Facility managers are restricted to viewing data only for locations they manage through role-based access control (RBAC) within modern facility management software, ensuring compliance with workplace safety and privacy regulations as of December 2025.
These systems, common across both the United States and Australia, operate by assigning permissions based on a user’s role and the specific sites they are responsible for. In the US, this supports employer obligations under OSHA and relevant state workplace safety laws; in Australia, it aligns with the duties of a Person Conducting a Business Undertaking (PCBU) under harmonised Work Health and Safety (WHS) legislation. Data is typically segmented at the database level, meaning a user’s credentials determine which location-specific records – visitor logs, maintenance requests, incident reports, safety checklists – are accessible. Software now includes features allowing administrators to define granular permissions, such as ‘Location Manager – Sydney’ with access only to Sydney data. Data handling practices must also adhere to privacy regulations; in the US, this includes considerations under HIPAA or CCPA where applicable, and in Australia, the Australian Privacy Principles. Audit trails record all access attempts, providing a verifiable record of compliance.
Effectively, these systems function by limiting data visibility based on pre-defined roles and location assignments, maintaining both operational efficiency and regulatory adherence.
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