OSHA Compliance Guide — VidIn Field Operations
Version: 1.0 | Last Updated: February 22, 2026 Owner: John Lang Review: Annually, or whenever VidIn begins work in a new state
This document is a practical reference, not legal advice. OSHA regulations change, and state plans can be stricter than federal standards. Consult a safety professional or employment attorney for compliance decisions with legal or financial consequences.
Which OSHA Standard Applies to VidIn?
VidIn’s work spans two OSHA regulatory frameworks depending on the nature of the job:
| Work Type | Standard | Examples |
|---|---|---|
| New installations — new builds or renovations | 29 CFR 1926 (Construction) | Turnstile install in a newly built lobby, AV system in a renovated conference room, running new conduit |
| Service, maintenance, or repair of existing systems | 29 CFR 1910 (General Industry) | Swapping a defective reader on an installed turnstile, servicing existing AV equipment |
| When in doubt | Treat as 1926 | The type of work — not the location — determines the standard |
Key rule: Both standards can apply on the same job site. If a hazard is present that 1926 doesn’t specifically address, OSHA may cite under 1910 or the General Duty Clause (§5(a)(1)).
Critical Standards for VidIn’s Work
Electrical Safety
Standard: 1926 Subpart K (construction) / 1910 Subpart S (general industry)
- Test all circuits with a volt meter before touching — assume live until proven otherwise
- GFCI protection required on all 120V temporary power outlets during construction work
- Lockout/Tagout (LOTO) required when performing maintenance on equipment that could unexpectedly energize — 1910.147
- Never work on live circuits unless absolutely necessary, properly trained, and using rated PPE
Fall Protection
Standard: 1926 Subpart M (construction) / 1910.23 (general industry)
| Standard | Fall Protection Required At |
|---|---|
| 1926 (Construction) | 6 feet above lower level |
| 1910 (General Industry) | 4 feet above lower level |
- Ladder safety: 1926.1053 — inspect before use, secure at top or have footed, maintain 3-point contact
- Step ladder: never work from the top two rungs
Personal Protective Equipment (PPE)
Standard: 1926 Subpart E / 1910 Subpart I
- Employer is responsible for providing and ensuring use of required PPE — this applies to subcontractors under VidIn supervision
- Hard hat: Type II required on most construction sites
- Eye protection: required when drilling, cutting, or working overhead
- Steel-toe footwear: required on construction sites
- High-vis vest: required wherever vehicle traffic is present
Hazard Communication (HazCom)
Standard: 1910.1200 / 1926.59
- Safety Data Sheets (SDS) required for any hazardous chemicals used on site (adhesives, lubricants, solvents)
- Labels must remain on containers
- Employees must be trained on any chemicals they use
Ladders and Elevated Work
Standard: 1926.1053
- Ladder must be rated for the load (tech + tools + materials)
- Extension ladders: 1:4 pitch rule (for every 4 feet of height, base extends 1 foot out)
- Ladder must extend 3 feet above landing point when used for access
VidIn’s Size and Recordkeeping Obligations
OSHA recordkeeping requirements depend on employee count. VidIn should assess this annually.
| Situation | Recordkeeping Required? |
|---|---|
| ≤10 employees at all times during the prior year | Partial exemption — not required to maintain OSHA 300/301 logs |
| >10 employees at any point during the prior year | Full recordkeeping required — OSHA Forms 300, 300A, 301 |
The exemption is partial, not total. Regardless of company size, VidIn must report the following directly to OSHA:
- Fatality → report within 8 hours — call 1-800-321-OSHA
- Inpatient hospitalization → report within 24 hours
- Amputation → report within 24 hours
- Loss of an eye → report within 24 hours
Employee count includes all full-time, part-time, and temporary workers. Subcontractors working under VidIn supervision may count — consult legal counsel if unclear.
If Recordkeeping Is Required
- OSHA Form 301 (Incident Report): complete within 7 calendar days of learning of a recordable incident — use the Incident Report Template as the equivalent form
- OSHA Form 300 (Injury Log): update within 7 calendar days
- OSHA Form 300A (Annual Summary): post in workplace Feb 1–April 30 each year; submit electronically by March 2 if required
- Retain all records for 5 years
Subcontractor Responsibility
VidIn regularly uses contract labor. Key rules:
- If a subcontractor is working under VidIn’s supervision and direction, VidIn may be responsible for that worker’s safety compliance and recordkeeping — even if they are not a VidIn employee
- VidIn should require all subcontractors to carry their own general liability and workers’ compensation insurance
- VidIn should confirm subcontractors have received OSHA 10-hour training (construction) before working on VidIn job sites
- Subcontractors should complete the Site Safety Checklist before beginning work on any VidIn site
Training Requirements
| Training | Who Needs It | Notes |
|---|---|---|
| OSHA 10-Hour (Construction) | All field techs and subcontractors | Covers 1926 fundamentals; 10 hours; card issued upon completion |
| OSHA 30-Hour (Construction) | Lead techs, site supervisors, PM | Deeper coverage; 30 hours; recommended for anyone overseeing others |
| Site-Specific Safety Orientation | Anyone new to a job site | Provided by GC or site owner — VidIn techs must complete before starting work |
| LOTO (Lockout/Tagout) | Anyone who may work on energized equipment | Required by 1910.147 before performing maintenance on powered equipment |
Establish a tracking log for OSHA 10/30 certifications across VidIn techs and regular subcontractors. Link to the planned Certifications / Skill Matrix in
04-Training-Onboarding.
