How ARCHIBUS can track and contain Coronavirus (COVID-19) incidents through Environmental Health and Safety

Everyone has been hearing about the coronavirus (COVID-19) pandemic these past few weeks in the media, at work, and almost everywhere public. Many organizations are taking important health and safety measures in the workplace to prevent any contact with the virus. Some daily workplace safety tips that employees have been encouraged to follow are:

  • work from home.
  • wash hands frequently.
  • limit physical contact with others.
  • use hand sanitizer after coming in contact with others.

With the potential for the coronavirus to spread and affect large numbers of people, RSC offers a way, through ARCHIBUS, to track and contain health and safety incidents. You and your organization can promote health and safety practices in the workplace by providing a forum through which to create and follow a safety improvement plan. This forum is ARCHIBUS’s Environmental and Risk Management domain, which contains the Environmental Health and Safety (EH&S) module. This module is designed with the intent of promoting health and safety measures and practices in the workplace.

A screenshot of the redline feature in ARCHIBUS Environmental Health and Safety with a video symbol to indicate that it is linked to a video tutorial.
Watch a video on how ARCHIBUS Environmental Health and Safety can help your organization isolate, track, and respond to health and safety incidents during the coronavirus.

What is Environmental Health and Safety? Which features can help my organization?

The EH&S module provides facilities professionals with the ability to track workplace incidents, create work requests around incidents, alert employees to precautionary measures being practiced by their organization, and report to any regulatory organizations that need to be notified.

One of ARCHIBUS’s core strengths is that it is designed with inter-connectivity in mind. Inputting data in the initial “Report an Incident” feature within ARCHIBUS EH&S will lead the user to more detailed views and actions, like automatically filling out OSHA forms, generating a service request ticket, or updating the medical monitoring status for an employee. In this way, your organization can put an emphasis on workplace safety and safety management, keeping employees healthy and at ease.

Report an Incident

Show the importance of health and safety in the workplace, and report general details of a health or safety incident. Track the date, where it took place, and who was involved: this can include employees and non-employees, such as delivery people, visitors, animals, etc. Users can also identify the incident category. Categories can be as general or specific as your organization chooses; for this example, we used the “coronavirus” incident type, which is quite specific. Users can also provide an incident description, such as “showing signs of the coronavirus”, or “diagnosed with the coronavirus”.

The report form is simple and straight-forward and is intended to lead users into more detailed actions in the module, mostly under the “Track Incident” feature.

A screenshot of the Report an Incident form in ARCHIBUS Environmental Health and Safety.
ARCHIBUS Environmental Health and Safety “Report an incident” form. Associate employees and non-employees, locations, date, and incident type.

Track Incidents

The “Track Incident” feature uses the general information from the “Report an Incident” form to take the report to a greater level of detail through various views. It also allows users to take important action within their organization’s workplace safety management plan. Some particularly useful actions are:

  • viewing incident details initially entered in the report.
  • redlining the location of the incident.
  • generating a service request.
  • entering any medical responses to the incident.
  • filling out and attaching documents associated with the incident, such as OSHA forms.

This is an especially useful feature for managers who will be overseeing incident responses, preventive measures, and aftermath procedures.

Incident Details

This displays the initial details of the incident from the incident report.

A screenshot of the Incident Details view in ARCHIBUS Environmental Health and Safety.
View the initial incident details that were entered in the incident report in ARCHIBUS Environmental Health and Safety.

Site Information

See where the incident took place, and, if necessary, indicate the location with a redline on your organization’s drawings so others, such as craftspeople, janitorial staff, managers, and employees, can view its location. Users may submit the redlined drawing as an incident document so it appears with other attached documents. Follow environmental health and safety guidelines by maintaining clean facilities that are up to standards.

A screenshot of the redlining capabilities  in ARCHIBUS Environmental Health and Safety.
ARCHIBUS Environmental Health and Safety allows facilities professionals to redline on their organization’s drawings where the incident took place so craftspeople, janitors, and other employees are aware and can properly execute their roles.

Medical Information

Enter and track any medical information, such as whether anyone was admitted to the emergency room or hospital, which facility they went to, who their attending physician was, and any medical results, such as full recovery, still recovering, or death. Further medical monitoring is possible under “Incident Response”.

