Time to get control of the chemicals in your workplace? A chemical management system can make everyday work easier and safer, but with many solutions on the market, it can be challenging to know which one to choose.
That is why we have created an overview of factors you should consider before investing in a new system for your organisation.
Easily accessible and user-friendly
A chemical management system should be easy to find, understand, and use for all employees. Whether you are an HSE manager, supervisor, or end user of chemicals, the system must be adaptable to different roles, tasks, and areas of responsibility. The easier the system is to use in practice, the greater the chance that it will actually be used.
Questions you can ask:
Does the system support different devices (e.g., PC, mobile phone, tablet)?
Is it possible to customise user access based on roles and departments?
Is offline support available in cases where it may be relevant (e.g., field and offshore work)?
Automated processes
The system should support automated processes and contribute to less manual work. Examples include automatic updates of safety data sheets (SDS) when the supplier publishes new versions, or notifications when risk assessments are approaching their expiration date. When such processes flow seamlessly between links, the risk of errors is reduced. Instead, processes become more efficient and data quality improves.
Questions you can ask:
Which processes are handled automatically in the system (e.g., safety data sheets updates)?
Does the system use new tools such as AI and machine learning to streamline chemical management (e.g., automatic interpretation of data)?
Does the system notify when work needs to be done (e.g., revision of risk assessment, substitution that needs to be done, planned work that requires exposure registration)?
Can the system be connected to our AD/SSO so that users and access management are created and maintained automatically?
Aligned with relevant legislation
Companies must comply with both national and international regulations, including frameworks such as REACH and CLP. A robust chemical management system should therefore be adaptable and enable clear, efficient documentation of compliance across different jurisdictions.
In some countries, there is also a specific requirement to record employee exposure to hazardous substances. For example, in Norway, employers may be required to maintain an exposure register if workers handle particularly hazardous chemicals.
Questions you can ask:
Has the supplier developed the system in accordance with local laws and regulations?
Does the system have reporting possibilities needed for documentation requirements?
Is it easy to export documentation for use in control and supervision?
Migrate data to new system
When a company transitions to a new chemical management system, there is often a lot of valuable information that needs to be transferred from old solutions. A successful migration is crucial to ensure that important documentation is not lost and that you do not have to start from scratch. It may be wise to find out whether the supplier offers assistance with data migration and how the process is handled in practice. The system should be able to import existing data in a structured manner, so that the company can quickly get started with a complete overview and retain its history.
Questions you can ask:
Can you get help migrate existing data into the system?
How long does the migration process take, and what is required of the company?
What types of data can be imported (e.g., SDS, risk assessments, exposure registers)?
Access to training and support
Getting to grips with a new system can be time-consuming. To get the most value out of the solution, it is a good idea to check whether the supplier offers support to help you get started. A proper onboarding can be crucial to ensure that the system is actually used effectively.
Questions you can ask:
Are user manuals, demos, training videos, or other training materials available?
Is it possible to get advice and support along the way if needed?
Is support available in a language I can understand?
Secure data storage
For some companies, the contents of a chemical inventory may contain sensitive information, such as chemicals used in production or research projects. In addition, data stored in an exposure register may be considered health information and is therefore subject to strict privacy requirements. For many, it is a great advantage that the system supplier offers data storage in Norway, so that they can be confident that the information is handled in accordance with strict Norwegian laws and GDPR.
It is also important to consider how data is actually stored and secured, both during normal operation and in the event of a problem. Factors such as encryption, access control, and audit trails can be crucial in this regard.
Questions you can ask:
Where is the data physically stored (in EU/EEA, or outside of Europe)?
What are the backup and recovery procedures if something goes wrong?
Are there audit trails showing who has had access to the data and when?
How is personal data handled (e.g. exposure registration data)?
Clear reporting and documentation
During internal controls, inspections, or other audits, it is important that the necessary documentation can be retrieved quickly and easily. A flexible reporting system allows you to generate customised reports based on your own key figures and needs.
Questions you can ask:
What ready-made report templates are included (e.g., risk assessments, substance overviews)?
