Clarifying New OSHA Record-keeping Requirements: Employers Must Electronically Submit 300A Data

Updated January 2026

At Spire Insurance Solutions, our job is simple: when a covered loss occurs, we work to make sure it’s handled fairly and efficiently. That’s why individuals, families, and business owners invest in insurance — to manage risk and protect their livelihood.

Insurance is a conditional contract. In plain terms, this means: if you do your part, your insurer does theirs. When a loss occurs, there are steps you should take to ensure a smooth claims process and to protect your property, employees, and operations.

Step 0: Plan and Prepare (Before the Loss Happens)

The best way to handle a loss is to be ready before it occurs. Businesses should have a Disaster Plan in place that includes:

• Assessment of the risks your business faces

• An Evacuation Plan for employees

• Names and contacts for vendors, contractors, and equipment suppliers

• A plan for temporary storage or workspace if your property is impacted

• Prioritization of critical business functions

Preparation not only protects your business, it also helps ensure that claims are processed quickly and efficiently. For more guidance, the Small Business Administration offers useful resources for creating a disaster plan.

Step 1: Protect the Property

Insurance policies require that the insured mitigate further damage after a loss. This is sometimes called “mitigating the loss.” In practice, this means:

• Taking reasonable steps to prevent further damage

• Keeping an accurate record of any repair expenses

Important: You do not need to make permanent repairs immediately. Examples include:

• Covering a damaged roof with a tarp to prevent rain intrusion

• Freezing perishable goods if power or refrigeration is lost

• Turning off water supply to a broken pipe

Taking these steps limits the severity of the loss and reduces costs for both the insurer and the insured.

Step 2: Report the Loss Promptly

Once the property is secure:

1. Notify your agent or insurer immediately.

2. Gather information including:

   • Location of the loss

   • Description of what happened

   • What property or equipment was damaged

   • Expenses incurred to prevent further damage

3. Cooperate with the claims investigation.
   Your claims adjuster will likely request invoices, accident reports, financial records, or other documentation. Providing this information ensures the claim is handled promptly and protects you against potential liability.

Step 3: Schedule Repairs

• Obtain estimates and schedule repairs with qualified contractors of your choice.

• Insurance companies and adjusters may suggest preferred vendors, but you have the final say.

• Only the claims adjuster can authorize payment for repairs — Spire can guide you, communicate on your behalf, and advocate for fair coverage, but cannot issue payment directly.

Key Takeaways for Businesses

• Preparation is critical. A disaster plan reduces confusion and helps your claim go smoothly.

• Mitigate damages. Protect your property from further loss — document everything.

• Communicate and cooperate. Prompt reporting and collaboration with your claims adjuster ensures faster resolution.

• Stay engaged. Track repairs, keep receipts, and maintain a line of communication with your agent and adjuster.

At Spire Insurance Solutions, we represent the insured. Our mission is simple: we work to get your claim handled fairly, accurately, and efficiently, so your business can return to normal operations as quickly as possible.

Every claim is unique, and challenges may arise — but with a proactive approach, proper documentation, and expert advocacy, your loss can be managed effectively.

Need Guidance?

For more risk management insights or questions about your policy’s coverage, contact Spire Insurance Solutions today by emailing [email protected]. We’re here to make sure your business is protected before, during, and after a loss.