Environmental Health and Safety (EHS) Guide

What is Environmental Health and Safety (EHS)? Why Does It Matter for Facility Management?

Think of Environmental Health and Safety (EHS) as the backbone of a well-run facility. It’s more than just ticking compliance boxes—it’s about keeping your teams safe, your operations running smoothly, and your business out of regulatory trouble. Whether you're managing a single building or overseeing multi-site operations, EHS ensures you're prepared for everything from workplace hazards to environmental regulations.

At its core, EHS is about three key things:

• Risk Mitigation: Creating a safer workplace by preventing hazards and reducing injuries.
• Regulatory Compliance: Navigating OSHA, EPA, and other regulatory requirements without the stress.
• Sustainability: Cutting down on environmental impact through smart refrigerant management and emissions tracking.

A solid EHS strategy doesn’t just help you avoid fines—it builds a safer, more efficient, and more sustainable operation. Let’s explore how in this guide to environment health and safety for facilities managers.

How EHS affects multi-site operations

Managing EHS across multiple locations presents unique challenges, from ensuring regulatory compliance in different jurisdictions to maintaining consistent safety and sustainability standards. Without a unified strategy, discrepancies in policies and procedures can lead to inefficiencies, safety risks, and financial penalties. A strong EHS framework helps multi-site facilities streamline operations, improve communication, and ensure that every location meets the same high standards for workplace safety, environmental responsibility, and regulatory compliance.

Consistency across locations

Multi-site facilities must implement standardized EHS protocols to ensure safety and compliance. Without a unified approach, some locations may meet requirements while others fall behind, exposing organizations to legal and financial risks.

Compliance with state & federal regulations

Facilities managers must track regulations across multiple jurisdictions, including:

• OSHA workplace safety mandates
• EPA refrigerant management rules
• State-specific laws like CARB (California), Part 494 (New York), and Washington’s refrigerant policies

Preventing refrigerant leaks & ensuring compliance

Refrigerant leaks pose environmental hazards and compliance risks. EHS software automates refrigerant tracking, ensuring that facilities adhere to EPA and AIM Act regulations.

Coordinating preventive & predictive maintenance

Facilities teams managing thousands of assets rely on Computerized Maintenance Management System.(CMMS) software to schedule preventive maintenance. A proactive EHS strategy ensures that critical HVAC/R systems function optimally, preventing costly breakdowns.

Reducing liability & enhancing workplace safety

A structured EHS program safeguards employees, vendors, and customers from hazardous conditions. Comprehensive compliance tracking minimizes risks associated with audits, lawsuits, and regulatory fines.

Regulatory requirements shaping EHS in facilities management

Navigating the complex landscape of environmental health and safety regulations is a critical responsibility for facility managers. With evolving federal, state, and local mandates, ensuring compliance requires a proactive approach. From workplace safety standards to refrigerant management regulations, staying ahead of the latest requirements not only protects your organization from fines but also enhances operational efficiency and sustainability.

Key EHS regulations

The most critical regulations affecting facilities management include:

• OSHA (Occupational Safety and Health Administration): OSHA mandates strict workplace safety and hazard prevention measures, requiring employers to establish clear safety protocols, provide appropriate training, and maintain safe working conditions for employees.
• EPA Section 608: This regulation outlines requirements for refrigerant leak detection, tracking, and disposal, ensuring that HVAC/R systems do not contribute to ozone depletion and greenhouse gas emissions.
• AIM Act: The AIM Act is a federal initiative that sets limits on HFC usage and mandates enhanced refrigerant management to reduce environmental impact. Compliance with AIM Act requirements ensures that facilities meet the latest sustainability standards.
• State-Level Rules: Several states have additional regulations beyond federal guidelines. For example, California's CARB regulations, New York's Part 494, and Washington’s HFC phaseouts impose stricter compliance requirements for refrigerant management and emissions control.

The importance of compliance tracking

Maintaining compliance with these regulations requires careful monitoring, accurate reporting, and efficient record-keeping. Facilities that fail to comply face serious financial consequences, including fines of up to $60,000 per day under the AIM Act. Investing in automated compliance tracking tools ensures accurate documentation, reduces the risk of human error, and improves audit readiness.

Role of EHS software in compliance & risk reduction

As regulatory requirements continue to evolve, facility managers face increasing pressure to maintain compliance while minimizing operational risks. Manual tracking methods and outdated processes can lead to errors, inefficiencies, and costly penalties. EHS software provides a digital solution to these challenges by automating compliance tracking, streamlining reporting, and offering real-time insights into environmental and safety risks. By leveraging the right technology, organizations can ensure compliance, enhance safety protocols, and improve overall operational efficiency.

How digital tools improve compliance

EHS software plays a critical role in modern facilities management by simplifying compliance processes and reducing risk exposure. Key functionalities of EHS software include:

• Automated refrigerant tracking: Monitors refrigerant usage, ensuring facilities adhere to regulatory standards.
• Leak detection and real-time alerts: Identifies leaks early, preventing costly damage and regulatory penalties.
• Regulatory reporting and document storage: Centralizes compliance data, making it easier to generate audit-ready reports.

