Respirable crystalline silica is another rule built around records. OSHA’s construction silica standard requires a written exposure control plan, a competent person to carry it out, the controls listed in Table 1 for common tasks, or exposure assessment, and medical exams for workers who must wear respirators 30 or more days a year.
| Record | Rule | Keep for |
|---|---|---|
| OSHA 300 log, 300A summary, 301 forms | OSHA recordkeeping | 5 years |
| Payroll and time records | FLSA | 3 years; time cards 2 years |
| Certified payroll on federal jobs | Davis-Bacon | 3 years after the work is completed |
| Form I-9 | Immigration law | 3 years after hire or 1 year after employment ends, whichever is later |
| Silica exposure and medical records | OSHA silica standard | Exposure records 30 years; medical records for the length of employment plus 30 years |
States and owners can require longer. Post the OSHA 300A summary from February 1 to April 30 each year, and check whether your establishment must also submit its injury data to OSHA electronically.
There is no final federal heat standard yet. OSHA proposed one in 2024, and in the meantime it cites heat hazards under the general duty clause and runs a national emphasis program on heat. Several states already have their own rules, including California, Washington, Oregon, Colorado for agriculture, and Maryland, which adopted a heat stress standard in 2024.
These rules generally call for water, shade, rest breaks, a plan for new workers to get used to the heat, and training. On a construction site, that means scheduled rest breaks on hot days and a record that shows they happened.
On federally funded construction covered by Davis-Bacon, contractors and subcontractors submit certified payroll every week, showing each worker’s classification, hours each day, rates and fringe benefits. Workers must be paid at least the wage determination rate for the classification of the work they actually did that day. If a worker does two kinds of work, record the hours for each classification separately, or pay the higher rate for all hours.
No tool does that alone. EZTime helps you keep the records your safety program and the rules require.
Yes. Use tasks and sign-offs, or our toolbox talk template, which you can print for free.
Yes. Inspection checklists run as tasks with photos.
Hours tagged by job and role give you the time data that certified payroll reports start from.
Five years after the end of the calendar year they cover, along with the 300A summaries and 301 incident reports. The log must be updated during that time if new information comes in about a recorded case.
Someone who can identify existing and predictable hazards and has the authority to take prompt action to fix them. Several construction standards, such as excavations, scaffolds and silica, require one.
Fall protection has been OSHA’s most cited standard every year for more than a decade. In construction, the trigger height is 6 feet, compared with 4 feet in general industry.
Time tracking for construction crews
Run short safety meetings
Free template
Free template
Book a short demo and see how EZTime fits the way your team works.
Note: This page is general information, not legal or safety advice. Requirements differ by state, project and contract. Examples are fictional.