In which formats can reports be exported (e.g., Excel, PDF, CSV)?
Is it possible to schedule and send reports automatically at fixed times?
Favorable pricing models
When evaluating a chemical management system, it is wise to look closely at how the pricing model is structured. Some suppliers charge per user, per module, others per safety data sheet, and some combine several. This can have a significant impact on the total cost, especially if the company has many employees who need access, but only a few who actively administer the system.
Questions you can ask:
How is the system priced (e.g., per user, per module, per safety data sheet, or a combination)?
Are there different agreement levels with varying degrees of support and functionality?
Can you add or remove users yourself, and how does this affect the cost?
Possibility of scaling and customisation
A chemical management system should be able to grow with the organisation, both in terms of the number of users, departments, industries, and geographic locations. It should be easy to set up common standards, but at the same time allow for local adaptation. The option of multilingualism and support for different national regulations is a major advantage for companies that operate internationally.
Questions you can ask:
Can roles and access management be set up at multiple levels (e.g., group, department, project-based)?
Is the system designed for international growth (e.g., access to a global substance database, safety data sheets in multiple languages)?
Can the company itself create risk assessment templates, labels, and reports?
Are there any technical or licensing restrictions that one should be aware of?
The most important thing is to spend time finding a chemical management system that actually suits your organisation. Once a system has been chosen, it can be both time-consuming and resource-intensive to transfer data and retrain employees. Making the right choice from the outset will therefore save time, money, and potential frustration, while also contributing to a safer and more efficient working environment.
Perhaps you are considering changing your chemical management system, but are unsure how demanding it really is. How does the process work in practice, what is required of you, and what happens to your existing data? Here we show you step-by-step how a migration to Workplace Safety is carried out, and how smoothly it can go.
1. Export data from existing system
The first step in a migration is to extract the data from your current chemical management system. This can include safety data sheets (SDS), chemical lists and storage information.
Factors that can affect the process:
Organisation size: Larger businesses with many departments often have more complex structures to consider.
Amount of data: The number of chemicals and associated SDS to be transferred can vary greatly. For example, we have assisted customers in transferring hundreds of SDS, but also up to 80,000 SDS.
The quality of existing data: A clean and up-to-date system makes exports more efficient, while incomplete or outdated records may require extra work.
Own involvement: The better the company’s own overview, the faster the process can be completed.
A good and thorough export lays the foundation for a fast migration. That is why it is important to ensure that all relevant content is included and that a structure is created that makes it easy to import the data further into Workplace Safety.
We have standard processes for carrying out migrations with quality checks of data points, ensuring that there is minimal work for our customers. If you need help, we are happy to assist you, from data migration and chemical mapping to finished chemical inventory and setup in Workplace Safety.
2. Import data to Workplace Safety
Once the data is extracted from your current system, it is imported into Workplace Safety. With automated processes, this is done safely and efficiently.
If you already have an up-to-date and tidy chemical inventory, we will make sure this setup is transferred to Workplace Safety. If your current system has not been updated for a while, this is a good opportunity to clean it up: remove irrelevant chemicals, add missing information and make sure all SDSs are up to date. For example, outdated SDSs can be updated automatically if they exist in the global database, while SDSs that only exist in PDF format can be digitised and imported.
To ensure the quality of the data imported, the data undergoes both automated quality assurance processes and manual verification in the form of regular checks along the way. This is how we ensure that you get a complete and correct chemical inventory, with you to Workplace Safety.
We cannot guarantee that absolutely all data will be transferred automatically. Some manual work must always be expected to ensure that all information is transferred correctly.
3. Optimise and customise
Once the data has been moved over to Workplace Safety, the next step is to customise the system so that it provides the most value in everyday life. This may involve:
Organise the chemical inventory : Structure the content in a way that suits your business, e.g. by department, location or application. A well-organised chemical inventory makes it easy to find information quickly, which can be crucial in both daily operations and emergencies.
Customise user access: Not all employees need the same level of access. An HSE manager may need full insight and editing capabilities, while an operator may only need to see the SDS for the chemicals they work with. The right distribution of roles ensures both overview and data security.
