Maintenance and operations teams at government facilities have always faced a challenging regulatory landscape, with any given location subject to multiple sets of local and federal rules. But with an increasing pace of regulatory change, facility managers forced to rely on manual siloed systems can’t keep up. The solution is moving to a unified platform that centralizes data into a single source of truth to streamline communication and support consistency. 

Navigating the complex regulatory landscape: Key regulations for facility managers at government facilities 

Government facilities are subject to a variety of federal, state, provincial, municipal, and local regulations, covering a wide range of areas from safety and environmental to accessibility and security. Collectively, these can affect every aspect of a facility manager’s workday.  

For example, managers at U.S. government facilities must ensure compliance with many sets of regulations, including: 

  • Occupational Safety and Health Administration (OSHA): Sets standards to ensure safe and healthy working conditions for employees. Facility managers must comply with OSHA regulations to prevent workplace injuries and illnesses. For example, maintaining proper safety equipment, conducting regular safety inspections, and providing safety training to employees.
  • Americans with Disabilities Act (ADA): Requires that government facilities be accessible to people with disabilities. Facility managers must ensure that buildings and grounds are designed and maintained to meet ADA standards, including accessible entrances, restrooms, and parking. 
  • General Services Administration (GSA) Standards: Sets standards for the design, construction, and operation of federal buildings. Facility managers must follow GSA guidelines to ensure that their facilities meet federal standards for safety, efficiency, and sustainability. 
  • Federal Acquisition Regulation (FAR): Governs the acquisition process for federal agencies, including the procurement of goods and services. Facility managers must adhere to FAR guidelines when purchasing equipment, materials, and services for their facilities. 
  • Department of Homeland Security (DHS) Security Requirements: Apply to high-security areas, and can include physical security measures, access control, and emergency preparedness plans. 

It’s the same all over the world. In Canada, for example, federal office buildings must comply with the Canada Labour Code, Canadian Environmental Protection Act (CEPA), National Building Code of Canada (NBC), National Fire Code of Canada (NFC), Canadian Electrical Code (CEC), and Canadian Standards Association (CSA) Standards. And national parks and historic sites have the Canada National Parks Act, Species at Risk Act, and the Canadian Environmental Protection Act (CEPA). 

In the European Union, facility managers at federal sites must comply with data protection and privacy regulations, including General Data Protection Regulation (GDPR) (EU) 2016/679 and ePrivacy Directive (2002/58/EC). They also must follow strict rules for environmental protection, including Waste Electrical and Electronic Equipment (WEEE) Directive (2012/19/EU). 

Understanding the new challenge: A faster pace of regulatory change for government facilities 

In some cases, it’s a small revision that facility managers can easily accommodate, while in others, rules are removed or reversed, and facility managers need to implement new standard operating procedures (SOPs) for how they assign and complete work and how they capture data for reporting.  

In the U.S. specifically, the rate of change and the size of the changes have recently increased sharply. 

In just the first three months of 2025, the administration issued executive orders covering a wide range of policy and regulatory changes. Some were small and focused, while others were sweeping. The list of potential regulatory changes at OSHA includes adjustments to the number and speed of inspections, removal of the heat safety rule, and a stronger focus on willful offenders. The GSA announced several new rules for FAR, while an executive order is set to change the role and responsibilities of the EPA. At the Department of Defense (DOD), a new directive mandates daily occupancy tracking and a new reporting schedule. 

Advantage of a single source of truth: Stronger communication and improved consistency 

A unified platform for facility and workplace management is a comprehensive software solution that integrates all aspects of facility operations into a single, centralized system. It serves as a hub connecting various teams and goals, including maintenance, safety, compliance, and project management.  

Centralized information sharing 

All relevant information, including new regulations, updates, and important documents, is in one accessible location, ensuring that everyone is working from the same, up-to-date data. Facility managers can quickly disseminate new regulations and guidelines to all teams, reducing the risk of miscommunication and ensuring that everyone is on the same page. 

Real-time updates  

The platform provides real-time updates, which is particularly important in a regulatory environment where new rules and guidelines can be issued frequently. For example, if a new safety regulation is introduced, the platform can immediately notify all relevant teams, such as maintenance, safety, and compliance officers. Everyone is aware of the changes and can take the necessary actions promptly. 

