The 10 Required Fields in a California Violence Incident Log
Detailed guide to Violence Incident Log requirements under SB 553 — required fields, what triggers an entry, and common compliance mistakes.
Quick Answer
California SB 553 requires every covered employer to maintain a Violence Incident Log (VIL) that is separate from the OSHA 300 log. Each entry must include 10 data points: date, time, specific location, type of violence (1-4), persons involved classification, detailed narrative description, consequences, immediate response actions, follow-up actions, and investigating person. All workplace violence incidents must be recorded — including verbal threats, intimidation, and near-misses that did not result in physical injury.
The 10 Required Fields
1. Date of incident. 2. Time of incident. 3. Specific location within the workplace (not just building name — room, floor, parking area). 4. Type of workplace violence (Type 1: criminal intent, Type 2: customer/client, Type 3: worker-on-worker, Type 4: personal relationship). 5. Classification of persons involved (employee, customer, visitor, unknown). 6. Detailed narrative description of what happened. 7. Consequences of the incident (injuries, property damage, psychological impact). 8. Immediate response actions taken. 9. Follow-up investigation and corrective actions. 10. Name and title of person completing the log entry.
What Triggers a VIL Entry
Record every workplace violence incident regardless of severity. This includes physical assaults, verbal threats of violence, intimidation or bullying, harassment related to violence, property damage with violent intent, stalking or unwanted following, brandishing a weapon, near-misses where violence was narrowly avoided, and any incident that creates fear of violence among employees. When in doubt, log it — under-reporting is a far greater compliance risk than over-reporting.
Why It Must Be Separate from OSHA 300
Your OSHA 300 log records workplace injuries and illnesses. Your VIL records all workplace violence incidents — many of which involve no physical injury at all. Verbal threats, intimidation, and near-misses are recordable in the VIL but would never appear on an OSHA 300 log. Additionally, the VIL requires fields (violence type, detailed narrative, response actions) that have no equivalent in the OSHA 300 format. Using your OSHA 300 log as your VIL is a citable violation.
Documentation Timing
Entries should be made as soon as practicable after an incident — ideally within 24 hours. Delayed documentation leads to incomplete details and demonstrates poor process. Establish a clear procedure for who completes VIL entries (typically the supervisor or designated safety person) and how the entry is reviewed for completeness.
Summary
California SB 553 requires every covered employer to maintain a Violence Incident Log (VIL) that is separate from the OSHA 300 log. Each entry must include 10 data points: date, time, specific location, type of violence (1-4), persons involved classification, detailed narrative description, consequences, immediate response actions, follow-up actions, and investigating person. All workplace violence incidents must be recorded — including verbal threats, intimidation, and near-misses that did not result in physical injury.
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