Preventing OSHA Violations: A Maintenance Team’s Guide to Compliance and Safety

Everything maintenance teams need to know about OSHA, its regulations, compliance standards, and how to avoid costly violations.

Table of contents

1. What is OSHA?
2. What is the purpose of OSHA?
3. OSHA regulations, compliance, and penalties
4. The most common OSHA violations
5. How maintenance teams can prevent violations

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In 2018, U.S. workplaces committed an average of 85 health‑and‑safety violations each day, resulting in more than 31,000 fines. The financial impact was staggering—businesses lost over $400 million that year. Many of these violations stem from routine maintenance tasks, especially in manufacturing, yet they are entirely preventable with proper planning and technology.

What is OSHA?

OSHA, the Occupational Safety and Health Administration, is a federal agency that sets and enforces safety standards for public and private employers across the United States. It also offers training, outreach, and education to promote safe work environments.

What is the purpose of OSHA?

OSHA’s mission is to reduce workplace injuries, illnesses, and fatalities. Compliance with its standards protects workers and shields employers from costly fines, litigation, and reputational damage.

OSHA regulations, compliance, and penalties

Below is a concise overview of key responsibilities for employers and workers, and the potential consequences of non‑compliance.

Employer responsibilities

Employers must provide a hazard‑free workplace and adhere to all applicable OSHA standards. This includes:

• Correcting identified hazards promptly.
• Replacing or eliminating dangerous chemicals.
• Providing personal protective equipment (PPE) at no cost.
• Displaying OSHA signage, citations, and injury data prominently.
• Training employees in hazard recognition and safe work practices.
• Maintaining accurate injury/illness records and performing workplace tests such as air sampling.
• Ensuring non‑retaliation against employees who exercise their rights.

Industry‑specific standards may also apply—for example, fall protection, confined‑space safety, machine guarding, and respirator use.

Worker rights and responsibilities

• Attend required training and report unsafe conditions.
• File confidential complaints for workplace inspections.
• Receive copies of health and safety test results.
• Participate in OSHA inspections and speak privately with inspectors.
• File complaints if retaliated against or whistleblowing.

How OSHA standards are created

Standards are developed through a multi‑step, public‑engagement process. OSHA may propose new rules, or they may be introduced via petitions from entities such as the National Institute for Occupational Safety and Health (NIOSH), state agencies, or labor representatives. After soliciting public input, OSHA finalizes and enforces the standard.

What happens during an OSHA inspection

Inspections are typically unannounced and proceed as follows:

• Inspector presents credentials and explains the inspection purpose.
• Walk‑through of the facility with employee representation.
• Interviews with employees to identify hazards.
• Discussion of findings with management.
• If violations are found, a citation is issued outlining corrective actions and deadlines.
• Failure to comply can lead to fines or enforcement actions.

Fines for OSHA violations

Fine amounts depend on violation severity, company history, and industry. In 2018, the maximum penalties were $13,260 for minor and serious violations and $132,598 for willful or repeat violations.

The most common OSHA violations (2018)

OSHA Violation	Number of violations in 2018
Fall Protection – General Requirements (Standard 1926.501)	7,270
Hazard Communication (Standard 1910.200)	4,552
Scaffolds – General Requirements (Standard 1926.451)	3,336
Respiratory Protection (Standard 1910.200)	3,118
Lockout/Tagout (Standard 1910.147)	2,944
Ladders (Standard 1926.1053)	2,812
Powered Industrial Trucks (Standard 1910.178)	2,294
Fall Protection – Training Requirements (Standard 1926.503)	1,982
Machine Guarding (Standard 1910.212)	1,972
Personal Protective and Lifesaving Equipment – Eye and Face Protection (Standard 1926.95)	1,536

How maintenance teams can prevent OSHA violations

Below are actionable strategies that can be integrated into a Computer‑Aided Maintenance Management System (CMMS) or other digital tools.

Hazard communication

Failure to provide hazard training or maintain SDS (Safety Data Sheet) records was responsible for over 4,500 violations in 2018. Key steps include:

• Maintain an up‑to‑date digital database of employee training records, including expiration dates for certifications.
• Automate reminders for renewal deadlines.
• Distribute real‑time hazard alerts and policy updates through mobile‑friendly notifications.
• Link training records to each maintenance task so the correct PPE and procedures are displayed at the point of work.

Lockout/Tagout

Ranked fifth most common breach, this violation often arises from incomplete energy‑control programs or inadequate training. Mitigation tactics:

• Publish a digital, searchable lockout/tagout manual accessible on smartphones.
• Integrate checklists into work orders to confirm lockout procedures before task initiation.
• Use CMMS triggers to schedule periodic reviews of energy‑control compliance.

Fall protection – training and general requirements

Over 9,000 fines were issued in 2018 for inadequate fall protection. To stay compliant:

• Map work orders to certified personnel through a digital workforce management module.
• Track harnesses, guardrails, and anchor points in an inventory system that logs usage, inspections, and maintenance.
• Automate alerts for equipment nearing inspection or replacement dates.
• Provide on‑site, mobile‑friendly training modules that employees can complete before working at height.

Machine guarding

Machine guarding violations average 5.5 infractions per day. Consistent compliance requires:

• Assigning maintenance triggers for each guard—e.g., inspections every three months.
• Automating work orders that notify the maintenance team when a guard needs inspection, repair, or replacement.
• Documenting guard status in the CMMS so a quick audit can verify compliance.

Personal protective and lifesaving equipment

Over 1,500 violations involved improper PPE usage. Solutions include:

• Attach a digital PPE checklist to each maintenance task or asset.
• Use QR codes or NFC tags on PPE storage units to confirm proper usage and inventory levels.
• Track usage history and expiration dates for items such as respirators and hearing protection.
• Integrate alerts for when PPE needs replacement or re‑certification.

By embedding these practices into everyday maintenance workflows and leveraging modern CMMS capabilities, teams can eliminate preventable OSHA violations, protect workers, and safeguard their organization’s bottom line.