Cross-departmental coordination 

Different departments, such as maintenance, safety, and compliance, often need to work together to ensure that the facility meets all regulatory requirements. A single platform facilitates this coordination by providing a common space for these teams to communicate and collaborate.  

For example, maintenance teams can communicate directly with safety officers to ensure that all safety protocols are followed during maintenance activities. Seamless communication helps prevent delays and ensures that tasks are completed efficiently. 

Project management 

Teams can use the platform to manage and track projects, from small maintenance tasks to large-scale retrofits and renovations. Project managers can assign tasks, set deadlines, and monitor progress in real-time. This helps ensure that all projects are completed on time and to the required standards. For example, if a new environmental regulation requires the installation of energy-efficient lighting, the platform can help coordinate the project from planning to execution, ensuring that all teams are aligned and working towards the same goal. 

Transparency and accountability 

Connecting everyone through a single platform promotes transparency and accountability by providing a clear record of all communications and actions, which is particularly important in a regulatory context, where documentation and accountability are crucial. Facility managers can easily track who has been notified about new regulations, who has completed required tasks, and who is responsible for specific areas of compliance. Transparency helps build trust and ensures that all stakeholders are held accountable for their responsibilities. 

Efficient issue resolution 

Improved communication and collaboration can lead to faster resolution of issues. When a team identifies a problem, it can be quickly reported and addressed by the appropriate team. For example, if a safety hazard is discovered, the maintenance team can be immediately notified, and the issue can be resolved before it becomes a larger problem. A proactive approach helps teams maintain a safe and compliant environment. 

Scalability and flexibility 

Unified platforms better support scalable and flexible, making it easier to adapt to changes in facility size, new regulations, or evolving organizational needs. As the facility grows or shrinks, the platform can be easily adjusted to accommodate these changes without the need for significant overhauls. Flexibility ensures that the platform remains a valuable tool over time, even as the facility and its requirements evolve. Additionally, the platform can be customized to meet specific needs, such as integrating with existing systems or adding new modules for specialized functions. 

By using a single facility platform, facility managers can ensure that communication and collaboration are seamless and efficient, enhancing the operational effectiveness of the facility but also helping to maintain compliance with rapidly changing regulations across multiple facilities and teams. 

Use cases and examples of how a centralized system supports compliance at government facilities 

Having all facility data in one centralized location can significantly enhance a facility manager’s ability to ensure compliance with regulations. 

Federal office buildings: OSHA 

A facility manager can use a centralized data system to track and manage safety inspections, employee training records, and incident reports. The system serves as a comprehensive repository for all safety-related information, making it easier to maintain and access critical data. For instance, if an OSHA inspector visits, the manager can quickly and efficiently access all relevant safety documentation, ensuring that the facility is in full compliance and can provide complete evidence of regular safety practices, including detailed inspection reports, training records, and incident logs, all of which are stored in a single, easily navigable platform.

Additionally, the centralized system can generate real-time reports and summaries, further enhancing the manager’s ability to present a clear and organized overview of the facility’s safety protocols and practices. The level of preparedness and transparency can significantly reduce the stress and potential issues associated with regulatory inspections, ensuring a smoother and more positive outcome. 

Military installations: DoD security protocols 

Teams can use a centralized data system to track access logs, security clearance levels, and maintenance records for security systems. The system provides a unified and accessible platform for managing all security-related information, ensuring that critical data is always up-to-date and readily available. For example, if a security breach occurs, the facility manager can quickly review access logs and security camera footage to identify the source and take corrective action. Immediate access to detailed information allows the manager to respond swiftly and effectively, minimizing the impact of the breach and preventing similar incidents in the future.

The team can also use the system to generate comprehensive reports on access patterns and security system performance, which can be used to enhance security protocols and ensure ongoing compliance with DoD security regulations. By maintaining a clear and organized record of all security activities, the facility manager can demonstrate a proactive and thorough approach to security, which is essential for maintaining the highest standards of safety and compliance. 

National parks and monuments: NEPA 

Rangers and other staff can use a centralized data system to store environmental impact assessments, wildlife monitoring reports, and visitor usage statistics. The system serves as a comprehensive repository for all environmental and operational data, making it easier to manage and access critical information.  

