Every Software Solutions
FAQ SDS Indexing

FAQ SDS Indexing

by | Aug 4, 2023 | digitalization

Faq automatic indexing SDS

The automatic SDS indexing service provides you with a truly comprehensive archive of indexed SDSs.

In this article we answer some of the most common questions about digitalization automatic SDSs made using ChemParser.

 

SDS Automatic Indexing - FAQ - SDS FullService
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How many SDSs do we make available to you?

All of them! How do we do it? Simple, we index your SDSs.

We use your SDSs, without drawing from one of our pre-existing databases by going, if you wish, to check on your behalf for the availability of any updates. Your SDSs will be shared only with your enabled users, maintaining the confidentiality of your data, processes and assessments.

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What does it mean that we use your SDSs?

We start from the SDSs you received and automatically index them.

We create your corporate database of SDSs related to products purchased and delivered by your suppliers, index them automatically, and make them available to you with the extracted data for research and analysis.

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What is automatic indexing?

It consists of transferring information from SDS PDFs into a structured digital repository. To do this the data must be recognized, interpreted and normalized.

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What should SDSs look like?

SDSs can be:

  • in PDF, drafted with any authoring software
  • in all major languages (over 32 languages supported).
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    What does it mean that the data is normalized?

    The data extracted from your SDSs are codified, where necessary, according to the CLP/GHS tables.

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    Do you recognize the pictograms?

    Pictograms are identified through special methodologies of image recognition, and are also encoded when the SDS does not specify the relevant CLP/GHS code.

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    What if the SDS refers to a mixture?

    Automatic SDS indexing is capable of digitalize both substance and mixture SDSs. In the latter case all the data of the substances that make up the mixture are also interpreted and extracted and are structured as "details" of the SDS of the mixture, as such they are searchable, analyzable and monitorable just like the other substances.

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    When are SDS data extraction rules implemented?

    The implementation of extraction rules is continuous. In fact, indexing of SDSs is done by ChemParser, which is an intelligent system that implements new rules as it processes SDSs written on new formats.

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    What data is automatically extracted?

    Below is a table of extracted data by section. 

    What data is automatically extracted from the Safety Data Sheets (SDS)?

    Below is a table of "standard" data extracted by section. Additional information can be extracted based on specific requests made by client companies.

    ;

    Section 1

    Identification

     

    • Name of the substance or mixture (trade name, mixture name)
    • Date of revision
    • Language
    • Product Type (Substance/Mix)
    • Name of manufacturer
    • UFI Code
    • Relevant and discouraged uses
    ;

    Section 2

    Hazard Identification

     

    • CLP Classification/Category
    • Pictograms 
    • Warning
    • H phrases (hazard statements)
    • P phrases (cautionary advice)
    ;

    Section 3

    Composition / Component information

    • Substance name/designation
    • CAS number, EC number, Index, REACH registration number
    • CLP Classification/Category
    • H phrases (hazard statements)
    • Concentration ranges (Range %)
    • M factor
    • Notes

     

    Download the Indexing Service White Paper!
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    Dematerialization, Digitization, Digitalization and Digital Transformation.

    Dematerialization, Digitization, Digitalization and Digital Transformation.

    by | Mar 23, 2023 | digitalization

    Dematerialization, Digitization, Digitalization and Digital Transformation: A Compass for Orientation

    Dematerialization, digitization, digitalization and digital transformation. How to get your bearings - insights from Roberto Di Martino Every SWS

    We are clearly in an era of "digital revolution," which is rapidly changing the way we work, interact and live our lives. This metamorphosis has generated a range of terminologies that are sometimes misunderstood and confused with one another.

    I have been involved in Digital Transformation for some time, and I often find that certain terms, which have a definite meaning, are used interchangeably, almost as if they were synonyms.

    Definitions such as Dematerialization, Digitization, Digitalization, and Digital Transformation are frequently used as casually as possible and without us dwelling on their real meaning. The result: misunderstandings and unfulfilled expectations.

    Let's see if some clarity is possible.

    Dematerialization

    It is aimed ateliminating the need for physical media to store, manage and transmit information. This reduces the need for physical space, production and/or transmission costs, and environmental impact.

    The conversion of paper documents by "image" scanning, which produces a digital copy of them (for example: "raster" PDF or JPG files), immediately comes to mind. But this is just one example, as Dematerialization can be applied in many other contexts, effectively extending to any process that intends to eliminate the need for tangible media.

