"Cal/OSHA Audit Preparation Checklist"

A Cal/OSHA inspector will show up at your workplace. It's not a question of if. It's a question of when, and whether you'll be ready.

They come for four reasons: a complaint, an accident, a programmed inspection (high-hazard industries get random visits), or a follow-up from a prior citation. You'll get no warning for the first three. The inspector arrives, shows credentials, and asks to inspect. That's it.

You have the right to require a warrant. Most employers waive it because requesting one just delays the inevitable and signals that you're hiding something. But know this: whether you waive or they get a warrant, the inspection IS happening.

So the only question that matters is: are you ready right now?

This checklist will tell you. Run through it quarterly at minimum. Run through it immediately after any operational change.

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Section 1: Documents — Have These Ready to Produce

An inspector will ask for documentation within the first 30 minutes. If you can't produce it, that's already a problem.

Written Programs

[ ] **IIPP (Injury and Illness Prevention Program).** Complete, current, with all 8 elements. This is the single most common citation. Have it accessible within 5 minutes of being asked.
[ ] **WVPP (Workplace Violence Prevention Plan).** Required since July 2024. Complete with all required elements.
[ ] **Heat Illness Prevention Plan.** If you have outdoor workers or indoor workers in hot environments.
[ ] **Hazard Communication Program.** With current Safety Data Sheets (SDS) for every hazardous chemical on site.
[ ] **Emergency Action Plan.** Evacuation procedures, alarm systems, emergency contacts.
[ ] **Fire Prevention Plan.** If applicable to your workplace.
[ ] **Respiratory Protection Program.** If any employees use respirators.
[ ] **Lockout/Tagout (LOTO) Procedures.** If employees service or maintain machines where energy isolation is required.
[ ] **Confined Space Program.** If your workplace has permit-required confined spaces.
[ ] **Bloodborne Pathogens Exposure Control Plan.** If employees have occupational exposure to blood or OPIM.
[ ] **Any other industry-specific written programs** required for your operations.

Training Records

[ ] **IIPP training records.** For all current employees and for the past 3-5 years.
[ ] **WVPP training records.** For all current employees.
[ ] **Hazard-specific training records.** Heat illness, HazCom, PPE, LOTO, confined space, fall protection, forklift — every hazard-specific training that applies.
[ ] **New hire orientation records.** Safety orientation documentation for recent hires.
[ ] **Supervisor safety training records.** Supervisors have additional training requirements.

Each record must include: date, topics, trainer, attendees (with signatures), duration, and language of instruction.

Injury and Illness Records

[ ] **OSHA 300 Log.** Current year plus 5 prior years. Posted from February 1 through April 30 each year (Form 300A).
[ ] **OSHA 301 Incident Reports.** Individual report for each recordable injury/illness.
[ ] **OSHA 300A Annual Summary.** Signed and posted per requirements.
[ ] **Violent incident log.** Per SB 553 requirements.
[ ] **First aid log.** If you maintain one (recommended even if not required for your industry).

Inspection and Maintenance Records

[ ] **Periodic safety inspection records.** Documented inspections per your IIPP schedule.
[ ] **Equipment inspection records.** Forklifts (daily pre-use), cranes, scaffolding, fire extinguishers, eyewash stations, ventilation systems.
[ ] **Hazard correction documentation.** Records showing identified hazards and completed corrections.
[ ] **Preventive maintenance records.** For safety-critical equipment.

Incident Investigation Reports

[ ] **Investigation reports for all workplace injuries and near-misses.** With root cause analysis and corrective actions documented.
[ ] **Follow-up documentation.** Verification that corrective actions were implemented.

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Section 2: Physical Environment — Walk Your Workplace

Do this walk-through before the inspector does. Fix what you find.

General Conditions

[ ] **Walking surfaces.** Free of tripping hazards, spills, cords, clutter. Non-slip surfaces where required.
[ ] **Exits.** All exits clearly marked, illuminated, unobstructed, and unlocked during occupied hours.
[ ] **Aisles and walkways.** Clear, properly marked, adequate width.
[ ] **Housekeeping.** General cleanliness and organization throughout.
[ ] **Lighting.** Adequate in all work areas, stairways, and storage areas.

Fire Safety

[ ] **Fire extinguishers.** Properly mounted, unobstructed, current inspection tags, correct type for the hazard. Employees trained on use.
[ ] **Exit signs.** Illuminated and visible from all directions of travel.
[ ] **Sprinkler heads.** Unobstructed (minimum 18 inches clearance below).
[ ] **Electrical panels.** 36 inches of clearance maintained in front.
[ ] **Evacuation maps.** Posted and current.

