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How to Address the Digital Transformation of the SDS Management Process.

How to Address the Digital Transformation of the SDS Management Process.

How to Address the Digital Transformation of the Safety Data Sheet Management Process

Challenges, Opportunities and Essential Steps

How to deal with digitalization of the SDS management process - SDS-FullService from Every SWS

Digitalization of data and processes has become essential for companies in every industry. When dealing with hazardous chemicals, Safety Data Sheet (SDS) management becomes a crucial element for worker safety, regulatory compliance and environmental protection.

Many companies still operate with cumbersome and disorganized processes for managing SDS, but the digital transformation of this process offers tremendous opportunities to improve operational efficiency and business security.

In this article, we will explore how to approach a project at digitalization of the SDS management process, examining the tangible benefits, common challenges and essential steps to follow. We will discover how digitalization not only simplifies the flow of information, but can also spur innovation and promote business sustainability. It is time to embrace a new perspective on digitalization processes, because what was once difficult to digitalize is now no longer difficult, and the achievable results can make a real difference.

The Benefits

1. Centralized and up-to-date management of SDSs and elimination of dispersion

Having a single repository where to receive, store, and manage the SDSs of the entire company makes it possible to keep track of these documents normally scattered among various company departments and allows them to be updated efficiently on an ongoing basis. It often happens that SDSs are held in various offices that keep copies without sharing them with other business functions. This leads to the generation of unnecessary duplicates, prevents the proper circulation of information and the efficient distribution of updates. Some companies that have undertaken the process of digitalization of SDSs have seen the number of documents decrease by as much as a third after the assessment project and subsequent cleaning.

2. Simple Sharing and Dissemination of SDSs 

Centralizing the SDS repository also facilitates information sharing among different departments and business teams. All authorized users can access the latest versions of SDSs quickly and conveniently, ensuring a consistent and up-to-date flow of information.

3. Resource Optimization

Automation of processes reduces operational costs, enabling better allocation of human resources. This allows them to focus on higher-level activities such as data analysis, preventive measure planning, and staff training.

4. Increased Control of Hazardous Chemicals.

The company can more effectively monitor and assess potential hazards, making informed decisions for the safety of personnel and the environment and implementing appropriate preventive measures.

5. Increased Regulatory Compliance

A digital SDS management system facilitates monitoring and enforcement of current regulations. The ability to maintain traceability and history of actions taken enables companies to demonstrate compliance during inspections and audits. For example, the archive of obsolete SDSs or discontinued products to be maintained for at least 10 years can validate the presence of certain information in the company during a particular period, demonstrating actions taken over time.

6. Improvement of Commercial Compliance 

Efficient control of hazardous chemicals in the company enables it to respond adequately to stakeholder requests regarding risk management and compliance with industry and/or private protocols.

7. Quick and Easy Search for Information in Case of Emergency

All operational personnel can immediately search for and retrieve the information needed to address a hazardous situation, enabling a timely and effective response. SDSs contain safety information and instructions for hazardous chemicals that should be consulted immediately in the event of an accident.

8. Stimulation of Innovation and Opportunities Related to Sustainability

More efficient management of hazardous chemicals makes it easier to adopt safer and sustainable alternatives, contributing to overall corporate responsibility. It also enables verifiability and measurability of progress.

Implementation strategies

The many benefits of digitalization of the SDS management process can be achieved by addressing and overcoming certain challenges that bring with them fruitful opportunities for growth and improvement.

Here are some tips on how to approach the project effectively.

The digitalization of the SDS management process: challenges and opportunities - SDS-FullService from Every SWS

1. Resource Management

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Select a scalable and modular technical solution that fits the company's needs and resources

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Break down the process of digitalization into steps: focusing on one step at a time helps avoid overload and better manage available resources

2. Technical Skills

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Collaborate with vendors who offer technical support, training and consulting

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To facilitate the overall success of the project, the solution provider must be able to work closely with the relevant IT staff

3. Budget Management

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Demonstrating the value of digitalization to decision makers, clearly highlighting risks and benefits, can help obtain the necessary financial support

4. Inter-Departmental Accountability.

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because the information contained in SDSs is useful to many business functions, it is critical to identify the department responsible for the project

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in some contexts it is preferable for top management to sponsor the project

Essential steps

Let us now take a look at the key steps to address a path to digitalization of the SDS management process.

The essential steps for digitalize the SDS- SDS- FullService management process of Every SWS.

Organizing the Input of SDSs.

Establish a structured system to receive and record SDSs in an organized manner.

The process of receiving SDSs is crucial to the whole project at digitalization and is unfortunately often ungoverned and unstructured.

It is very important not to underestimate this first step that initiates the entire SDS journey in the company.

