The Hidden Cost of Tribal Knowledge in EHS Compliance

By Jordan Coulam, Environmental Specialist

Many facilities rely on their senior staff to connect the dots between production and the EHS reports required at the federal and state levels. However, what happens in the event of personnel change? As we put it here at Toolkit, if Bob is the only one who can complete a certain report, well, Bob wins the lottery sometimes.

In the best case scenario, employees are scrambling to find the un-documented information their predecessors relied on, which wastes time and money. Unfortunately, another likely outcome is missed reporting deadlines or incorrect information, which can lead to NOVs, fines, and other penalties.

Institutionalizing knowledge is incredibly important to protect against liability risk, prepare for staffing changes, and breeze through audits. Here are some pointers on how to prevent tribal knowledge:

1. Cross-train Employees

It is good practice to have several employees capable of completing a certain deliverable. This can mean multiple peers collaborating on a report, or a more junior employee shadowing the process. It is very important that all cross-trained employees understand the sources of the data and the ‘why’ of the calculations.

2. Document Processes

Rather than having one employee keep the entire process in their head, and then work to recall it the following reporting year, it is preferable to document how reports are prepared. This document can include where data is sourced from, how to perform the requisite calculations, and where the report is submitted. Be extra careful to document edge cases, exemptions, or anything out of the ordinary. When preparing the document, read it from the perspective of someone who has never filed the report or visited the facility - would it make sense to them? Even better, request a second pair of eyes to review.

3. Thoughtful Software Use

Some software is more headache than its worth - it duplicates information found elsewhere and updating it is just another task on the to-do list.

Toolkit is different. Our suite of compliance software records historical data, includes explanations for each calculation and data source, and centralizes knowledge that would otherwise live with one employee. Simply enter this year’s data, and then upload the report directly to the appropriate portal. 

Experience a personnel change? No problem. Toolkit’s software is incredibly user-friendly, and new employee or refresher training is included in the annual subscription. 

By thoughtfully employing reporting software, your facility can avoid the risks of tribal knowledge and submit confidently every year. 

Tribal knowledge is incredibly risky for an enterprise, and can be frustrating for EHS employees. Be sure to cross train or document, or consider a reporting software that meets these requirements.