A screenshot of the Medical Information feature in ARCHIBUS Environmental Health and Safety.
Input any important medical information related to the incident in ARCHIBUS Environmental Health and Safety, such as whether the associated person(s) went to the hospital or emergency room, which medical facility they went to, and who was the attending physician.

Incident Response

Located under “Track Incidents”, “Incident Response” is an essential step in the incident reporting process. From this view, several important actions can be taken, such as generating a service request ticket, additional medical monitoring, and assigning work restrictions. This is arguably one of the most important features in ARCHIBUS Environmental Health and Safety.

Maintenance Requests and Tickets

An essential step in any hazard management program is maintaining clean and regulated facilities. From the incident response view, users can generate a service or maintenance request ticket that automatically associates itself with the location and incident category/type entered in the incident report.

A screenshot of the Generate Service Request option in Incident Response in ARCHIBUS Environmental Health and Safety.
Generate a service request from the location information already input in the “Report an Incident” form in ARCHIBUS Environmental Health and Safety.
A screenshot of a generated service request, leveraging location data, in ARCHIBUS Environmental Health and Safety.
Create a Service Request in ARCHIBUS Environmental Health and Safety.

Medical Monitoring

Additional medical monitoring in EH&S can promote safety awareness and lets users input and track how long someone will be monitored, assigns a tracking number, and update the status of the individual or any test results that may be pending.

A screenshot of the Medical Monitoring view in ARCHIBUS Environmental Health and Safety.
Assign a time period to and regularly update a medical monitoring status in ARCHIBUS Environmental Health and Safety.

Work Restrictions


Assign special work restrictions to individuals, such as “working from home” in the case of the coronavirus. Set a time period for the restriction, track how many workdays were lost, and determine whether the restriction is temporary or permanent. Help everyone how to improve safety awareness in the workplace.

A screenshot of the Work Restrictions feature under Incident Response in ARCHIBUS Environmental Health and Safety.
Record and apply any temporary or permanent work restrictions to employees associated with the incident in ARCHIBUS Environmental Health and Safety.

Employee Training

Assign a training program to an employee or employees to strengthen your organization’s workplace safety program. In the case of the coronavirus, users may wish to assign an employee a hand-washing class, a hygienic-practices-while-sick class, or provide a program to teach people best practices to prevent to sickness. Record when the training was completed. Help employees learn how to create a safe and healthy workplace.

A screenshot of the Employee Training feature under Incident Response in ARCHIBUS Environmental Health and Safety.
Assign a training program or class to employees and record when the program was completed in ARCHIBUS Environmental Health and Safety.


Create metrics that will appear on your Environmental Health and Safety dashboard around any statistics or data your organization desires to track. Show, with real data, the importance of health and safety in the workplace. This could be days of work lost, employees who are working from home, how many cases of the coronavirus have occurred within the organization, and much more. Help decision makers learn how to improve health and safety performance by creating alerts that will send out emails or notifications to key people or the entire organization. Metrics and alerts are completely customizable to each organization.

Incidents Map

View a global portfolio on an interactive map of where and how many times incidents of the same type have occurred.

A screenshot of the world map view in ARCHIBUS Environmental Health and Safety.
Track the global occurrence of incidents with a map view in ARCHIBUS Environmental Health and Safety.

Incidents Log and Pre-formatted OSHA Reports

Under the Incidents Log, users can leverage the data already entered for an incident to automatically fill in an OSHA report form, utilizing the role of the government in industrial safety.

A screenshot of an automatically filled OSHA report in ARCHIBUS Environmental Health and Safety.
Generate automatically filled OSHA reports from the data previously entered in an incident report in ARCHIBUS Environmental Health and Safety.

RSC has seen great success from our clients using this module, and we hope that your organization, too, can discover how to improve health and safety in the workplace by leveraging the powerful features in the ARCHIBUS Environmental Health & Safety module. If you have more questions, we are available to demo the software. Contact us to find out more about the EH&S module, find ideas to promote safety in the workplace, and bring your organization’s work environment to full health!