How refrigerant management software enhances compliance and efficiency

Refrigerant management software is a game-changer for facility teams looking to stay ahead of compliance requirements and operational challenges. Traditional manual tracking methods leave room for errors, making it difficult to monitor refrigerant usage, detect leaks, and meet evolving environmental regulations. By implementing an automated solution, facility managers gain real-time visibility into their refrigerant inventory, improve record-keeping accuracy, and simplify compliance reporting.

Beyond compliance, refrigerant management software also plays a crucial role in sustainability efforts. Preventing leaks not only reduces greenhouse gas emissions but also extends the lifespan of HVAC/R equipment, leading to cost savings on repairs and replacements. Automated tracking and reporting ensure that refrigerants are handled and disposed of responsibly, aligning with the highest environmental standards. With a streamlined, technology-driven approach, organizations can improve efficiency, reduce risk, and enhance their overall sustainability strategy.

Reducing environmental impact through refrigerant management

As climate regulations tighten and businesses focus on ESG (Environmental, Social, and Governance) goals, managing refrigerants efficiently has become a critical part of reducing emissions and improving environmental performance. Leaking refrigerants not only contribute to greenhouse gas emissions but also waste resources and drive up operational costs. A proactive approach to refrigerant management helps organizations meet regulatory requirements, improve energy efficiency, and demonstrate corporate responsibility.

The environmental impact of refrigerant leaks

Refrigerant leaks contribute significantly to greenhouse gas emissions, impacting both the environment and regulatory compliance. Improper refrigerant management can also lead to equipment inefficiencies, increased operational costs, and severe penalties for non-compliance.

How software supports sustainable practices

EHS software enhances sustainability efforts by integrating automated leak detection, emissions tracking, and regulatory compliance reporting. By implementing refrigerant management solutions, facility managers can reduce their carbon footprint, align with ESG goals, and improve overall operational efficiency.

Overcoming EHS compliance challenges with smarter solutions

Ensuring compliance with Environment, Health, and Safety (EHS) regulations can be a complex and ongoing challenge for facility teams. The evolving landscape of regulatory requirements, combined with the vast scope of facility operations, means that even small oversights can lead to significant risks. Many organizations struggle with outdated processes, inefficient tracking methods, and a lack of centralized data, all of which can result in compliance gaps, increased costs, and potential legal repercussions. Addressing these challenges requires a strategic approach that leverages automation, data centralization, and proactive risk management to create a more efficient and compliant operation.

Common pitfalls in EHS compliance

Many facility teams encounter common obstacles when trying to maintain EHS compliance. These pitfalls can lead to costly fines, operational disruptions, and increased risk exposure if not properly addressed.

• Inconsistent record-keeping: Without a centralized system, facility teams struggle to maintain accurate compliance records. In many cases, records are stored across multiple systems or in outdated paper-based formats, making it difficult to retrieve critical data when needed for audits or regulatory inspections.
• Manual tracking errors: Paper-based systems and spreadsheets increase the risk of errors in compliance documentation. Incorrect data entries, misplaced records, and the lack of automated reminders can result in non-compliance with regulatory deadlines and reporting requirements.
• Failure to monitor regulatory changes: Many facilities fail to keep up with evolving regulations, resulting in accidental non-compliance. With new environmental policies and safety regulations being introduced regularly, facility teams that lack automated monitoring tools may find themselves out of compliance before they even realize the changes have taken effect.
• Lack of proactive maintenance planning: Preventive and predictive maintenance play a crucial role in EHS compliance, yet many facilities operate on a reactive basis. Equipment failures, refrigerant leaks, and unsafe working conditions can arise when maintenance teams do not have access to real-time system health data.
• Siloed communication between departments: Compliance is a cross-functional responsibility, yet many organizations operate with disconnected systems where maintenance, safety, and compliance teams lack access to shared data. This lack of visibility makes it harder to coordinate efforts and respond effectively to EHS risks.

Proven solutions to streamline EHS compliance

Addressing these challenges requires a combination of technology, process improvements, and proactive compliance management. Implementing the right solutions can transform how facility teams handle compliance and reduce risks associated with manual errors and outdated practices.

• Automated reporting tools: Improve accuracy and simplify compliance documentation. By automating data collection, reporting, and tracking, facility teams can eliminate manual entry errors, ensure timely submissions, and maintain up-to-date compliance records that are readily available for audits.
• CMMS integration for centralized data: Ensures all compliance-related data is stored in one place for easy access and audit readiness. A centralized system allows facility managers to track maintenance schedules, work orders, and safety inspections in a structured and searchable format, reducing compliance gaps.
• Proactive refrigerant leak detection: Identifies leaks before they become major compliance issues. With automated leak detection and real-time alerts, facility teams can take immediate corrective actions to prevent environmental hazards and costly fines associated with regulatory violations.
• Real-time regulatory tracking and updates: Using software solutions that integrate regulatory updates ensures that facility teams are always informed about changes in compliance requirements. Automated alerts and built-in compliance guidelines can help facilities adapt quickly to new rules and avoid penalties.
• Cross-functional collaboration tools: EHS compliance should not exist in silos. Implementing digital tools that allow departments to share compliance data, collaborate on audits, and coordinate maintenance activities ensures that all stakeholders are aligned in meeting regulatory requirements.

