How to Prepare for an OSHA Investigation with CMMS Documentation

1st January 2016
1st January 2016

Today I had an urgent phone call from a relatively new MPulse customer, Troy.

“Steve,” Troy said. “We had an accident on the production line, and someone got hurt. OSHA is going to show up any minute, and they are going to be crawling through our records with a fine-tooth comb. Where do I start?”

No maintenance manager wants to be in Troy’s situation. But if you are facing an OSHA investigation, good documentation is the key. And nothing is better at maintenance documentation than CMMS software. When you have solid data on your side, it makes it much easier to support your maintenance team.

For OSHA investigations, if it’s not documented, it didn’t happen. 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.

Luckily, Troy was prepared. When his company bought its MPulse Software, Inc about 18 months ago, he worked closely with our MPulse team during implementation to customize the software in a way that made sense for his company. He took extra time to make sure his data measured the key performance indicators (KPIs) he needed. He also invested in hands-on training for his team, so his employees knew how to use the software efficiently.

While all of those things seemed simple at the time, they became really important when things weren’t going well.

CMMS data provides both the big picture and the little details. Troy could show who did what when, so his maintenance process was both visible and verifiable. And best of all, Troy could access the information in minutes, instead of spending hours or even days sorting through a paper filing system.

Troy was ready to answer the tough questions from OSHA, and he could prove that the incident wasn’t due to a preventable maintenance failure. His CMMS documentation spared a lot of time, money, and worry for his company—not to mention it likely saved his maintenance team’s jobs.

Troy’s story is a lesson for all of us—it’s better to be prepared. Give us a call today to get started.

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