Creating a hazardous substances register – definition and instructions

19. August 2024 | Author: Emily Heinig | Reading time: 6 min

The Ordinance on Hazardous Substances requires every employer to keep a register of all hazardous substances existing in the company. This register provides information not only about a substance, its origin and nature but also about its use in the company. It is also an important part of hazard assessment.

In our free ebook, you can learn how to manage hazard assessment digitally with our software solution, iManSys. Enjoy reading!

What are hazardous substances?

In short: Hazardous substances are substances, mixtures or products with dangerous properties. Particular care must be taken when handling them, as they can cause acute or chronic health damage to humans. The high flammability and risk of explosion also pose a danger to the environment.

Advantages of a digital hazardous substances register

The use of hazardous substances register software should be well prepared and thought through in advance. In concrete terms, this means that those responsible should create an internal requirements catalogue listing all necessary functions and desired features. The more concretely the catalogue is formulated, the more precise the initially vague ideas of those responsible become. The most important advantages are:

• Sie und Ihre Mitarbeitenden erhalten notwendige Informationen, um sich im Arbeitsalltag vor Gefahren zu schützen.
• Sie identifizieren schnell und einfach Gefahrstoffe, die nicht mehr benötigt werden und aus dem Arbeitsumfeld entfernt werden können.
• Sie identifizieren schnell und einfach Gefahrstoffe, die im Rahmen der Ersatzstoffprüfung durch weniger gefährliche oder ungefährliche Substitute ersetzt werden können.
• Sie erfüllen Ihre Unternehmerpflicht und können dies jederzeit belegen. Damit vermeiden Sie das Risiko von Geld- oder Gefängnisstrafen oder eines Imageverlustes maßgeblich.

What a hazardous substances register software should be able to do

These five points show that hazardous substances register software is more than just listing information. Otherwise, a spreadsheet program would be perfectly sufficient.

In addition to the functionalities, there are also several technical framework conditions that you should take into account (excerpt):

1. Web-based solution approach for location- and time-independent access
2. Structured role and rights concept for the distribution of responsibilities
3. Mapping of locations and departments for clear assignment of tasks and information
4. Excel interface for quick integration of old data sets as well as export for further data processing
5. Workflow management for mapping release processes
6. Editor for the quick and easy creation of operating instructions
7. Link with measures management for the organisation and administration of, for example, safety data sheets, instructions or hazard assessments

The approval process, in particular, often takes a lot of time. Different people are involved here and have corresponding responsibilities. A possible process is as follows:

Safety expert

assess the risk and create operating instructions

Safety expert

check application

Safety expert

maintain hazardous substances register, joint storage, hazard assessment, measures

The advantage of this step-by-step process is the potential for automation. This means the successive work steps can be standardised with defined workflows and thus automated. The necessary information and tasks can be sent or delegated via the hazardous substances register software. Access to the system, regardless of location and time, ensures no unnecessary delays or work interruptions.

The automated workflow is just one example of the numerous advantages of digital hazardous substance management. The core idea is that a software solution makes all processes safer, simpler, and more effective.

Creating a hazardous substances register – how to proceed

Step 1: Collect all relevant substances used in your company.

The clear labelling of hazardous substances makes it easier for you. Look for the corresponding symbols or pictograms on the product label, such as the frequently occurring flame (GHS02) or the skull and bones (GHS06).

Furthermore, all other substances must be checked to see whether they need to be recorded as hazardous. This can include substances that are not directly physically dangerous but are directly harmful to the environment. Use the relevant safety data sheets from manufacturers and suppliers for your assessment.

Excursus Safety Data Sheets (SDS): A safety data sheet provides the entrepreneur with important information about the properties of the substance, its effect, its hazard potential, safe handling and measures for prevention and in dangerous situations. Those who market hazardous substances are obliged to prepare technically correct and complete safety data sheets. The employer must request these safety data sheets from the supplier or another source that can be obtained reasonably and make them available to the employees.

Step 2: Record the collected data in the software

A list of hazardous substances depends on its contents but, above all, on its clarity. In principle, the register must refer to the safety data sheets of the hazardous substances and contain at least the following information:

• the name of the hazardous substance
• the classification of the hazardous substance (e.g. H-phrases) and information on its dangerous properties
• information on the quantity ranges used in the company
• designation of the work areas in which employees are exposed to the hazardous substance

In addition, it is recommended to consider the following points:

• information about the manufacturer and supplier
• information about the storage location in the company
• information about the people who have access to the material

All carcinogenic, mutagenic and reprotoxic substances (CMR) are of particularly relevant, regardless of their quantity. Since they pose an exceptionally high risk, regular testing of substitute substances is required. It is also crucial to check whether these substances and mixtures are stored together. The storage of hazardous substances should therefore also be included in the directory.

Step 3: When do you have to update your hazardous substances register?

You are obliged to regularly check your hazardous substances register – as well as your hazard assessments – and update it if necessary, among other things, if

• new materials are used in the company,
• compositions of substance mixtures change and
• substances are used in other work areas.

Digital or on paper?

In most countries, the legislator leaves it up to you whether you create the hazardous substances register on paper or electronically. However, setting up and managing a comprehensive and legally compliant hazardous substances register that includes many hazardous substances is very time-consuming. If you want to save time and money, the compliance management solution iManSys is a good choice. Hazardous substances register software makes it possible to record, classify and organise hazardous substances quickly and easily without prior knowledge. In addition, the data sets can easily be considered in the hazard assessment.

In our free ebook, you can learn more about digital hazardous substances management and HSQE management with iManSys.