Purchasing a Safety Data Sheet (SDS) and chemical management software is a big step for any company, laboratory, or university, but how can clients ensure that their employees and staff members can best use the software? Also, how can employers make sure that they are following Occupational Safety and Health Act (OSHA) guidelines regarding SDS availability in the workplace? This guide discusses how companies will be able to make sure that their workers have real-time access to SDSs while working and on the production floor to increase safety and productivity.  

 

Purchase of a Digital SDS Management System 

 

OSHA states that employers must do the following when handling hazardous compounds:  

 

  • Having the proper chemical labeling on product containers. 
  • Supplying SDSs for all chemicals.  
  • Training employees to stay safe while working with hazardous chemicals and giving them the proper information regarding the chemicals they are working with.  
  • Creating and maintaining a written hazard communication program.  

 

Buying chemical management software makes it easier for companies and laboratories to follow OSHA guidelines. For example, digital SDS management systems provide their clients with all the SDSs they need for their current inventory. When organizations deal with hundreds and thousands of chemicals a day, having hard copies of SDSs may make it difficult for employees to satisfy their needs. Having an extensive amount of SDSs to organize, update, and sift through can quickly become a problem and can hinder employees from seeking out SDSs, putting their safety at risk. Although relying on hard copies is not a realistic standard for workers, they are imperative during times when internet access is low or a power outage, and the digital SDS system cannot be used.  

 

Digital SDS management systems can successfully supplement current practices used by companies, laboratories, and universities when used properly. To ensure that staff members have real-time access to SDSs while working or while being on the production floor, having a digital SDS management system can eliminate the possibility of inaccessibility of SDSs. By having digital and immediate access to SDSs, workers will no longer have to worry about going through literal hundreds of SDSs or trying to find a specific SDS PDF on a shared drive. Access to critical information is key in preventing accidents and making sure that chemicals are handled safely and efficiently. Additionally, having quick access to SDSs can make experiments and synthesis of materials go by quicker by reducing the time it takes to go through SDSs physically.  

 

1) Implementing QR codes or Barcodes  

When storing chemicals, it is necessary to store them in the appropriate materials and environments suitable for their characteristics. For example, alcohols that are commonly used in industrial and laboratory settings, such as ethanol, are highly flammable. To properly store ethanol, the approved volume of ethanol must be kept in an approved container for flammable liquids, away from sources of electricity or heat, in a well-ventilated area, and away from strong oxidizers, acids, bases, and certain flammable solids like metal oxides. However, if an employee is unaware of these properties of ethanol, they could make a mistake like keeping ethanol near an outlet and next to hydrogen peroxide, leading to a devastating explosion.  

 

A solution to preventing accidents at the workplace is using QR codes or barcodes that are synced to each chemical’s SDS. This might look like placing a QR code on a container of sulfuric acid that takes users to its SDS, which has been supplied to the company by the SDS management software purchased by the employer. At CloudSDS, we make personalized QR codes and barcodes for our clients and all the compounds in their inventory to make accessing a particular SDS easy. If a user has a mobile device, scanner, or tablet, they will be able to access the SDS from a quick QR code or barcode scan. 

 

 

2) Availability of Kiosks or Tablets

In workplaces where it is not easy to get access to one’s phone due to workwear, potential contamination, or time constraints, having kiosks and tablets throughout the workplace and work floor can substantially increase SDS usage and accessibility. For example, let’s say a certain workplace has QR codes for their chemicals, but the chemicals are stored underground. A worker had a spill while experimenting but cannot remember how to dispose of the spilled chemical safely. The worker also does not want to abandon the workstation to go downstairs to scan the QR code of the chemical’s main container because they are worried that leaving it might be a hazard and do not want to put any of their coworkers at risk. They also did not have their phone on them, preventing them from searching up the SDS on it. In this scenario, having access to a kiosk or tablet that is near their workspace can provide the worker with access to the chemical’s SDS easily.  

 

Having a kiosk or tablet in the workspace can only be helpful if they are set up with the tools staff need to do their jobs effectively. These devices should always be connected to the SDS management system that they are using so employees can have continual SDS access. Moreover, any devices used for this purpose should be password-free and without extensive authentication to provide immediate access to information. Kiosks and tablets should be able to withstand industrial use through being weather and impact resistant. Lastly, keeping these devices clean is important to prevent cross-contamination or the spread of a hazard. Ultimately, having a kiosk or tablet for SDS access can be a game-changer.  

 

3) Having Offline SDS Options  

During periods when internet access is unavailable, having a backup option is critical to prevent any accidents or additional emergencies. Therefore, keeping hard copies of all the chemicals within one’s inventory is still important even if an SDS management software is used. Another offline SDS option is to have PDFs of the SDSs downloaded on a laptop, so they are still accessible without being connected to the internet. If downloading all of them is not feasible, the most critical SDSs should be downloaded. What to do in cases where the digital SDSs cannot be reached should be communicated throughout the work team to avoid any confusion.  

 

4) The Importance of Training and Audits  

Workers in an industrial, research, and educational setting should be aware of the risks of working with chemicals and be properly trained to work with the materials they are using. Unfortunately, the majority of chemicals need to be taken precautions when being used, which highlights the importance of understanding what an SDS is and what information it provides. SDSs provide not only characteristics of the compound, but also handling and storing information, potential effects to the human body if exposed, and even disposal guidelines to prevent ecological issues. Therefore, it should be made clear to workers that if they have any questions regarding handling and storing, properties of the compound, disposal, or even potential symptoms if the chemical is ingested or inhaled, they should check the corresponding SDS first.  

 

Work staff should always know where SDSs are kept and how to access them to prevent any accidents from occurring. For example, if an SDS management software is used, employees should know how to gain access to an SDS from the software on their personal device, work devices, and at a kiosk or tablet if available. However, workers should also be aware of where the hard copies of SDSs are for emergencies or when the internet is down. The OHSA also recommends having a designated individual for managing SDSs and being the point person for questions regarding SDSs. Having a person that workers can go to for information can reduce any misunderstandings and improve employees’ experiences with SDSs and SDS management software. This individual should also initiate routine audits to make sure that all SDSs, even the printed versions, are up to date, that all points of access are working, and that employees can demonstrate how to access an SDS and what to do during emergencies.  

 

Conclusion 

Following OHSA guidelines on SDSs availability and providing real-time access to workers in the workspace does not have to be a challenge. Utilizing an SDS and chemical management system, like CloudSDS, can make SDSs accessible to employees and improve their experience at work. Regardless of whether a workplace decides to use an SDS or chemical management software, ensuring that all workers have real-time access to SDSs and other safety measures is nonnegotiable.