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Four Free Tools to Manage ARCHIBUS in a Windows Environment

This week’s article is brought to you by Todd.  Todd is the Technical Lead at Robert Stephen Consulting, LLC.  RSC specializes in installing, hosting and managing ARCHIBUS IWMS systems.  The article Todd is sharing with us today is one of a series of posts on how to make that process easier.
Most of the ARCHIBUS Environments we build are on the Microsoft Windows Server platform.  In this post, Todd briefly shares some phenomenal tips about four FREE (or nearly free) tools he finds make the job of managing ARCHIBUS in a Windows environments much easier. The four tools include:


      1. Notepad ++
        • A text editor with some very nice extra features
      2. Agent Ransack
        • A file search utility
      3. WinDirStat 
        • A filesystem management utility
      4. PortQury
        • A Microsoft command line utility for checking the status of TCP/UDP ports

1. Notepad++

Notepad++ is mostly a text editor.  I know what you’re thinking:  “Well, I already HAVE a text editor.  I don’t really need another one.  Mine works just fine!”

Yes, but can your text editor do these things?:


  • Open a “live” file (like a log) without getting in way of other processes accessing it. That way, you can look at the log in real time, without making a copy.
  • Search for all the instances of a text string in all the files in a directory you name, and allow you to quickly jump to that string in the file where it’s located.
  • Mark up source code, and help you find missing parentheses or curly braces.  I find the XML, Javascript, Java and HTML options very handy in dealing with ARCHIBUS custom views and their supporting workflow rules.  It’s also quite nice to be able to collapse expand sections of code (like an “if” block) to see how they fit into the larger code flow.
Don’t get me wrong, this isn’t an Integrated Development Environment (or IDE).  It doesn’t require that kind of setup or learning curve. But it is a very powerful tool that a sometimes-programmer or troubleshooter can use to make their work a lot easier.


I find this very useful when I need to change the way a particular variable is used, or to change all instances of a function call, for example.  It’s very easy to find them all quickly, and to work my way through the search results, updating as I go.


Notepad++ is also more forgiving than other editors I’ve used.  Most will let you “undo” up to the last save.  Notepad++ will let you undo up to the time you opened the file.

2. Agent Ransack

Agent Ransack is a file search utility.  And it’s ALMOST free.  At $10/copy, less for larger numbers, it’s definitely well worth the normal investment. What it does isn’t complicated, but it is powerful.  Agent Ransack lets you:


  • Search for a filename or directory / folder name
  • Search for text inside the file, including using regular expressions (basically wildcard searches)
  • Specify the time the file was saved, created or last accessed

…all without the files / filesystem in process needing to be indexed, as is needed for Windows Filemanager Search.  And it’s quite fast.

I find these capabilities very useful in finding a file or view in ARCHIBUS’ very complex schema. WebCentral will give you the filename, but won’t tell you the location.  Agent Ransack solves that problem.

3. WinDirStat


It seems that no matter how big your drives are, they’re still not big enough.  How many times have you found that your drive is ALMOST full, then had a very difficult time freeing up the space you need?  It seems like the hardest task is just FINDING the offending file or application.  You have click on the properties of each folder to see its size, then look inside the biggest, look at all the folders there to find where the space is being used up, ad infinitum.

WinDirStat does all of that for you, and builds a cool and very intuitive visual representation of the things on your drive that lets you INSTANTLY see if you have a very large file gumming up the works.  Often, it’s an old log file that can be deleted instantly once you know where to find it, and your drive is once again healthy and trim.

4. PortQry

OK, this one doesn’t look cool AT ALL.  It’s a Microsoft-written command-line utility without even an install package.  But it’s SO useful.  One of the most common problems in setting up or troubleshooting an ARCHIBUS environment is for components of the application not to connect as they should.  But is the problem with the network or firewall, or the database server setup, or with the Project setup on the ARCHIBUS side?  One of the toughest things to see easily is whether the network port you’re trying to connect to is open and listening, or filtered in some way. This is what PortQry does.  With a single command line query, you can find that out in real time, and stop fiddling with all the components hoping something will work.

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Thoughts? Questions? Comment below and let us know what you think! We’d love to hear your insights.