Electrical

[ ] **No exposed wiring or damaged cords.** Extension cords not used as permanent wiring.
[ ] **GFCI protection.** Where required (wet locations, construction, outdoor).
[ ] **Electrical panels.** Labeled, accessible, covers in place.
[ ] **No overloaded circuits.** No daisy-chained power strips.

Chemical Safety

[ ] **SDS binder/system accessible.** All employees know where to find it. Current SDS for every hazardous chemical on site.
[ ] **Chemical labels.** All containers properly labeled (manufacturer labels intact, secondary containers labeled).
[ ] **Chemical storage.** Incompatible chemicals separated. Flammables in approved cabinets. Proper ventilation.
[ ] **Spill kits.** Available and stocked where chemicals are used or stored.
[ ] **Eyewash and safety showers.** Functional, accessible within 10 seconds of travel, tested weekly (documented).

Personal Protective Equipment

[ ] **PPE available.** Correct types for each hazard, properly sized, in good condition.
[ ] **PPE being worn.** Employees actually using required PPE. Walk the floor and observe.
[ ] **PPE training documented.** Employees trained on what to use, when, how to maintain, and limitations.
[ ] **PPE hazard assessment documented.** Written assessment identifying PPE requirements for each job/area.

Machine Safety

[ ] **Machine guards in place.** All point-of-operation guards, power transmission guards, and other guards present and functional.
[ ] **Emergency stops functional.** Tested and accessible.
[ ] **LOTO procedures posted.** At or near applicable equipment.
[ ] **LOTO devices available.** Locks, tags, and energy-isolating devices available for affected employees.

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Section 3: Personnel Preparation

The people side of an inspection matters as much as the paper and physical sides.

Management/Supervisors

[ ] **Opening conference participant identified.** Know who will accompany the inspector during the opening conference (typically owner/operator or safety officer).
[ ] **Walk-around escort designated.** Someone knowledgeable about operations who will accompany the inspector during the physical inspection.
[ ] **Note-taker assigned.** Someone to document what the inspector looks at, asks about, photographs, and comments on.
[ ] **Employee interview protocol established.** Employees have the right to speak with the inspector privately. Prepare employees by reminding them of their rights and encouraging honest communication. Do NOT coach employees on what to say.

Employees

[ ] **Employees know the IIPP exists and where to find it.** Randomly ask 3 employees. If they don't know, you have a training gap.
[ ] **Employees know how to report hazards.** Same random-ask test.
[ ] **Employees know emergency procedures.** Evacuation routes, assembly points, alarm meaning.
[ ] **Employees know their PPE requirements.** What they need, where to get it, when to use it.
[ ] **Employees are actually following safe work practices.** Observe work in progress. Are procedures being followed?

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Section 4: Common Deficiencies — Proactive Prevention

These are the citations Cal/OSHA issues most frequently. Check each one proactively.

[ ] **IIPP deficiencies.** Missing elements, no employee involvement, no documented inspections, no training records.
[ ] **HazCom deficiencies.** Missing or outdated SDS, unlabeled containers, no training.
[ ] **Fall protection.** Unguarded floor openings, missing guardrails, no fall protection at heights above 4 feet (general industry) or 6 feet (construction).
[ ] **Machine guarding.** Missing or inadequate guards, guards removed and not replaced.
[ ] **Electrical hazards.** Damaged cords, missing covers, improper grounding, overloaded circuits.
[ ] **Exit and egress.** Blocked exits, missing or non-illuminated exit signs, locked exit doors.
[ ] **Forklift safety.** Untrained operators, no daily inspection documentation, pedestrian separation.
[ ] **PPE.** Not provided, not used, not maintained, no hazard assessment.
[ ] **Housekeeping.** Cluttered aisles, tripping hazards, unsanitary conditions.
[ ] **Heat illness.** No plan, insufficient water, no shade, no training (for outdoor/hot-indoor workplaces).

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Inspection Day Protocol

When the inspector arrives:

**Verify credentials.** Ask for their Cal/OSHA identification card.
**Understand the scope.** Ask the reason for the inspection (complaint, programmed, accident follow-up) and the scope.
**Participate in the opening conference.** Listen. Take notes. Ask clarifying questions.
**Accompany the inspector.** You have the right to have a representative present during the entire inspection.
**Take your own notes and photos.** Document what the inspector documents.
**Don't volunteer information.** Answer questions honestly and completely, but don't offer information that wasn't asked for.
**Fix obvious hazards immediately.** If you see a violation during the walk-around, fix it on the spot if possible. The inspector will note it, but immediate correction demonstrates good faith.
**Participate in the closing conference.** Understand what the inspector found and the potential citations.

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The best time to prepare for an inspection was last year. The second best time is today.

Run this checklist. Fix what it finds. Then run it again in 90 days.

Because the inspector won't call ahead.