To set up a risk assessment plan: Identify hazardous chemicals and prioritise the order in which they should be risk assessed.
Set up notification routines: Map and automate the recording of exposure to hazardous and exposure registerable chemicals.
Train your employees: The system is most effective when those who will be using it know its functions. This creates confidence and ensures that everyone knows where to find the right information when they need it.
Changing your chemical management system can seem like a daunting task, but Workplace Safety makes the transition easy. Our experts can guide you through the entire process, from start to finish, ensuring you are well supported before, during and after the migration. We customise the migration to you and your needs.
Are you responsible for HSE and chemical management in your organisation? Here are 10 tips to help make your working day a little safer.
1. Create a clear chemical inventory
Make sure that your company has a chemical inventory that provides a complete overview of all hazardous chemicals in the workplace. Here, employees can easily see where the chemicals are located and what hazards they can cause.
2. Easily accessible safety data sheet
All chemicals must have an updated safety data sheet (SDS) with information on chemical handling, hazards, protective equipment and first aid measures. Therefore, make sure that these data sheets are easily accessible to employees (e.g. via QR code, on mobile/tablet), so that they can be actively used in the daily operation.
3. Training in safety practices and procedures
Employees must receive thorough training in the company’s safety routines and procedures. This can include everything from risk assessment to the choice and use of protective measures. If there are no clear guidelines for handling chemicals, the employer must ensure that such guidelines are established quickly and that employees receive adequate training in them.
Training can typically include:
Hazardous chemicals in the workplace, their names, risks and limits
Use of chemical inventory, risk assessments and changes to these
Correct use of work equipment
Necessary protective measures for safe execution
Managing disruptions and emergencies
4. Clear labelling and storage
All chemical products must be labelled with names and hazard symbols in accordance with the CLP regulations, and stored properly. This may involve storage in separate cabinets or rooms. For particularly hazardous chemicals, it may be necessary to lock cabinets or restrict access so that only qualified personnel have access.
5. Customised protective measures
Safety measures must always be adapted to the actual use of the chemicals and the specific work operation.
Examples of measures can be:
Spot extraction and fume cupboards
Sufficient general ventilation
Process-adapted ventilation when needed
Correct labelling and signage
Secure storage solutions
Restricted access
Protective gloves and goggles
Respiratory protection
Emergency response equipment
6. Follow established regulations
Working with chemicals is regulated by several laws and regulations, such as REACH and CLP. Be sure to follow these regulations carefully as violations can lead to fines and orders, but more importantly, compliance contributes to fewer accidents and a safer working environment.
7. Consider alternative chemicals
Always consider whether hazardous chemicals can be replaced with less hazardous alternatives (substitution). This reduces risk and is part of the substitution obligation. If your business uses a chemical management system, it can often provide automatic suggestions for safer alternatives.
8. Digitise documentation
A chemical inventory can be kept both on paper and digitally, but digital solutions often provide a better overview and ease of use. When documentation is digitised, it becomes easier to search for chemicals, update safety data sheets and share information across departments. Many systems also offer functions such as automatic notification of expired SDSs, suggestions for substitution and integration with risk assessments and internal control. A great idea is therefore to gather all documentation digitally in one place.
9. Revise and improve
Safe handling of chemicals is not a one-off task, but a continuous process as part of the company’s systematic HSE work. New chemicals, changed work routines or updated laws and regulations may require adjustments to routines and measures. Therefore, the company should regularly review the chemical inventory, safety routines and risk assessments to ensure that they are still relevant.
10. Involve your employees
Involve employees in chemical management and auditing work, as they have practical experience that can contribute to better solutions. When the people who actually work with chemicals are actively involved, you create both better routines and a stronger safety culture.
Safe chemical handling is about combining well-structured routines and systems with the right equipment and active employee involvement. By following these 10 tips, your business can reduce risk, prevent accidents and contribute to a safer working environment.
Companies that handle hazardous chemicals or other high-risk processes may be legally required to maintain an exposure register. The register must document which employees have been exposed to dangerous substances and may be of crucial importance if illness develops many years later.
