If your organization has recently been hit with an OSHA fine, it’s a wake-up call to tighten up safety and compliance practices.
The standards you’ve been cited for—ranging from lockout/tagout (29 CFR 1910.147) to machine guarding (29 CFR 1910.212) and electrical safety (29 CFR 1910.303, .304, .334)—highlight critical areas where workplace safety may have fallen short.
A Computerized Maintenance Management System (CMMS) can be a game-changer in helping you address these violations, prevent recurrence, and avoid future fines. Here are 10 actionable tips to leverage a CMMS effectively, tailored to the OSHA standards you’re dealing with.
1. Centralize Lockout/Tagout (LOTO) procedures (29 CFR 1910.147)
Why it matters: Failure to control hazardous energy is a leading cause of OSHA fines. LOTO violations often stem from incomplete or inaccessible procedures.
CMMS solution: Use the CMMS to store and manage detailed LOTO procedures for every piece of equipment. Attach digital copies of machine-specific lockout steps, including photos or diagrams, to work orders. Schedule regular audits of LOTO compliance and track employee training certifications within the system.
Pro tip: Set automated reminders for periodic LOTO procedure reviews to ensure they remain up-to-date and accessible.
2. Schedule and track machine guarding inspections (29 CFR 1910.212)
Why it matters: Missing or inadequate machine guards expose workers to moving parts, leading to serious injuries and fines.
CMMS solution: Create recurring work orders for inspecting and maintaining machine guards. Use the CMMS to document guard conditions, upload photos of any deficiencies, and track repairs. Ensure all machines are tagged with their inspection status.
Pro tip: Use the CMMS reporting tools to identify machines with frequent guard-related issues and prioritize upgrades or replacements.
3. Ensure electrical safety compliance (29 CFR 1910.303, .304, .334)
Why it matters: Electrical hazards, such as exposed wiring or improper grounding, are common OSHA violations that can lead to fires, shocks, or fatalities.
CMMS solution: Schedule regular inspections of electrical systems, including panels, wiring, and equipment, within the CMMS. Track maintenance tasks like tightening connections, replacing damaged cords, and testing ground-fault circuit interrupters (GFCIs). Store electrical safety checklists and arc flash risk assessments in the system.
Pro tip: Use the CMMS to ensure qualified personnel are assigned to electrical tasks and verify their training records.
4. Automate process safety management (PSM) for hazardous chemicals (29 CFR 1910.119)
Why it matters: PSM violations often occur when processes involving highly hazardous chemicals lack proper documentation or maintenance.
CMMS solution: Use the CMMS to manage preventive maintenance for equipment involved in PSM-covered processes (e.g., pressure vessels, piping). Store process hazard analyses (PHAs), operating procedures, and emergency plans in the system. Schedule regular integrity checks and track compliance with PSM requirements.
Pro tip: Set up alerts for overdue PSM tasks to prevent gaps in maintenance that could lead to catastrophic releases.
5. Maintain safe hand and power tools (29 CFR 1910.242)
Why it matters: Damaged or misused tools are a frequent source of workplace injuries and OSHA citations.
CMMS solution: Inventory all hand and power tools in the CMMS and schedule regular inspections for wear, damage, or defects. Track tool repairs, replacements, and calibration (e.g., torque settings). Attach tool-specific safety guidelines to each asset record.
Pro tip: Use the CMMS to ensure workers are trained on proper tool use and that defective tools are immediately flagged and removed from service.
6. Manage safe storage of compressed gases (29 CFR 1910.110)
Why it matters: Improper storage of compressed gas cylinders can lead to leaks, explosions, or fires, violating OSHA standards.
CMMS solution: Use the CMMS to track cylinder locations, inspection dates, and storage conditions (e.g., securing cylinders, proper labeling). Schedule regular checks for leaks, valve integrity, and compliance with storage requirements. Store safety data sheets (SDS) in the system for quick access.
Pro tip: Set automated alerts for cylinder expiration dates or overdue inspections to prevent hazards.
7. Improve housekeeping and sanitation (29 CFR 1910.141)
Why it matters: Poor housekeeping, such as cluttered walkways or unsanitary conditions, increases the risk of slips, trips, and falls.
CMMS solution: Schedule recurring cleaning tasks in the CMMS, such as removing debris, cleaning spills, and maintaining restrooms. Track completion and document any hazards identified during cleaning. Use the system to assign and verify corrective actions for housekeeping violations.
Pro tip: Generate reports to identify areas with recurring housekeeping issues and address root causes.
8. Ensure safe overhead crane operations (29 CFR 1910.179)
Why it matters: Overhead cranes pose significant risks if not properly maintained or inspected, leading to load drops or equipment failures.
CMMS solution: Use the CMMS to schedule and document daily operator inspections, monthly maintenance checks, and annual certifications for cranes. Track load test results, lubrication schedules, and repairs. Store crane-specific safety procedures in the system.
Pro tip: Use the CMMS to ensure only trained and authorized personnel operate cranes, with training records linked to each operator.
9. Manage rigging and material handling in construction (29 CFR 1926.251)
Why it matters: Improper rigging or storage of materials in construction can lead to falling loads or structural collapses.
CMMS solution: Inventory all rigging equipment (e.g., slings, shackles) in the CMMS and schedule regular routine inspections for wear, corrosion, or damage. Track load ratings, storage conditions, and disposal of damaged gear. Attach rigging safety checklists to work orders.
Pro tip: Use the CMMS to ensure rigging equipment is matched to specific loads and that workers are trained in safe rigging practices.
10. Maintain safe electrical work in construction (29 CFR 1926.950)
Why it matters: Electrical hazards on construction sites, such as exposed wires or inadequate grounding, are common OSHA violations.
CMMS solution: Use the CMMS to schedule inspections of temporary power systems, extension cords, and grounding equipment. Track maintenance tasks like repairing damaged insulation or testing GFCIs. Store electrical safety procedures and training records in the system.
Pro tip: Set up alerts for overdue electrical inspections to prevent hazards during high-risk construction activities.
Why a CMMS is your best defense against OSHA fines
A CMMS isn’t just a maintenance tool—it’s a compliance powerhouse. By centralizing documentation, automating schedules, and tracking corrective actions, a CMMS helps you address the root causes of OSHA violations and demonstrate due diligence to regulators. After a fine, it’s critical to show that you’re taking proactive steps to improve safety, and a CMMS provides the data and records to prove it.
Key benefits:
- Automated reminders prevent missed inspections or maintenance
- Digital documentation proves compliance during OSHA audits
- Reporting tools identify trends and recurring issues for continuous improvement
Next steps
If you don’t have a CMMS, invest in one that supports safety and compliance features (e.g., work order management, document storage, reporting)
Train your team on using the CMMS for OSHA-related tasks
Regularly review CMMS data to identify gaps and implement corrective actions
Strategically using a CMMS transforms OSHA fines into opportunities to strengthen safety, ensure compliance, and prevent future penalties. Schedule a demo today to take control of your safety and compliance!