    For example, in the case of audio, Dematerialization may be the transfer from physical media such as magnetic tapes or vinyl to digital formats such as MP3, AAC or WAV files, which can be stored, managed and transmitted electronically. In the case of video, it may refer to the replacement of media such as VHS tapes with digital formats such as MP4, AVI or MKV files. Even in these cases, Dematerialization involves the ability to store, manage and transmit video through electronic media.

    It should be noted that Dematerialization activity can occur at various stages of the information management process. It can be at the origin, whereby the creation of physical media is completely avoided, thus achieving the greatest benefit in terms of efficiency, savings and minimization of environmental impact. But it can also occur at later stages, such as when the initial producer of the information sends it on a physical medium and the recipient dematerializes it, for example by scanning a paper document with the aim of obtaining a digital copy that can be stored or transferred more easily. Conversely, one sometimes encounters "high inefficiency" processes, in which a document is received digitally, printed by the recipient to write a manual note on it, and then scanned and stored digitally and finally ... destroyed. It goes without saying that such processes cause unnecessary labor, cost, environmental impact and waste--completely avoidable by simply optimizing the process through proper use of digital technologies.

    Digitization

    It concerns the conversion of analog information into digital information. In practice, it is not limited to the removal of material media but deals with the transformation of content into digital format. This contemplates the conversion of text, images, audio and video into digital data that can be processed, stored and transmitted electronically in a better way than described above. An example of Digitization is the scanning of a paper document apt to create a digital version of it, somewhat as described in the case of Dematerialization, but applying during the scanning also an OCR (Optical Character Recognition) or ICR (Intelligent Character Recognition) process, which extracts the text by interpreting its graphical representation and generates a PDF file "with text." The content thus becomes copyable and searchable, but it is not really processable with evolved processes because no rules are applied to classify and structure the data and information. Digitization is applied in processes where content is given in analog format on material media and it is sufficient to have a digital copy, without proceeding with processes of digitalization.

    Digitalization

    While Digitization is limited to the conversion of data from analog to digital, Digitalization goes further, classifying digital information (however obtained) to assign it a semantics that makes it informatically processable. For example, certain information is extracted and classified from a document, such as document type, author, title, date, body of text, as well as other specific data that may be of interest for later processing. The transformation of digital information into Metadata (achieved by classifying, organizing, and structuring it) enables improved or changed processes, business models, and interactions. Digitalization creates new business opportunities and optimizes existing resources through the integration of digital technologies and solutions, such as automation, digital signatures, artificial intelligence, big data, and IoT (Internet-of-Things).

    Digital Transformation

    Instead, Digital Transformation involves a radical change in an organization's approach and strategies. It is a renewal process that involves revising processes, skills, business models and technologies in order to create new ways of operating and generating value. Digital Transformation goes beyond the simple adoption of new technologies, as it also involves a cultural change within the organization.

    It is important to emphasize that Digital Transformation is a transitional path. While it involves a radical change in an organization's approach and strategies, it can be applied gradually. This means that companies can progressively introduce new technologies, processes, and skills to adapt to the challenges and opportunities that emerge during the transformation journey. This scalable approach enables organizations to better manage the risks and investments associated with Digital Transformation and avoid facing too drastic or rapid changes that could create internal problems or turbulence.

     

    In conclusion, although the terms Dematerialization, Digitization, Digitalization, and Digital Transformation may sound similar, each represents a distinct aspect of everyone's journey toward an increasingly digital world. Dematerialization eliminates the need for physical media, Digitization converts analog information into a digital format, Digitalization classifies and structures digital information in a way that enables process improvement through its processing, and Digital Transformation enables the redefinition of business strategies and the creation of new business models by taking advantage of the opportunities offered by digital technologies and requires a major shift in organizational strategy and culture.

    Understanding these differences is critical for companies and individuals seeking to adapt and thrive in the digital age. Each process plays an important role in shaping our future, and together these concepts form the basis for continued development and innovation in technology, business and, ultimately, the very way we live.

     

    Roberto Di Martino

    Every Software Solutions

    CEO & Solutions Manager

     

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    Guiding the path of an SDS in the company

    Guiding the path of an SDS in the company

    by | Jan 4, 2023 | Management Safety Data Sheets

    Guiding the in-house path of an SDS: the approval workflow

    For the purpose of chemical risk assessment, it is necessary to guide the path of SDS in the company - SDS FullService

    The SDS (Safety Data Sheets), the documents containing the information required by the European REACH regulation on the hazardousness of chemical substances and mixtures, are delivered along the supply chain in support of the chemical products purchased.