Here, we examine the purpose of an exposure register, the relevant legal obligations, and how companies can ensure compliant registration and documentation practices.
What is an exposure register?
An exposure register should document employees’ potential and actual exposure, including accidents, spills and other incidents that may have led to contact with hazardous substances. This may be in connection with hazardous substances or processes related to:
Chemicals (carcinogenic, mutagenic and toxic to reproduction)
Asbestos
Mining work
Biological material
Radiation
Keep in mind that only certain chemicals are relevant for inclusion in the exposure register.
The exposure register is an important tool for identifying and monitoring exposure to hazardous factors. Because illnesses resulting from such exposure often develop over a long period, sometimes many years after the exposure occurred, it is essential to record incidents continuously and as early as possible.
An exposure register can help to:
Monitor employees’ health over time
Provide a basis for health surveillance and support risk assessments
Ensure documentation if illness develops several years after exposure
Who may be exposed?
Several occupational groups that may be exposed to hazardous substances and processes.
Typical examples are:
Employees in industry (chemical industry, metal production, welding and woodworking)
Employees in construction (demolition, remediation, work with asbestos and concrete dust)
Healthcare and laboratory workers (radiation, chemicals and infectious agents)
Employees in renovation and waste management (biological material and hazardous waste)
Employees in mines and tunnels (dust, gases and explosives residues)
Employees within energy and research (radioactive material and ionising radiation)
What must an exposure register contain?
The content of an exposure register may vary. The information that must be recorded depends on the type of exposure involved – for example chemicals (CMR substances), asbestos, biological agents, mining work, or ionising radiation.
The purpose of the register is to ensure traceable and verifiable documentation over time. The regulations therefore set clear requirements regarding the information that must be included. It is also specified that the register must not contain health data beyond what is authorised by the legislation.
Although the details vary depending on the type of exposure, an exposure register will typically include:
The employee’s name and national identification number
The work carried out
The substance, material, or process to which the employee has been exposed
The period and duration of the exposure
Any measurement results or assessments of exposure levels
The date of registration
An exposure register must only contain the information required by the regulations. It must not function as a medical record.
Documentation and storage requirements
The register must be kept for a very long time, often between 40 and 60 years, depending on the type of exposure. The information must be available for as long as the employee is alive, and can be decisive in documenting occupational diseases and any compensation cases.
Individual employees have the right to access their own registrations. In addition, the register must be available to relevant personnel, for example the occupational health services, safety representatives, the working environment committee and any other persons working with HSE in the company.
Who is responsible for the register?
Both employer and employee have certain responsibilities, but it is the employer who has the main responsibility for creating and maintaining the exposure register.
Employee’s responsibility
Follow the company’s routines and guidelines in connection with registration
Report accidents, exposures or other situations that may have led to contact with hazardous substances
Participate in necessary training and help ensure that the information recorded is correct
The employer’s responsibility
Establish routines and guidelines for exposure registration
Provide training on how employees should report
Thoroughly document and retain records for a sufficient period of time
Ensure that the register is used
Ensure that employees have access to their own registrations
Common challenges
Inadequate reporting and follow-up
Many companies find that employees do not report exposures, either because the incident is perceived as minor, the routines are unclear, or because it is simply forgotten. This is often linked to a lack of training in chemical safety and understanding of the risk. In addition, many companies are unsure when they are actually required by law to keep an exposure register.
Difficulty storing registrations over a longer period of time
As some types of exposure require the register to be kept for up to 60 years, it requires good routines for both storage and for safeguarding privacy (GDPR). As long as the employee is alive, it should be possible to document any exposure, especially if there is a risk of cancer. As there are no specific requirements for how records are kept, many companies lack good enough routines to handle this.
A well-maintained exposure register is an important tool for both the employee and the employer. It contributes to prevention, follow-up and documentation, especially because health damage often only becomes apparent many years after exposure. Digital HSE and chemical systems can help companies identify chemicals that are subject to registration, carry out the actual registration and ensure safe storage of the information.
