Certification documentation requirements

Documents issued by an accredited person must be on forms approved for that use by the Assistant Secretary and the document must state that fact. See 1919.90(a).

• Use only the Assistant Secretary–approved form for certification functions.
• The form itself must state it is approved for such certification.

An accredited person must issue the certification documents to the owners of the affected equipment, attesting that the equipment satisfactorily complies with applicable requirements. See 1919.90(b).

• Certificates are addressed to equipment owners (not the operator or third parties) unless otherwise specified.

A unit proof test form must identify the crane or derrick by manufacturer, model number, serial number, and ownership. See 1919.90(b)(1)(i).

• Include owner name or owner organization.
• Include all machine identifiers so the certificate clearly applies to that specific unit.

The certificate must state the basis for assignment of safe working load (for example whether it is based on the manufacturer’s ratings, the manufacturer’s ratings modified for a specific service, or another documented basis). See 1919.90(b)(1)(ii).

• If you used manufacturer load tables, state that explicitly.
• If calculations or service factors were applied, describe them briefly.

The form must note proof test details such as test radii and proof loads, how the loads were applied, and, where applicable, the direction of loading relative to mounting. See 1919.90(b)(1)(iii).

• Record exact test loads and radii used during the unit proof test.
• Describe whether loads were static, dynamic or applied in particular directions.

Any necessary remarks or supplementary data — including limitations imposed and the reason for those limitations — must be included on the certificate. See 1919.90(b)(1)(v).

• Note any operational restrictions (e.g., reduced load at certain radii) and explain why they are needed.
• Record any conditions discovered during the test that affect safe use.

The form must include the name of the accredited person, identification of the authorized representative who actually conducted the test or examination, and the authorized signature of the accredited person along with the date and place of the test or examination. See 1919.90(b)(1)(vi) and 1919.90(b)(1)(vii).

• Signature must be by the accredited person (not just the technician).
• Include the location where the test occurred and the test date.

Annual examination certificates must include the identification information required under paragraphs (b)(1)(i), (v), (vi), and (vii) and a statement that the required examination has been carried out and that, in the opinion of the accredited person or authorized representative, the equipment is in compliance with applicable requirements. See 1919.90(b)(2)(i) and 1919.90(b)(2)(ii).

• Include unit identifiers, remarks/limitations, names of persons involved, and authorized signature/date/place.
• Add the accredited person’s opinion statement of compliance.

The certificate must contain specific identification of the equipment, a statement that the examination has been completed and that the equipment meets the criteria of 1919.81(a), and the information specified in paragraphs (b)(1)(v), (vi) and (vii). See 1919.90(b)(3)(i), 1919.90(b)(3)(ii), and 1919.90(b)(3)(iii).

• Cite compliance with 1919.81(a) when stating the equipment meets required criteria.

Wire rope certificates, whether tested by the accredited person or based on the manufacturer’s certificates, must follow the general format of a wire rope test form approved by the Administration. See 1919.90(c).

• Use the Administration-approved wire rope form format; do not substitute free-form documents unless they follow that format.
• Include sufficient test data as required by the approved form.

Owners must keep the required documentation or acceptable copies available for inspection at or near the worksite of the equipment involved. See 1919.90(d).

• "At or near the worksite" means documents should be reasonably accessible during normal operations and inspections.
• Electronic copies are acceptable if they are retrievable at or near the worksite for inspection.

When initial unit tests and periodic tests plus annual examinations are required, the documentation for inspection must include the latest unit test certificate and any subsequent annual examination certificates, plus wire rope test certificates for any rope replacements since the last unit test or annual exam. See 1919.90(d)(1).

When only annual examination is required, inspection documentation must include the latest annual examination certificate and wire rope test certificates for any wire replaced since that last annual exam. See 1919.90(d)(2).

• Keep a chronological chain of relevant certificates so inspectors can verify the most recent unit test and follow-up annual exams.

If the manufacturer recommends heat treatment of any loose gear, the latest heat treatment certificate that attests compliance with the manufacturer's specifications must be part of the available documentation. See 1919.90(d)(3).

• Keep the manufacturer’s heat-treatment spec and the actual certificate showing it was performed to those specs.

No; no certification may be issued until any deficiencies considered by the accredited person to be currently unsatisfactory have been corrected. See 1919.90(e).

• If deficiencies remain and no certification is issued, the accredited person must inform the nearest OSHA district office of the circumstances as required by 1919.90(e).

Replacement parts must be of equal or better quality than the original equipment and suitable for the intended purpose. See 1919.90(e).

• Keep documentation (manufacturer certificates or supplier specs) showing replacement parts meet or exceed original specifications.

If deficiencies remain uncorrected and no certification is issued, the accredited person must inform the nearest district office of the Administration of the circumstances. See 1919.90(e).

• Notify the OSHA district office promptly and document that notification for your records.

Wire rope test certificates must follow the Administration-approved wire rope form format and should document the replacement rope identification, test results, dates, who tested it, and any remarks required by the approved form. See 1919.90(c) and 1919.90(d)(1).

• Include rope manufacturer, part number, diameter, test load, date of test, and tester signature where applicable.

The accredited person is responsible for advising owners of affected equipment of the necessity for maintaining required documentation or acceptable copies available for inspection at or near the worksite. See 1919.90(d).

• Accredited persons should communicate this requirement in writing and provide guidance on what documents to retain.

When applicable, the proof test record should state the direction of the applied load relative to the equipment mounting (for example "load applied vertically" or "load applied toward operator side") so the certificate clearly documents test geometry. See 1919.90(b)(1)(iii).

• Precise wording helps ensure the test conditions are understood and can be replicated or reviewed during inspections.

The certificate must include a statement that the test and associated examination were conducted and that all applicable requirements of the subpart are met. See 1919.90(b)(1)(iv).

• This is the accredited person’s formal attestation that the unit complies with the subpart’s requirements.

The accredited person’s authorized representative may be identified as the person who conducted the test or examination, but the form must still contain the authorized signature of the accredited person. See 1919.90(b)(1)(vi) and 1919.90(b)(1)(vii).

• Authorized representative name and role should be on the form, but the accredited person must provide the formal signature and date.

Electronic copies can satisfy the requirement if they are acceptable copies that are maintained and are accessible for inspection at or near the worksite; the accredited person must advise the owner to keep those copies available. See 1919.90(d).

• Ensure electronic files are retrievable on site during normal operations and that backup or print options are available if requested by inspectors.