EHS Compliance Management

Ensure EHS Compliance with quarterly Regulatory summaries for your entire Real Estate portfolio

“Regulations grow at the same rate as weeds.” – Norman Ralph Augustine

EHS Regulations

Staying on top of EHS compliance management for a large property portfolio is a challenge.  Spending the time to research, communicate and manage EHS regulations over multiple jurisdictions is no longer practical. When our clients communicated this pain, we responded by compiling a handy, searchable EHS compliance knowledge base. Most importantly, we summarized the regulations specifically for the real estate sector.

Every quarter, our environmental consultants meticulously review compliance requirements for all jurisdictions in Canada and the United States.  We give special attention to identifying any changes in the regulations, and every quarter you get an emailed digest summarizing the changes.  A quick scan of each summarized regulation is all you need to update internal documentation and training materials.  Job done in a fraction of the time it typically requires!

We summarize each category of compliance to reflect policy, procedure and safety training considerations for EHS and Operations professionals. We also link the relevant regulations to the corresponding areas of Refined Data’s EHS and Operations data management platform. This means that when you look at the asbestos records for your site in New York, you can instantly click to see the corresponding up-to-date summary of asbestos regulations for that state.

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Employees reviewing asbestos records can quickly brush up on the latest asbestos handling regulations applicable to their jurisdiction.  Maintenance staff completing tasks in confined spaces can similarly access the latest confined space regulations.

The Refined Data’s compliance knowledge base is the perfect extension to your employee compliance and safety training program.

Compliance Surveys and Checklists

You can manage all your Compliance activities using Refined Data’s incredibly versatile survey tool that includes EHS compliance surveys, hazard assessments, fire safety assessments, maintenance checklists and more that can be tailored to your needs and adjust based on asset type.
The survey tool can be used on your laptop, tablet or mobile device, so it perfect for both the field and the office. We also provide the dashboards to monitor the completion of surveys across your portfolio and survey analytics to measure compliance trends.

In some ways, identifying non-compliance is more important than compliance. When your site teams provide non-compliant answers to questions, we automatically create corrective action tasks and assign them to EHS management or to the operations teams.
These tasks represent an audit-ready list of action items and can be tracked to completion, ensuring that your sites (and portfolio) are once again compliant.

Site checklists similarly provide an effective mechanism for maintenance teams to verify that all compliance and safety requirements are met as preventative maintenance tasks are completed.

Municipal Orders

When the city issues an order to remedy site safety deficiencies, Refined Data tracks repair details, documentation, task status and approvals of completed work to ensure that you comply with the order and moreover, you’ll have a full audit trail from start to finish.

For site management teams, our mobile site management app helps track municipal order repairs along with scheduled and on-demand maintenance tasks; a single interface for managing all risk and compliance needs.

An extra benefit : Data-driven Insight and Hazard Control

For many systems, orders and compliance to those orders complete the loop. But why should it end there?  What can we learn from the information we’ve generated to plan for the future?

Understanding the nature and frequency of municipal orders across your portfolio provides valuable data-driven insights.  Each municipal order is an opportunity to improve hazard control procedures and employee training documentation.

Lender (Mortgage) Compliance

Lenders often specify a set of mandatory and optional repairs that are required as conditions of a mortgage agreement.  Refined Data’s platform captures every repair request and provides management and tracking tools to ensure that repairs are conducted within the scheduled time and are approved by the lender on completion.

For asset managers and regional managers, our mortgage repair dashboards ensure that repairs are communicated to site operations and maintenance teams and actioned at the appropriate time.

Repairs assigned to site operations and maintenance teams are completed using Refined Data’s mobile site management app.  On completion, lenders are granted access to repair documentation, including photographs, as part of their approval process.

Our software platform gives you the tools to build an unlimited number of compliance surveys, checklists or questionnaires such as

  • Environmental Compliance

  • Health and Safety Compliance

  • Fire Safety Compliance

  • Hazard Inspections


  • Automatic Corrective or Preventative Tasks for Non-Compliant Responses

  • Identify Non-Compliant Responses

  • Mobile and Browser Support

Compliance Dashboards

Our EHS compliance dashboards monitor the completion of key surveys, inspections and assessments across your portfolio, maintaining focus on non-compliant areas of your portfolio.Survey and checklist analytics dashboards take this concept one step further, identifying non-compliant responses to individual survey questions and providing insights into compliance trends across all sites and facilities.

Why Use Refined Data’s Platform


  • Compliance Surveys and Checklists

  • Corrective Action Management

  • Document and Report Management

  • Municipal Order Compliance

  • Comply with Lender and Insurer Requirements

  • Integrated Change Management


  • Scalable, Sustainable Portfolio Management

  • Mobile App for Site Team Engagement

  • Browser Application for EHS Managers

  • Multi-Lingual User Interface

  • Measure portfolio compliance using our library of mobile surveys, checklists, audits and assessments

  • Automatic corrective action tasks in response to site survey responses

  • Survey analytics identify opportunities for compliance training, safety or procedure updates

  • Provide mobile checklists to keep maintenance teams safe and compliant as they complete tasks

  • A paperless, responsive, data-driven approach to compliance management from the boiler room to the boardroom… without the spreadsheets

Related Topics

EHS Risk Management

EHS Risk Inventory

Inspection Assessment

Change Management

We Can Help

We’d be happy to discuss your EHS requirements and demonstrate the Refined Data Platform.

“The software is comprehensive, easy to use and has the flexibility to grow with our needs over the coming years. Refined Data has delivered excellent and personalized customer service, support and training to the many users in RioCan’s Operations, Asset Management, Insurance and Executive Teams”

Mark Huot

National Director, Health and Safety


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