Editor’s Note: This is the first installment in a series on the future of EHS and what safety professionals need to do to be successful in a global world.

As an EHS professional with several decades of experience in both consulting and corporate roles, I have witnessed the evolution of our industry—from the painstaking days of managing paper records to the current shift toward Software as a Service (SaaS). The history of this transition provides valuable insights into how we might navigate the integration of artificial intelligence (AI) in EHS applications.

We all know that failing to learn from the past can lead to repeating the same mistakes, which is why I believe it’s essential to reflect on the journey we’ve already taken. By examining the history, benefits, challenges and strategies that shaped this field, we can better understand the potential for AI adoption in EHS. This reflection is not just a theoretical exercise; it’s a crucial step to ensure we are prepared for the next wave of innovation in our field.

History of EHS Software Adoption

The transition from paper to SaaS is an ongoing process.

According to a Verdantix Global Corporate Survey, over 90% of EHS managers are still working to phase out at least some aspects of legacy and paper-based systems. A recent study by McKinsey indicates that many small and mid-market companies rely on paper- or spreadsheet-based approaches to manage their EHS efforts. Many more have only transitioned some components of their EHS program to a SaaS model.

We need to remember that not all companies are at the same place in this transition. This history is recent enough that many EHS practitioners have firsthand experience with the limitations of legacy systems and the challenges of implementing new technologies.

Relying on paper-based records, as many of us remember, was cumbersome. A room filled with filing cabinets and stacks of handwritten forms could pose numerous challenges. These manual processes were—and in some cases still are—inherently inefficient and inaccurate. Locating specific records could require sifting through mountains of paperwork, and if documents were misplaced or misfiled, they might never be found.

Additionally, extracting meaningful insights from the data in those documents could be even more laborious because of the manual compilation and analysis. This could also lead to a significant risk of data integrity.

Early Digitization Efforts

The first move away from paper-based EHS records management began in the late 1970s and early 1980s. These were primarily completed with spreadsheets and customized database applications, mirroring other software automation trends of the time.

While EHS commercial software programs were available, they generally lacked the ability to configure or adapt to meet companies' needs and expectations. As a result, many companies built their own database programs for EHS and other business needs.

The EHS functions that were initially computerized included incident tracking, chemical inventory management and training records. There are a few main reasons why these functions were prioritized.

Regulatory drivers

Regulatory requirements for reporting incidents and maintaining accurate chemical inventories made these clear candidates for early software capabilities. Computerizing these functions saved time and reduced the risk of penalties associated with noncompliance and reporting errors.

The nature of the data

The data in these three aforementioned functions is highly structured, making it well-suited to spreadsheet and database management.

• Incident tracking requires documentation (e.g., photographs) and logging specific details about each event (e.g., date, time, location, type of injury and contributing factors).
• Chemical inventory management involves lists of substances with associated hazards, safety data and storage locations.
• Training records require tracking employee names, courses completed, results of evaluations (e.g., quizzes or tests) and certification dates.

The first computerized records were primarily stored on individual desktops. These machines had limited capabilities for both storage and processing. The ability to share data and collaborate was rare. Some larger organizations addressed this gap with a combination of in-house programming expertise and existing mainframe computers. These systems were generally expensive to create and maintain.

The first commercial software packages debuted a few years after these in-house solutions. These first software packages were limited in scope and usually focused on one specific EHS task or function. The high up-front costs of in-house programming and mainframe computers made this option impractical for smaller organizations. These systems were often complex and required specialized IT expertise to operate and maintain, creating dependency and potential bottlenecks.

The SaaS Revolution

While these challenges are common to many software solutions, there are also unique challenges inherent in EHS data management. Traditional software often struggled to accommodate the complexities of EHS, such as the ever-changing regulatory landscape, the diverse data formats and the need to gather data in the field.

The limitations of these early software solutions played a crucial role in driving the development and adoption of SaaS solution.

Here are three benefits that SaaS offers:

1. SaaS streamlines operations, enhances safety and improves overall organizational performance. The increased efficiency, powerful data analysis capabilities, and promotion of a stronger culture of safety and compliance are all promising aspects that can significantly improve your work and the safety of your organization.
2. SaaS provides organizations with powerful data analysis capabilities. Real-time data collection and centralized dashboards offer valuable insights into safety trends, incident patterns and areas of concern. This data-driven approach enables safety professionals to turn raw records into insights, identify high-risk areas, implement preventative and corrective actions, and ensure that resources are properly allocated to the most critical needs. By proactively identifying and mitigating risks, organizations can reduce workplace incidents, protect their workforce and minimize operational disruptions.
3. SaaS promotes a stronger culture of safety and compliance. Accessible online training modules, mobile-enabled checklists, and automated alerts ensure that safety protocols are communicated effectively and followed consistently. This fosters a sense of shared responsibility for safety across the organization, leading to greater employee engagement and a more robust safety culture.

While SaaS solutions offer numerous benefits for EHS management, some organizations remain hesitant to make the transition. This reluctance can be attributed to several factors, including:

• Concerns about data security and privacy. Some organizations, especially those in highly regulated industries, harbor concerns about the security of their sensitive EHS data when stored in the cloud. They may fear data breaches, unauthorized access or losing control over their data.
• Integration challenges. Incorporating SaaS solutions with existing IT infrastructure and legacy systems can be complex and time-consuming. This can lead to concerns about compatibility issues, data migration challenges and potential disruptions to existing workflows.
• Cost considerations. SaaS solutions typically offer lower up-front costs than traditional software, but some organizations may perceive the ongoing subscription model as a long-term financial burden. They may also be wary of potential switching costs and price increases over time.
• Resistance to change. Change management can be a significant hurdle. Employees accustomed to paper-based systems or legacy software may resist adopting new digital tools and workflows. This can lead to management's reluctance to implement SaaS solutions due to concerns about training needs, user adoption and potential productivity disruptions during the transition.
• Lack of awareness and understanding. Some organizations may be unaware of the full range of benefits that SaaS solutions can offer for EHS management. They may also lack understanding of the technology and its implications for their specific needs and context.

Conclusion

The transition from physically recording workplace safety data in a binder to a software platform has taken decades. There has been plenty of frustration, leaps forward, steps back and refinement along the way. The tools available today can help you move the safety needle at your organization, but you must first focus on some decidedly non-techie aspects of implementation, such as clear communication to allay reluctance to change, gain buy-in and become a data-driven organization.

At the end of the day, technology is merely the means by which safety professionals implement real change to make workplaces safer. So, if your organization isn’t far on its technology journey yet, don’t fret. There’s never a better time to start than right now—and you have the added benefit of all the knowledge of those who have trod this path ahead of you.

Rick Barker, CPE, CSP, is senior director of solution strategy at VelocityEHS, a provider of cloud EHS solutions.