Cybersecurity and Compliance: What to Know Before Choosing a CMMS

When you’re evaluating maintenance software like a computerized maintenance management system (CMMS) (opens in new tab), features like work order management or mobile access often take center stage. But for organizations in regulated industries, cybersecurity and compliance can be the deciding factors. A CMMS that doesn’t meet stringent security standards can expose you to regulatory penalties, data breaches, or operational downtime.

Fiix CMMS is built with this reality in mind. Our platform is certified to AICPA SOC 2 and ISO 27001, two of the most respected global standards for data protection and operational security. These certifications mean we follow audited, industry-leading practices for encryption, access control, incident response, and continuous monitoring, giving you confidence that your data is protected and our processes are tested by independent third parties.

In this blog we’re going to look at how those core certifications, and the security controls behind them, map to the needs of specific regulated industries.

Healthcare and guarding sensitive patient data

Healthcare organizations in the U.S. must comply with the Health Insurance Portability and Accountability Act (HIPAA), which governs how personal health information (PHI) is handled. Fiix CMMS is not currently HIPAA-certified, but our SOC 2 and ISO 27001 controls align with many of HIPAA’s technical safeguards:

• Data encryption: TLS 1.2/1.3 in transit and AES-256 at rest.
• Access controls and MFA: Role-based access, single sign-on (SSO), and multifactor authentication ensure only authorized users reach sensitive systems.
• Audit trails: Detailed logs of data access and changes support investigations and internal reviews.
• High availability and business continuity: Has a robust infrastructure and proactive monitoring.
• World class cybersecurity team: A dedicated team focused on protecting your data and systems from evolving threats.

For organizations outside the U.S., data-residency requirements can be even stricter than HIPAA.

Food and pharmaceuticals: Meeting FDA 21 CFR part 11 and beyond

Food and life-science companies face some of the world’s most explicit requirements for electronic records and signatures. FDA 21 CFR Part 11 demands that digital records be as trustworthy as paper. Fiix supports:

• Audit-ready data integrity: Complete, unalterable histories of every record change.
• electronic signatures: Secure, legally binding signatures for approvals and work order completion.
• System validation and GxP alignment: Processes and documentation to demonstrate system reliability.

Comparable global frameworks include EU Annex 11, EU eIDAS, the UK MHRA GxP guidance, Health Canada GUI-0067, and Australia’s food and pharma quality standards (opens in new tab) (e.g., HACCP, ISO 22000). Common threads across these regulations include robust user authentication, system validation, and ALCOA+ principles for data integrity, all of which Fiix’s security program supports.

Manufacturing, industrial and utilities

For manufacturers, utilities, and other asset-intensive industries, downtime is the ultimate risk. That’s why standards such as ISA/IEC 63443 and NIST 800-82 focus on safeguarding operational technology (OT). Fiix CMMS helps stay resilient by:

• Using secure APIs and device authentication for IoT, predictive maintenance, and digital-twin integrations.
• Offering tenant isolation and data segmentation in a multi-tenant SaaS environment.
• Enabling strict RBAC and MFA to prevent unauthorized system access.

These safeguards reduce the chance that a maintenance platform could become a point of entry for attackers or a cause of production stoppages.

Discover all the ways Fiix prioritizes cybersecurity (opens in new tab)

Baseline security practices you should expect

Regardless of industry, with any modern maintenance software your evaluation should meet these foundational criteria:

Encryption: TLS 1.2/1.3 for data in motion and AES-256 for data at rest.

Access management: Role-based access control, SSO, and multifactor authentication.

Comprehensive audit trails: For internal and external compliance audits.

Incident response: Documented processes audited under SOC 2 and ISO 27001.

Zero-trust principles: Continuous verification of users and devices.

CMMS security best practices to train maintenance staff on

Training your maintenance staff in CMMS security best practices is essential to protect sensitive operational data, prevent unauthorized access and ensure system integrity. Here are the best security practices you should include in your maintenance teams training program:

1. Strong authentication practices
   • Use strong, unique passwords and change them every 60 to 90 days.
   • Enable multi-factory authentication (MFA) if supported by your CMMS.
   • Avoid sharing login credentials between team members.
2. Role-based access control (RBAC)
   • Train staff on why access level matters.
   • Ensure users only have access to the data and functions necessary for their role.
   • Regularly review and update permissions as roles change.
3. Secure device usage
   • Only access the CMMS from authorized and security devices.
   • Keep mobile devices and tablets updated with the latest security patches.
   • Avoid using public Wi-Fi when accessing the CMMS remotely.
4. System update awareness
   • Educate staff on the importance of keeping the CMMS software updated.
   • Encourage reporting of any system anomalies or bugs.
5. Safe data handling
   • Avoid downloading or exporting sensitive data unless necessary.
   • Use encrypted channels (e.g., VPNs) when transferring data externally.
   • Understand the risks of data loss or corruption and how to prevent them.
6. Clean user practices
   • Log out of CMMS when not in use.
   • Avoid saving passwords in browsers or shared documents.
   • Report lost or stolen devices immediately.
7. Ongoing security awareness
   • Train staff in how to recognize and report suspicious activity.
   • Establish a clear process for reporting security breaches or access issues.
   • Conduct regular refresher training on cybersecurity basics.
   • Share updates on new threats or phishing tactics relevant to CMMS users.
   • Encourage a culture of security-first thinking.

Security certifications aren’t just badges

Security certificates are proof of a vendor’s commitment to protecting your data and operations. Fiix’s SOC 2 and ISO 27001 certifications demonstrate that our CMMS is designed for operational resilience, operated under an effective Information Security Management System (ISMS) (opens in new tab) and empowers customers to navigate complex regulations across healthcare, food and pharmaceuticals, manufacturing, and utilities.

Choosing maintenance software like a CMMS is more than a software decision. It’s a commitment to safeguard your assets, your people, and your reputation. With Fiix, you gain a partner that treats cybersecurity and compliance as a first-class feature, not an afterthought.

Interested in learning more? See how Fiix’s security compares to other CMMS providers