Chemical Register

Introduction

The Chemical Register module helps your organization maintain a detailed inventory of all chemicals used, stored, or handled. It is designed to support safety compliance by ensuring easy access to crucial information like Safety Data Sheets (SDS), hazard classifications, and risk assessments.

With this module, you can:

• Document comprehensive details for each chemical.
• Upload and manage Safety Data Sheets (SDS), including tracking their expiry dates.
• Define and link standardized hazard classifications.
• Perform and record risk assessments related to chemical use.
• Manage chemical records through their lifecycle (e.g., Draft, Active, Expired).
• Link follow-up actions for managing chemical-related risks.

Accessing and Navigating the Chemical Register

To begin, select "Chemical Register" from the main navigation panel (often indicated by a flask icon). This opens the main list view of all chemical records.

Understanding the List View

The list view displays key details for each chemical, such as:

• Status: Current state of the chemical record (e.g., Active, Expired).
• Chemical Name & Common Name: Identifiers for the chemical.
• SDS Expiry Date: Helps monitor the validity of the associated Safety Data Sheet.
• Location/Site: Where the chemical is stored or used.

You can typically customize the displayed columns and use standard search and filter functions (e.g., by status, site, or expiry date) to find specific records. Refer to general help guides on "Searching Records" and "Customising Column Headings" for more details.

Managing Chemical Records

Creating a New Chemical Record

1. Select "New Record" from the Chemical Register. The form will open in a "Draft" state.
2. Ensure the correct Hierarchy (e.g., Site, Department) is set.
3. Fill in the Chemical Details:
   • Chemical Name (Required): The official name.
   • CAS No / UN Number: Enter these standard chemical identifiers if applicable, for precise identification and regulatory purposes.
   • SDS URL: A direct link to an online SDS can be stored here.
   • SDS Expiry Date (Required): Crucial for ensuring SDS validity. The system may send notifications based on this date.
   • Perform Risk Assessment?: Selecting "Yes" indicates that a formal risk analysis is needed and will typically activate the "Hazardous Chemical Risk Analysis" section of the form.
4. Attachments: Upload the SDS file and other relevant documents in the 'Attachments' section.
5. Save or Submit:
   • "Save" to keep the record as a "Draft" for later completion.
   • "Submit" to finalize the record, usually moving it to an "Active" state.

Viewing and Editing Chemical Records

Open a record by clicking on it in the list view. If you have permissions and the record is in an editable state (like "Draft" or "Active"), select "Edit" to make changes, then save or resubmit.

Chemical Record Workflow

Chemical records progress through several statuses:

• Draft: The initial stage. Records are not yet finalized.
• Active: The chemical is in use, and its SDS is current.
• Expired: The SDS Expiry Date has passed. The system may automatically change the status from "Active" to "Expired". This often triggers notifications to relevant personnel. From this state, you can typically "Update Expiry" (with a new SDS and date) to return to "Active", or "Archive" the record.
• Archived: The chemical record is no longer active (e.g., chemical is no longer used) but is kept for historical data. Archived records can often be "Reactivated" if needed.

Workflow actions (e.g., "Submit", "Archive", "Update Expiry") are usually available as buttons on the form.

Copying a Chemical Record

A "Copy" function may be available to duplicate an existing chemical record. This is useful if the same chemical is used in multiple locations and requires distinct records, or to quickly create a new record based on an existing one.

Managing Hazard Class Information

For detailed hazard classification, you can link "Hazard Class" sub-records to a chemical entry. This helps in standardizing and accurately recording GHS (Globally Harmonized System) information.

• When editing a chemical record, use the "Log New" option in the "Hazard Class" field to create a new classification entry (specifying class, category, signal words, statements, and symbols).
• Alternatively, use "Select" to link an existing, predefined Hazard Class record. These "Hazard Class" records themselves have a simple lifecycle (Draft, Active, Archived).

Performing a Hazardous Chemical Risk Analysis

If "Perform Risk Assessment?" is set to "Yes" for a chemical, the "Hazardous Chemical Risk Analysis" section must be completed. This section guides you through documenting:

• Usage Details: How, how often, how long, and by whom the chemical is used.
• Nature of Hazard and Exposure Routes: The inherent dangers and how individuals might be exposed.
• Adequacy of Current Controls: Evaluate existing safety measures (e.g., ventilation, PPE, spill kits).
• Monitoring Needs: Determine if air or health surveillance is required and in place.
• Other Safety Measures: Document additional controls like emergency showers or evacuation plans.
• Conclusion: Summarize the risk level based on the analysis (e.g., "Risks significant but effectively controlled," "More detailed assessment required"). This conclusion helps prioritize further actions.

Linking Associated Actions and Adding Comments

Linking Actions

If the risk analysis or general use of a chemical identifies a need for follow-up tasks (e.g., "Implement new ventilation," "Review PPE usage"), you can link these directly from the chemical record to the Actions module. Use the "Log New" or "Select" options in the "Associated Actions" section.

Adding Comments

Use the "Comments" field to record notes, observations, or a history of changes related to the chemical record.

Automated Notifications

The Chemical Register system can send automated notifications. A common example is the SDS Expired Notification:

• Purpose: To alert relevant personnel when a Safety Data Sheet for an active chemical has passed its expiry date.
• Trigger: Typically, when a record's status changes to "Expired" due to the SDS Expiry Date.
• Recipients: Users in designated roles (e.g., "Chemical Register Monitors," Supervisors) usually receive these alerts.
• Content: The notification generally includes the chemical name, site, expiry date, and a direct link to the record for review and action.