Network access is a common concern among IT admins, not to mention any company that allows its employees to work from home. But it can also be a concern for safety administrators, particularly at companies with multiple worksites, complicated procedures and hundreds or even thousands of employees.
Should you allow everyone to access your safety software? How can you keep personal or sensitive information from getting into the wrong hands? Who should have permission to carry out certain tasks, and how will you ensure that only authorized personnel are conducting audits? These are all critical questions in today’s high-tech safety management environment.
Ultimately, though, the answer is yes! You should allow your employees to access your company’s safety software because it puts them in control of their own safety. You’ll gain greater buy-in to the safety initiatives you carry out, and training and documentation are far more efficient when workers themselves are responsible and accountable for their completion.
The key with widespread access is to make it as safe, secure and controlled as possible. Here are a few considerations to keep in mind as you open up your safety software to your employees.
First things first – employees should NOT be able to hop onto any computer and immediately start perusing your company’s safety information. Unsecured stations offer no advantages and make your company more vulnerable to security breaches and violations.
On the other hand, a simple login system not only secures your safety system, it allows for a personalized experience for each employee. If one worker needs training that his peers have completed for instance, then his training modules will show the necessary notifications. Individual login IDs also make it easy to generate audit trails of who edited what information and when – critical information for both regulators and internal policymakers.
Varied Levels of Access
Login IDs also allow for the most critical component of a safe but widely accessible network: permissions. To maintain compliance with OSHA and even HIPAA privacy regulations, you’ll need to create varied levels of access among individuals and groups of employees. Lower-level workers may be able to access training programs and new policy notices, for instance, but you might want to keep them from conducting audits. In most cases, you’ll also want to keep personal information – especially health-related information – confined to individual accounts. Look for a safety software system that recognizes the importance of individual users, rather than one that charges you for each administrator log-in and makes you share the same few passwords throughout your company.
Company-wide News and Notifications
One of the greatest benefits of a widely accessible safety software system is the ability to easily relay information to everyone at your company. Instead of printing paper notices of every policy update, equipment purchase and incident, you can put it all on a digital bulletin board.
A One-Stop Safety Shop
Security isn’t the only concern when you’re bringing employees into your system. User-friendliness is key to lowering the learning curve and getting everyone up to speed as quickly as possible. To that end, you’ll want to implement an integrated safety software suite that features an intuitive portal through which users can access whatever programs they need.
All of these features and more can be found in the BasicSafe safety software suite. To learn more about our integrated safety software, contact us today to request a free demo.