    In order to be able to carry out a proper chemical risk assessment and make complete and correct information available to end users, the SDSs received must be included in a process consisting of activities aimed at verifying,using, and sometimesenriching the data that are extracted from the SDSs. The approval process promotes and advances the SDSs in the workflow along with the collection of metadata that are managed at various stages of the process.

    The planned activities require specific professional figures, sometimes from outside the company, to perform.

    Guiding this process is therefore a priority, both because it is critical to define who and when is called upon to perform a given task and because activities must be fully defined and monitored.

    With Share-SDS Drive the path taken by SDS in the company can be guided through the configuration of an approval workflow.

    The workflow consists of a set of rules prepared for the purpose of coordinating the flow of activities that make up the entire process and is configured precisely to the specific business needs of each client.

    Assuming that the needs of companies can differ widely, the basic ingredients of a workflow are:

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    Roles

    The roles correspond to the professional figures that each workflow involves. They can be either internal to the company or external (e.g., Loader, Validator, Regulatory Advisor, Competent Physician, Laboratory Manager, HSE Manager, etc.).

    3

    Activities

    The activities correspond to the tasks to be performed by each professional figure on each SDS (e.g., receiving and loading into the system, verifying regulatory compliance, enriching the metadata accompanying the SDS both chemical and business, disseminating to the company)

    3

    Actions

    The actions correspond to the alternatives that each professional figure has, once the assigned tasks are completed. For example, an SDS can be accepted if it meets the requirements, be rejected if it presents criticalities, or be subject to specific treatment determined by the company.

    Thanks to the workflow configuration, Share-SDS Drive allows different types of processes to be defined to tailor to the customer, defining one or more flows for the management of receiving SDSs for a new product (including R&D), receiving the update of an SDS already in the company, validation, approval from a central HSE body, receiving and approving from the 'H&S plant (where present), and finally widespread distribution to end users.

    Example of a low-complexity workflow:

    Example of a low-complexity SDS workflow from Share SDS Drive - SDS Fullservice

    Once a workflow is configured, the company can coordinate the management of all SDSs and the enhancement of accompanying metadata from when they arrive at the company to when they are distributed to workers.

    In addition to tracking, setting up a workflow via Share-SDS Drive allows you to know the processing status of each SDS by monitoring:

      • Which professionals worked on the document and metadata,
      • What activities were carried out (detailed on all metadata),
      • At what time the activities were carried out ,
      • What actions the activities have generated.

    Functionality is also provided to verify the enhancement of all metadata throughout the entire pathway, allowing each activity performed on the document to be traced back.

    The correct use of workflow features, combined with the ability to access the SDS according to different levels of authorization, is the basis for defining a selective view of the Safety Data Sheets.

    In this scenario, each professional figure, depending on his or her role, will be able to be authorized to act on the document he or she is responsible for at the time it is needed. A user in the role of Validator will, for example, be able to see the SDS throughout the entire path; the Competent Doctor will be able to see the SDS only after it has been uploaded and validated; read-only enabled users, such as Department Heads and Workers, will see the SDS only at the end of the approval path provided by the company.

     

    Learn how you can configure a Workflow to guide the path of an SDS in your company!

    A path to learning through concrete examples and cases

    Download the White Paper of the SDS Approval Workflow for more information, insights, and practical examples!

    (Available only in Italian)

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    Our team is here to help you manage SDSs and keep track of hazardous substances!

    Digital transformation and green processes

    Digital transformation and green processes

    by | Nov 7, 2022 | digitalization, Sustainability

    Digital transformation and green processes: staples of growth

    Every Software Solutions' digital innovation is focused on health, safety and the environment with sustainability in mind

    28/10/2022 – Il Sole 24 Ore

    Today there is a lot of talk about Digital transformation of business processes to achieve productivity, competitiveness and growth goals, and there is a realization that the only possible growth can take place in compliance with sustainability principles. Compliance with environmental, social and governance criteria, the so-called ESG factors, direct the capital of investment communities, European funding and consumer choices more than ever before. Planning for sustainable business development has never been more important for a company's reputation, development and profits.