Indexing SDSs

Develop an extraction and indexing process to homogenize the data contained in SDSs and make them easily accessible and searchable, ensuring the correct classification of chemicals and associated hazards.

The extraction and digitalization of the data contained in SDSs should be approached with specialized automated tools as, if done manually, it has many disadvantages such as:

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relevant work time

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resources devoted to repetitive and unskilled work

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difficulty in reading the contents of SDSs, which have different formats depending on the manufacturer

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Lack of uniformity in data compilation by different operators

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possibility of transcription errors

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difficulty in continuously updating data

Archiving SDSs.

Collect SDSs in a single, up-to-date and controlled system to ensure that SDSs can be accessed and consulted by all relevant personnel.

Searching for documents and information contained in the centralized repository should be simple and clear for each figure involved, without over-information, but always in compliance with regulations. For example, for some business figures, the distribution of a simplified SDS can be considered.

Automating Specific Processes

Once the main processes are organized, one can move on to implement a workflow for the processes of validation, approval, and distribution of SDSs, with steps that can involve both internal and external roles within the company.

It is essential that theSDS repository be accessible according to an efficient and structured authorization system that allows for the necessary security of information, but at the same time is able to make SDS available to all workers, as mandated by the regulations.

Monitoring of MRSLs

The digitalization of data contained in SDSs can make it possible to automate a system of continuous comparison of hazardous chemicals in the company with reference MRSL (Manufacturing Restricted Substances List) lists.

To be able to do this, it is essential that the chosen solution includes management of public, private and/or industry MRSLs of interest to the company, cross-referencing them with data in the SDS archive.

Conclusions

The management of Safety Data Sheets For companies that deal with hazardous chemicals, it is a crucial element for safety, compliance, and business efficiency. The digital transformation of this process offers tangible benefits, including increased regulatory and commercial compliance, faster response to emergencies, and optimized use of resources.

However, this transformation is not without its challenges, including resource and budget management, technical expertise, and interdepartmental accountability. It is critical to demonstrate the value of digitalization to decision makers, highlighting the economic, environmental and social benefits, as well as the risks associated with poor SDS management.

What makes this transformation even more exciting is the potential offered by the new technologies available today, such as the spread of Internet connections and mobile devices, Cloud solutions and, more recently, Artificial Intelligence (AI) tools. These technologies generate a significant competitive advantage for those who adopt them. Indeed, they allow for simplification and significant savings in time and resources, as well as unprecedented access to vast amounts of information.

It is crucial to grasp a new perspective on digitalization processes such as SDS management. What seemed difficult to digitalizable and structure a few years ago can now become a driver of excellence. With the right approach and the right technologies, it is possible to transform SDS management and unlock its full potential.

 

Stefania Agiato

Every Software Solutions

digitalize SDS management process can be a driver of excellence for the company with SDS FullService from Every SWS

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

FAQ SDS Indexing

FAQ SDS Indexing

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

     

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

    Dematerialization, Digitization, Digitalization and Digital Transformation.

    Dematerialization, Digitization, Digitalization and Digital Transformation.

    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

     

    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

    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

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

    digitalization and Sustainability

    digitalization and 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. 

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

    The management of the SDS archive.

    The management of the SDS archive.

    The management of the SDS archive.

    digitalize, reorganize and optimize the circulation of documents in the company

    Cosmetic Technology – 2019

    Eduardo Affinito – Every Software Solutions

    Summary

    Safety Data Sheets (SDSs) are the primary source by which hazard and management information on substances and mixtures is conveyed throughout the supply chain. In the face of ever-changing regulations, and consequently a constantly updating body of data, companies often find it difficult to properly find, consult and evaluate SDSs of chemicals in their companies. In some cases, the difficulties encountered may be caused by the failure of raw material suppliers to submit documents (either as first submissions or as systematic submissions of subsequent revisions) and the lack of effective checking of different versions of the same SDS, in many cases scattered among company locations or departments.
    Presented below are the results of an analysis of key data regarding SDSs of substances and mixtures conducted in-house in a company with a real presence in the market, in order to demonstrate how digital management of these documents can simplify and optimize the circulation and use of unambiguous, up-to-date and correct information.

    The digitalization of documents with SDS FullService

    Introduction

    Over the years of operation, companies in general, and so do cosmetic companies, receive numerous Safety Data Sheets (SDSs) from their suppliers regarding the chemicals and mixtures that are purchased. In accordance with the legislation governing SDSs (Regulation (EC) No. 1906/2007 (1)), they are provided, either on paper or in electronic form, by the time the substance or mixture covered by the SDS is supplied. Thereafter, SDSs are revised (i) as soon as new information becomes available that may affect risk management measures or new information on hazards; (ii) when an authorization has been granted or denied; (iii) when a restriction has been imposed (1); and, in addition to these cases provided for in the regulation, whenever the supplier deems it appropriate to transmit updated versions, making appropriate changes.

