The Future of Maintenance Management, Part 11: Regulatory Compliance


Maintenance departments everywhere are struggling to meet the growing demands of government and industry standards and regulatory bodies. OSHA compliance. FDA guidelines. ISO certification. You name it. Every industry has its mountain of rules to climb. And those mountains seem to be growing. You can’t simply “pull the paperwork together” at the last minute anymore and hope to pass the scrutiny of an audit. These days you absolutely have to have a CMMS solution to track the details of your increasingly complex maintenance operation.

Download our new eBook: The Future of Maintenance Management
Download our new eBook:
The Future of Maintenance Management

And good recordkeeping isn’t just about working through red tape and passing audits. Those agencies and standards organizations track things for a reason. The cost of poor tracking can be much higher than having to shuffle a little more paper. Consider the 2014 Elk River chemical spill, when “up to 7,500 gallons of crude MCHM leaked from a one-inch hole in the bottom of a stainless steel storage tank.” How would you like to be the maintenance manager at Freedom Industries, the company responsible for a chemical leak that contaminated the water supply of 300,000 people? That small hole sent the company into bankruptcy and cost the West Virginia economy about $61 million, according to Marshall University researchers. And what about the possibility the leak wasn’t due to a preventable maintenance failure? Well, then the records become even more important to saving the company—and the maintenance manager’s job.

CMMS provides a reliable central repository for your maintenance and safety data. With a properly implemented CMMS solution your organization can pass inspections and audits, and avoid fines. And you won’t have to scramble last minute to set things in order.

CMMS helps maintenance teams stay organized and in compliance by…

  • Tracking employee health and safety information.
  • Documenting work procedures to make sure they are being followed.
  • Keeping production equipment safe and reliable.
  • Ensuring all safety inspections and tests are done properly and on schedule.
  • Determining when it’s time to repair or replace malfunctioning equipment.
  • Documenting preventive maintenance on key assets.
  • Creating reports for audits.
  • Archiving work history.
  • Storing employee trainings and certifications.
  • Tracking incidents.

For regulatory agencies, if it’s not documented, it didn’t happen. With CMMS, you have a traceable history of completed maintenance tasks and documented policies to prove to external agencies that you’re acting in accordance with their regulations. Whether you need to report on equipment sanitation procedures for the USDA, or need to document safety standards for OSHA, CMMS software is the right solution to help you cope with the growing jungle of complex requirements. And the best thing is, once you get your CMMS set up correctly, documentation takes care of itself, so you can focus on other things—like maintenance.

Don’t miss the rest of this series:

Part 1: 11 Trends Shaping Your Workplace

Part 2: Technology Adoption

Part 3: Enter the “Digital Native”

Part 4: Data-Driven Management

Part 5: Mobile Technology

Part 6: Better, Cheaper, Faster

Part 7: Maintenance Software in the Cloud

Part 8: Systems Integration

Part 9: Insourcing versus Outsourcing Analysis

Part 10: Sustainability and Environmental Impact

Part 11: Regulatory Compliance

Part 12: The Internet of Things

Part 13: Riding the Wave of Change