Streamlining operations with smarter EHS solutions

Efficiency is the backbone of successful facilities management, and a strong EHS strategy plays a key role in keeping operations running smoothly. Managing compliance, maintenance, and refrigerant tracking across multiple sites requires seamless coordination, real-time insights, and proactive planning. Digital solutions help teams stay ahead of maintenance needs, reduce downtime, and ensure compliance with evolving regulations. By integrating modern software tools, facility teams can simplify processes and improve overall performance. 

How to choose a CMMS for maintenance and compliance

A CMMS is essential for modern facilities management, helping teams streamline maintenance workflows, track compliance requirements, and optimize asset performance. By integrating maintenance and compliance into a centralized system, facility managers can reduce operational risks, prevent costly equipment failures, and ensure adherence to environmental and safety regulations.

A modern, flexible CMMS is designed to help facility teams manage:

• Work orders – Automate scheduling, tracking, and completion of maintenance tasks.
• Preventive maintenance – Set up proactive maintenance schedules to minimize downtime and extend equipment lifespan.
• Compliance tracking – Maintain accurate records for regulatory audits and inspections.
• Asset management – Keep a detailed inventory of facility equipment, ensuring timely maintenance and reducing unexpected failures.

By centralizing maintenance and compliance data, a CMMS empowers facility teams to make informed decisions, enhance efficiency, and reduce liability risks.

Fexa Trakref: Advanced refrigerant management

Refrigerant management is a critical component of environmental compliance. Fexa Trakref provides automated solutions for:

• Leak detection and tracking – Prevents environmental hazards and regulatory violations.
• Regulatory compliance – Ensures adherence to EPA Section 608, AIM Act, and state-specific rules (e.g., CARB).
• Sustainability efforts – Reduces refrigerant emissions and supports ESG initiatives.

Integrating Fexa Trakref API with CMMS

Integrating the Fexa Trakref API with our CMMS creates a seamless connection between refrigerant tracking and broader maintenance operations. This integration enhances operational efficiency, reduces downtime, and improves audit readiness by:

• Automating compliance tracking – Eliminates manual data entry errors and ensures accurate reporting.
• Enhancing real-time monitoring – Identifies refrigerant leaks and maintenance issues before they become major problems.
• Improving audit readiness – Centralizes compliance data, simplifying documentation and regulatory reporting.
• Reducing administrative burden – Frees up facility teams to focus on proactive maintenance rather than manual tracking.

With API integration, facility teams can link refrigerant data with work orders, automate maintenance alerts, and ensure regulatory compliance across multiple locations.

Making the case: The ROI of EHS software investments

Implementing EHS and CMMS software is not just about compliance—it delivers significant financial, operational, and environmental benefits. A well-executed EHS strategy reduces risks, optimizes resource allocation, and ensures long-term sustainability.

Cost Savings

• Avoiding regulatory fines – Non-compliance penalties can reach up to $60,000 per day (AIM Act), making proactive compliance tracking a critical cost-saving measure.
• Reducing downtime through preventive maintenance – Predictive maintenance reduces unplanned equipment failures, lowering repair costs and increasing asset reliability.
• Extending HVAC/R equipment lifespan – Proper refrigerant management and scheduled servicing prevent premature breakdowns, reducing capital expenses on replacements.

Sustainability & Long-Term Gains

Investing in EHS software directly supports corporate sustainability goals, helping organizations:

• Lower greenhouse gas emissions – Preventing refrigerant leaks reduces environmental impact.
• Optimize energy efficiency – Well-maintained HVAC/R systems operate more efficiently, cutting utility costs.
• Improve ESG compliance – Automated tracking ensures alignment with environmental and social governance standards.

A proactive approach to maintenance, compliance, and sustainability enhances not just financial performance but also brand reputation and regulatory resilience.

Strengthen your EHS strategy today

A successful EHS program requires strategic implementation and continuous improvement. Organizations can maximize the impact of EHS and CMMS software by taking the following steps:

Actionable Steps to Strengthen EHS & Compliance

1. Implement EHS software like Fexa CMMS and Fexa Trakref to centralize compliance and maintenance management.
2. Train facility teams on compliance tracking, refrigerant management, and regulatory reporting.
3. Monitor refrigerant usage with automated tracking tools to ensure EPA, AIM Act, and CARB compliance.
4. Ensure multi-site compliance through standardized EHS protocols and digital record-keeping.
5. Integrate CMMS with refrigerant management software to create a fully automated compliance and maintenance workflow.

By adopting a technology-driven approach, facility managers can improve operational efficiency, reduce compliance risks, and drive long-term cost savings.

A robust  EHS strategy is essential for ensuring compliance, reducing operational costs, and achieving sustainability goals.With Fexa’s  CMMS and Fexa Trakref, facility teams can transition from reactive maintenance to proactive risk management, leading to a safer, more efficient, and regulation-ready operation.

Get started with Fexa Trakref

Enhance your EHS strategy today by integrating Fexa Trakref for comprehensive refrigerant management and compliance tracking.

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