State OSHA Plans — What Changes by State
29 states and territories operate their own OSHA-approved plans. These plans must be at least as protective as federal OSHA — but many are stricter. When VidIn works in a state-plan state, the state plan governs, not federal OSHA.
State-Plan States (Private Sector Coverage)
These states have their own OSHA program covering private employers. Always check for state-specific requirements before starting work in a new state.
| State | Plan Name | Notable Differences |
|---|---|---|
| California | Cal/OSHA | Significantly stricter — requires written Injury and Illness Prevention Program (IIPP); stricter heat illness rules; higher PELs |
| Washington | L&I / WISHA | Stricter noise, ergonomics, and fall protection rules |
| Oregon | OR-OSHA | Additional requirements for confined spaces and PPE |
| Michigan | MIOSHA | More detailed requirements for fire protection and powered platforms |
| Minnesota | MNOSHA | Stricter requirements for some general industry hazards |
| Maryland | MOSH | Stricter training and recordkeeping for some industries |
| North Carolina | NCDOL/OSH | Generally aligns with federal but has state-specific enforcement priorities |
| Virginia | VOSH | Stricter COVID-19 rules (established first permanent standard) |
| Hawaii, Alaska, Iowa, Indiana, Kentucky, Nevada, New Mexico, South Carolina, Tennessee, Utah, Vermont, Wyoming, Puerto Rico, Virgin Islands | State plans | Verify current rules before working in each state |
States covered by federal OSHA only (no state plan for private sector): Most of the Southeast and Midwest — including Texas, Florida, Georgia, Illinois (private sector), New York (private sector), Ohio, Pennsylvania, and others.
Before starting work in any new state: Check osha.gov/stateplans for the current list and contact info. State plan requirements change. This table reflects the 2026 known plans but should be verified annually.
High-Priority States for VidIn
Based on VidIn’s work footprint, the states most likely to matter:
- California — if VidIn works here, assume stricter requirements across the board. A written IIPP is mandatory for all employers. Get familiar with Cal/OSHA before any CA job.
- New York / New Jersey — federal OSHA governs private sector but both states have additional labor laws that interact with safety requirements
- Washington — if Pacific Northwest work comes up, L&I has stricter rules than federal on several fronts
Quick Reference — Reporting Timeframes
| Event | Timeframe | Who to Call |
|---|---|---|
| Fatality | 8 hours | OSHA: 1-800-321-OSHA + VidIn PM immediately |
| Hospitalization / Amputation / Loss of Eye | 24 hours | OSHA: 1-800-321-OSHA + VidIn PM immediately |
| Any incident / near-miss | Immediately | VidIn PM — then complete Incident Report Template within 24 hours |
| Recordable injury/illness log entry | 7 calendar days | Internal — update OSHA Form 300 and 301 |
| Annual summary (300A) posting | Feb 1 – April 30 | Internal — post at workplace |
| Annual electronic submission (if required) | By March 2 | Submit via OSHA ITA: osha.gov/injuryreporting |
Planned Additions to This Section
The following compliance documents are planned for future development:
- Federal Site Access Requirements — REAL ID, security clearances, and badging procedures for secured facilities (government buildings, transit hubs, courthouses)
- State-Specific Requirements Detail — expanded state-by-state breakdown as VidIn’s geographic footprint grows
- Insurance and Liability Requirements — COI requirements, additional insured language, per-project minimums
- Incident Reporting SOP — step-by-step procedure for the first 24 hours after a site incident
Last Updated: February 22, 2026 Owner: John Lang | jlang@vid-in.com
Sources and References:
- OSHA State Plans
- 29 CFR §1904 — Recordkeeping
- OSHA Form 301 Requirements
- OSHA 1926 vs 1910 Overview
- 2025 OSHA Recordkeeping Guide
- OSHA Injury Tracking Application: osha.gov/injuryreporting