Create and maintain a digital hazardous substances register

The key points of a hazardous substances register at a glance

The creation of a hazardous substance inventory is an essential component of occupational health and safety.

Relevant topics when handling hazardous substances also include
safety data sheets, operating instructions, and storage. Hazardous substance officers and safety specialists are generally responsible within companies.

• According to the Hazardous Substances Ordinance, every employer is obliged to maintain a
  list of all hazardous substances occurring in the company.
  The hazardous substances register is legally required in particular by the
  – Hazardous Substances Ordinance (GefStoffV §6, Para. 12)
  – in conjunction with the Technical Rule for Hazardous Substances (TRGS 400)
  for risk assessment.
• Among other things, written or digital access to the safety data sheet is mandatory (TRGS 555 §4, Para. 13)
• The following information must be recorded in the hazardous substances register: designation, classification, quantity, work areas (GefStoffV §6, Para. 12)

Software modules used

• Asset Management
• Task Management
• Reporting

Digital hazardous substances register in GS-Service

The best-practice procedure for the IT-supported creation and integration of a company hazardous substances register in GS-Service is structurally based on the so-called Globally Harmonized System (GHS) in the EU. Regulation (EC) No. 1272/2008 is also decisive here – it creates the link between hazard category, pictogram, signal word, hazard statements, and precautionary statements.

The following are therefore created as object classes in GS-Service:

• Operating material
• Hazard category
• Hazard statement/EU hazard statement
• Precautionary statement

Existing master data on hazardous substances can be imported from other systems as csv files, among others. When creating new objects (with hazardous substance name, keyword, classification code, manufacturer, etc.), the following can be done:

• Integrate safety data sheets (SDS),
• Generate references to the hazard category,
• Automatically create tasks, e.g., for the preparation of operating instructions,
• Create follow-up tasks for inspections.

Access to the digital hazardous substances register

The hazardous substances register in GS-Service is available in the application for office, warehouse, and workshop, as well as in your mobile application for any end devices (tablet/smartphone/
notebook).

In daily operations, employees can access information from the hazardous substances register via:

• GS Report Tools
• via the “fixed folder” for regular access
• via the “fixed” document folder with correct integration
• Access to HTML document (integrated into the intranet/browser search possible)

General advantages of a digital hazardous substances register

• Increased occupational safety through consistent real-time information
• Highest data consistency in documentation – increased data security and traceability
• Legal certainty and reduced liability risks
  
• Increased efficiency in administration and documentation – contribution to resource conservation: less paper, more efficient processes
• Better CSR/ESG reporting capability through digital traceability
• Reduced effort for preparation and follow-up