If a new construction project is proposed, the facility teams can easily access and review all relevant environmental data to ensure that the project complies with NEPA requirements and minimizes environmental impact, including detailed assessments of potential ecological disturbances, wildlife migration patterns, and the effects on local flora and fauna.

By having this information readily available, the team can make informed decisions and take necessary precautions to protect the natural environment. And, the system can help in tracking visitor usage statistics, which can be crucial for understanding the impact of human activity on the area and for planning future conservation efforts. This integrated approach ensures that all aspects of environmental management are well-coordinated, and that the facility remains in compliance with regulatory standards.  

Public schools: ADA 

Administrators can use a centralized data system to track and manage accessibility features, such as the status of ramps, elevators, and accessible restrooms. The system provides a comprehensive and organized way to monitor and maintain these essential facilities, ensuring that they are always in good working condition. If a parent or student reports an issue with an accessible entrance, the facility management team can quickly access the maintenance records to review the history of the equipment, identify any recurring problems, and schedule the necessary repairs.  

A rapid response not only addresses the immediate concern but also ensures that the school remains compliant with ADA standards. By having all accessibility-related information in one place, administrators can easily track the status of all features, schedule routine maintenance, and generate reports to demonstrate ongoing compliance and commitment to accessibility. A proactive approach helps to create a more inclusive and welcoming environment for all students and visitors, enhancing the overall safety and usability of the school facilities. 

Hospitals and clinics: Health Insurance Portability and Accountability Act (HIPAA) 

Administrators can use the platform to manage and track patient privacy and data security measures. For instance, a facility manager can monitor access to sensitive areas, track employee training on HIPAA compliance, and ensure that all security protocols are up to date. This helps in maintaining a secure environment and avoiding potential violations. 

Prisons and correctional facilities: Department of Justice (DOJ) Standards for Inmate Safety and Health 

A unified platform makes it easier to track inmate health records, safety inspections, and incident reports. So, if an inmate reports an issue, the facility manager can quickly access facility information, maintaining compliance with DOJ standards. 

Research laboratories: Environmental Protection Agency (EPA) hazardous material handling 

A centralized data system can help the facility team to track the storage, handling, and disposal of hazardous materials. The system provides a comprehensive and organized way to manage all aspects of hazardous material management, ensuring that every transaction is documented and accessible.  

When the team completes an audit, the facility manager can easily provide detailed records of all hazardous material transactions, including dates, quantities, and disposal methods, ensuring compliance with EPA regulations and minimizes the risk of environmental contamination. By maintaining clear and up-to-date records, the facility manager can quickly address any issues that arise and demonstrate a commitment to environmental safety and regulatory compliance. A proactive approach helps to create a safer and more responsible handling of hazardous materials, protecting both the environment and the health of the facility’s occupants. 

Public housing: Housing and Urban Development (HUD) standards for housing quality 

A centralized data system helps in tracking maintenance requests, inspection reports, and tenant feedback. For example, if a tenant reports a maintenance issue, the facility manager can quickly access the history of previous repairs and schedule a new inspection, ensuring that the housing unit meets HUD standards for quality and safety. 

Public libraries: Fire safety regulations and accessibility standards 

Critical for tracking fire safety inspections, maintenance of fire alarms and extinguishers, and accessibility features. For example, if a fire drill is conducted, the facility manager can quickly access the drill results and any necessary follow-up actions, ensuring that the library remains safe and accessible for all visitors. 

How a unified system simplifies and strengthens regulatory compliance at government facilities 

Navigating the complex and ever-changing regulatory environment is a tough task for maintenance and operations teams at government facilities. Always unreliable, manual, siloed systems cannot keep up with the increasing rate of regulatory change. Transitioning to a unified platform that centralizes all data into a single, reliable source strengthens transparency and accountability. By implementing a modern solution, facility managers can focus on their core responsibilities while ensuring that all regulatory requirements are met with ease. 

Avatar photo

By

Jonathan writes about asset management, maintenance software, and SaaS solutions in his role as a digital content creator at Eptura. He covers trends across industries, including fleet, manufacturing, healthcare, and hospitality, with a focus on delivering thought leadership with actionable insights. Earlier in his career, he wrote textbooks, edited NPC dialogue for video games, and taught English as a foreign language. He holds a master's degree in journalism.