    In terms of environmental sustainability, one of the most urgent goals defined by the UN 2030 Agenda is Goal 12, which aims for the environmentally sound management of chemicals and wastes in order to significantly reduce their release into the air, water and soil and minimize their negative impact on human health and the environment. Same goal is at the heart of the European Green Deal, which adopted the EU Strategy on Chemicals for Sustainability to reduce and phase out hazardous substances for a toxic-free environment.

    Digital transformation and green processes - SDS FullService from Every SWS

    Every SWS

    Sustainable development is important for the company's reputation and profits

    Primary objective and, in fact, in line with European chemical regulations and health, safety and environmental regulations, with which all companies involved in the chain of purchasing, production and use of chemicals already have to comply.

    Those responsible for these areas (HSE), R&D departments and those involved in Sustainability reporting well know how complex it is to manage the enormous amount of chemical data and ever-changing regulations that must be taken into account to ensure compliance with standards, industry constraints and customer specifications. It is clear that implementing a corporate policy of compliance and environmental sustainability means being able to take advantage of effective management tools and, above all, being able to rely on digitalized and structured data to make correct and informed decisions and to obtain indices and measurements (KPIs) necessary for the reporting process.

    Every Software Solutions takes care of the digitalization of the Safety Data Sheets and the countless chemical information that must circulate efficiently in the company and along the Supply Chain. Every Software Solutions addresses these issues with a completely innovative digital methodology to support companies in every step of the compliance and chemical sustainability process. SDSFullService is the suite of solutions and services dedicated to these issues and can be viewed at the website www.sds-fullservice.com

    Contact us!

    Our team is here to help you manage SDSs and keep track of hazardous substances!

    digitalization and Sustainability

    digitalization and Sustainability

    by | Nov 7, 2021 | digitalization, Management Safety Data Sheets, Sustainability

    digitalization and Sustainability

    12/05/2021 – Il Sole 24 Ore

    Imagine having to search for important information - vital to the security, for the sustainability and for business-detecting names and codes among thousands and thousands of pages, opening one by one hundreds of PDFs stored in network folders.

    Imagine that you have to jot down this information manually, transcribing it or doing thousands, tens of thousands, of "copy/paste" between PDFs and a spreadsheet.

    Imagine that as you do this work, some of the documents you are working on are replaced because you receive updated versions.

    Imagine having to cross-check the data in those documents against some lists, regulations and specifications. Imagine that this process never ends--because in the meantime some of the documents have been replaced and some of the regulations have changed.

    It sounds impossible... but such a process exists, is present in virtually every company, of every industry and size, and is concerned with managing information about the hazardous chemicals the company uses.

    This information comes with specific documents, the SDS (Safety Data Sheets), which suppliers usually send to their customers as PDF documents. Each document consists of many pages, at least a dozen, but sometimes many more, and each company has to manage hundreds and sometimes thousands (depending on the type and size of the company).

    digitalization and sustainability with SDS FullService from Every SWS.

    Digital Transformation: a bridge to the future

    SDSs are used both to assess Chemical Risk, to determine Sustainability Indices, to check compliance with current Health, Safety and Environmental regulations , and to confirm to customers compliance with their Specifications regarding proscribed chemicals.

    For Every Software Solutions, digitalization data is the lever to meet the challenges of Sustainability, Health, Safety and Environment

    Every Software Solutions, which specializes in Cloud services concerning the management of processes based on digitalization business documents, to create efficiency in this context proposes Share-SDS Drive, a Solution that starts from a premise: transforming the information contained in SDSs into DIGITAL DATA, which can be processed using IT tools. Thus making them archivable, searchable and comparable with otherwise impossible automatisms.

    To make this Solution efficient, Every Software Solutions has solved one of the main barriers that anyone who has approached this process manually has faced: the time it takes to digitalize this information.

    The timeliness of the process is achieved through a service assisted by technology-unique data extraction from SDSs. These activities are handled by ChemParser, a company of which Every Software Solutions is a co-founder. This service makes it possible to drastically reduce the time of digitalization of the information, as well as the costs and inevitable errors that are made when this activity is done manually, thus making it possible to obtain a wealth of information and data analysis that would otherwise be impossible.

    Share-SDS Drive is used by companies in every industry (e.g., Industrial, Chemical, Pharmaceutical, Fashion) and of all sizes. 

    Contact us!

    Our team is here to help you manage SDSs and keep track of hazardous substances!