    In the risk assessment required under Legislative Decree No. 81 of April 9, 2008 (National Unified Workplace Health and Safety Standards), the employer shall preliminarily determine the possible presence of hazardous chemical agents in the workplace and shall also assess the risks to the safety and health of workers arising from the presence of such agents, taking into consideration, in particular (and among other elements): a) their hazardous properties; b) the health and safety information communicated by the supplier through the relevant SDS.

    In addition, under the TUSL, employers shall ensure that workers or their representatives have access to any SDS made available by the supplier (2). Similarly, Regulation (EC) No. 1907/2006 requires employers to make SDSs (or information documents where an SDS is not mandatory) of substances and mixtures available to all workers who use them or may be exposed to them in the course of their work (1).

    In this framework, where it is easy to glimpse a wide movement of documents in a hopefully increasingly information-rich and up-to-date version, proper and accurate archiving is surely the starting point for any organizational process the company intends to set up.

    In addition, with the arrival of new versions it would be necessary to have them immediately available so as to ascertain what elements have been changed and how they affect the assessments prepared in the company. However, previous SDSs should not be deleted, as it may be necessary to prove that one was in possession, at some time, of the previous version. Under the current regulations (1), each actor shall assemble all the information it needs to fulfill its obligations under the regulations and ensure its availability for a period of time of at least 10 years after it last manufactured, imported, supplied or used the substance or mixture, thus also in case of discontinuation of use of a particular product.

    The filing of SDSs "on their own"

    Initially, a large proportion of companies organize by creating a folder on a disk in the company's computer network, accessible by authorized personnel, where documents (usually in PDF format) are stored as they are transmitted by suppliers.

    As time goes on, the number of documents available increases and it can become increasingly difficult to store them in a useful and unambiguously understandable way, as well as to find them. Recognizing files using name alone becomes virtually impossible, as each vendor uses a different nomenclature standard; therefore, attempts are made to make up for this by dividing SDSs into several network folders, but these soon begin to proliferate. In the most frequent cases, a folder is created for each vendor, in order to divide the mass of documents into many small, better manageable pieces.

    It is not uncommon to find companies that, for production use of a few hundred products that come with an SDS, have a hundred network folders containing a couple of thousand documents.

    In some cases, the company chooses to organize itself by equipping each production department or plant with only the SDSs within its competence (a concept that is in principle correct, not least to avoid the overinformation caused by anyone's indiscriminate access to information not within their competence or interest). In doing so, the matter is further complicated. Indeed, it is usual for PDF documents to be allocated in several folders, so when a new version of an SDS arrives, it should be distributed in several subfolders. Or, again, in cases where different versions relating to different languages of the same SDS are transmitted to the company (imagine the case of a distributor of raw materials who does not carry out rebranding work, who will resell the product in different markets, and who receives from its supplier different versions of the same document, marked with different names or dates), which contribute to the multiplication of archived documents and, likewise, to confusion.

    In addition, the various delivery practices adopted by the various suppliers mean that any organizational procedure is further articulated: sometimes SDSs are delivered to the purchasing department, sometimes to the company'sH&S (Prevention and Protection Service Manager), and sometimes they are delivered with the goods and then received directly at the various plants. Many companies have tried to improve their ability to manage this complexity by, for example, compiling Excel sheets containing characteristic product data and, in the most virtuous cases, a link to the document stored in the appropriate folder. But even this method is complex to manage and, in most cases, you lose control of it in a short time.

    In the medium term, the result is more or less always the same: the company finds itself managing many more documents than it should or could, and different people are likely to access outdated SDSs that have not been promptly updated in their own reference environment (computer or physical folder).

    In doing so, in a short time we end up with duplicate, outdated SDSs or different versions in the various company sites, giving rise to confusion and possible errors. Hence the need to have solutions that actually help, with centralized and unified management of the documents received and digital processing of the data they contain.

    Therefore, there is a need to implement a process that allows for the complete management of incoming SDSs in the company, including their receipt, content analysis, verification of the document's compliance with the requirements imposed by the regulations, highlighting of any hazard aspects that may have changed (and that could in some cases compromise the use of a given substance in the cosmetic sector), up to their use in production and the possible archiving of SDSs that are obsolete (because they have been replaced by a new version) or discontinued because they relate to products discontinued from production.

    To this end, it was deemed appropriate to conduct an experimental study, using appropriate computer aids, to highlight, by means of a snapshot, what is the common status of document management (and SDSs in particular) in a formulation company, in order to identify appropriate and adoptable strategies in work contexts.

    To continue reading and discover Materials, Methods and Results of the study conducted download the full article.

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