Safety and Compliance at Scale: Moving Beyond the Checklist

Key takeaways in under 30 seconds

• Safety and compliance failures are expensive, but often preventable.
• MaintainX embeds safety at every level of the workflow: technician access, task approval, SOP standardization, and audit reporting.
• Multi-site teams use MaintainX to reduce risk, save time on audits, and improve compliance visibility across the board.

For maintenance and asset management teams, safety and compliance are non-negotiable. But when those critical tasks become just another checkbox on a long to-do list, they get skipped, forgotten, or done incorrectly. The consequences for this can be costly, and not just in financial terms. 

The average U.S. manufacturer spends $29,100 per employee every year just on federal regulatory compliance alone. That doesn’t include indirect costs like insurance premiums, lawsuits, reputation damage, and lost productivity, which can surpass the direct fines themselves.

For maintenance and operations leaders, this raises a hard question:

How do you make safety and compliance easy enough to get it right every time, at every site?

At MaintainX, we believe the answer isn’t just smarter checklists. It’s workflows that embed safety and compliance at every stage of maintenance and asset management, from shared procedures, approvals, reporting, and activity tracking. 

Here’s how teams are using the MaintainX platform to simplify audits, standardize compliance, and eliminate safety blind spots.

Simplify audits and inspections

Most audit stress doesn’t come from failing inspections, it comes from finding the paperwork. Paper logs get lost. Technicians forget to document work. And when the auditor arrives, your team is scrambling to prove the basics.

With MaintainX, every inspection, repair, and meter reading is digitally tracked and time-stamped on the work order, asset, and dashboard level.

Take this scenario: A food and beverage plant preparing for an FDA audit uses MaintainX to instantly pull temperature log inspections, sanitation work orders, and historical repairs for mixers and conveyors. This saves the plant time and even potential fines due to lost or incomplete records. 

Benefits:

• Eliminate gaps in inspection documentation
• Pull audit reports instantly for any asset or work order
• Simplify OSHA, FDA, and ISO compliance checks

Ensure the right people complete specialized work

Without proper controls, it’s easy for work to fall into the wrong hands. When dealing with complex or high-risk lockout/tagout (LOTO), electrical, confined space, or hazardous zone work, one slip can lead to safety violations, or worse.

MaintainX’s Work Order Approvals make sure only certified team members can complete critical tasks, and give added visibility to management to keep track of who is doing the work. 

Take this scenario: A utilities company uses MaintainX to require approval before a technician can complete substation LOTO tasks. Only licensed electricians are granted permissions. Everyone else is blocked automatically.

Benefits:

• Prevent unqualified work before it starts
• Assign task-specific approvers
• Track who completed each safety step

Standardize safety and compliance across every site

When every site has its own version of the same SOP, scaling compliance becomes a challenge. Teams are faced with outdated instructions, inconsistent LOTO steps, and lost tribal knowledge, which increases the risk of safety violations and hazards.

With MaintainX, you can create, share, and update Global Procedures from a central source of truth. New regulatory guidelines roll out instantly, and every site operates with the same baseline to ensure consistent compliance and safety.

Take this scenario: A multi-site manufacturer creates a single LOTO procedure to meet ISO 45001 standards. With MaintainX, the EHS team shares it globally, and ensures every site follows the same safety steps.

Benefits:

• Enforce consistent SOPs across all sites and regions
• Eliminate handwritten or outdated instructions
• Update procedures globally in a few clicks

Track, report on, and fix compliance gaps

If you can’t see what’s being missed, you can’t fix it. Most teams only notice safety gaps after an incident or audit failure.

MaintainX’s out-of-the-box reports help you identify non-compliance trends, missed inspections, and training needs before they become bigger problems. And with Global Reporting, you can keep track of compliance at every site, on one screen. 

Take this scenario: A distribution center with 24/7 forklift operations uses dashboards to monitor OSHA-mandated inspections. When one shift starts skipping daily checks, the Facilities Manager catches the trend, retrains the team, and improves compliance across all shifts.

Benefits:

• Spot missed inspections by shift, asset, or site
• Monitor compliance KPIs in real time
• Track safety performance improvements over time

Simplify your safety and compliance 

MaintainX doesn’t just enable safety and compliance, we help you simplify it. Ready to go beyond the checklists? Talk to a MaintainX specialist today.