For any firm that handles or produces hazardous chemicals, providing access to current and relevant safety data sheets (SDS) is extremely important. Software that simplifies the SDS management process as a whole is therefore required. It facilitates immediate sharing of important information and is helpful during employee training. Most importantly, it ensures that your facility complies with rules that emphasize proper hazard communication.
The lack of proper hazard communication may lead to workplace accidents. Moreover, many organizations still don’t understand the need for it. According to the Bureau of Labor Statistics (BLS), 5,486 fatal work injuries were reported in the US in 2022. Additionally, it represents a 5.7% rise from 5,190 in 2021. It is unmistakably a sign of inadequate worker training and poor workplace safety management.
According to OSHA’s Hazard Communication standard, each employee must have access to accurate hazard information around them. Therefore, employers must provide easy access to all the relevant SDS so that workers are familiar with the dangers. With safety data sheet management software, this task is easier and less time-consuming.
Facilities need a robust SDS management system and this blog will explain why. So, continue reading.
What is a Safety Data Sheet Management Software?
This type of software is a digital solution designed to streamline the handling, storage, and retrieval of Safety Data Sheets. The SDS contains important information about hazardous chemicals that should be available to each employee. With this software facilities get a centralized repository for storing SDSs, making it easier for businesses to manage and access critical safety information.
An advanced SDS management software typically includes some amazing features that each facility requires to ensure effective chemical safety management. For instance, tasks like SDS authoring, labeling, distribution, revision tracking, and regulatory compliance management won’t need extra effort. Above all, it introduces automation, which is perfect for time management and streamlines the entire workflow.
Which Features Safety Data Sheet Management Software must have?
Facilities require advanced Safety Data Sheet management software to stay compliant with federal laws. After all, this type of software may work like a comprehensive support and address almost all of the pain points. Below we have highlighted a few of them. So, take a look.
1) Easy SDS Search:
Each day employees at chemical manufacturing firms or laboratories work around chemicals. Using the toxic substances among them requires some useful information and proper training. Employees also need to have access to a system that eliminates the problems associated with SDS search. Because of this, the software needs to have a search function that allows users to search SDS by only entering the chemical names. Most importantly, it has a filter that enables personalized searches. In the list of which features SDS management software must have, this should be highlighted.
2) SDS Authoring:
With the procurement of a new substance, facilities require creating new SDS. With this software, the task of creating a new SDS or maintaining the existing one is simple and also possible. The task of creating the new SDS is also required to follow the federal regulations. That’s why the software must include this feature to improve workflows.
3) Easy Translation of SDS:
Facilities must never miss the opportunity of easy translation of the documents in any specific language. This software must also include a translator to provide proper translation of the files. This is required to maintain accessibility in multiple locations with just a quick translation.
4) Quick Updates:
Employers need to share quick and relevant updates with the workers. This helps them with appropriate hazard communication. With the right Safety Data Sheet management software it’s possible. After all, it comes with a feature that makes keeping the update possible which manufacturers release. Moreover, it also helps keep and maintain an updated repository. Thus, users only get relevant and real-time information.
5) Compliance Management:
The ideal software must have features that should assist organizations in complying with regulatory requirements. Therefore, it must provide help with label generation, regulatory reporting, and documentation of safety training. Moreover, it also should be a perfect platform that employees can use to receive training.
6) Integration Capabilities:
A robust software should be open to appropriate integration to boost its capacity. Therefore, integrating the software with other systems used by the organization should not cause any trouble. For instance, it must be compatible with chemical inventory management software or enterprise resource planning (ERP) systems. This way, agencies can streamline data sharing and workflows. So, choose software that’s compatible with other required systems to help manage effective chemical safety management.
7) Handling Supplier Service:
Record keeping at a chemical manufacturing firm is not just limited to staying updated about the chemicals. The facilities must also keep track of all suppliers in proper order. Moreover, the changes in the record must also be mentioned with the specific information. Advanced software allows the creation of groups for the suppliers based on region.
Why does your Facility Need Safety Data Sheet Management Software?
Of course, to keep your employees alert about all the hazards around them, this software will assist. OSHA imposes severe penalties for noncompliance, so failing to properly communicate hazards could land you in hot water. The agency recently found a few workplace safety problems at an Alabama-based company while conducting one of its surveys there. OSHA proposed $116,000 in penalty. However, with the help of safety Data Sheet Management software, the task will be simpler. The following points will explain how software of this type can help facilities and why it is worth buying. So, continue exploring.
1) Improved Safety:
If you know how SDS management software works and keep your facility safe you will understand its importance. This advanced software can be the best platform to store all information and confidential data. It centralizes and organizes the SDSs and gives quick access to critical safety information for employees. Moreover, using this, critical tasks like hazard identification and risk assessment are no longer troubles. Thus facilities can maintain better safety protocols and ensure accident prevention.
2) Saves Time and Money:
This software automates manual tasks associated with SDS handling and that’s a time-saving feature. Therefore, companies won’t need to spend hours only updating and distributing documents. Moreover, the advanced platform includes all the real-time changes. Besides, it also reduces the time spent searching for the data and eliminates the need for physical storage space, resulting in cost savings.
3) Improved Efficiency:
Managing and tracking documents is tedious if done without the help of technology. That’s why agencies need software that provides a centralized repository for all SDSs. This tool makes it easier to manage and track all the important documents. Moreover, it streamlines communication and collaboration between various departments, and suppliers appropriately. Thus facilities can expect improvement in overall efficiency. That’s how the how SDS management software works and helps.
4) Reducing Risks:
The purpose behind sharing the safety data sheets is to circulate the required information with the employers. However, ensuring all the employees have access to up-to-date SDSs is not possible without taking help of software. But with this software facilities can share required hazard information with all their employees. Thus it helps mitigate the risk of chemical accidents and exposures. Also for proactive risk management, it offers chemical inventory tracking and emergency response planning.
5) Scalability and Flexibility:
With time facilities grow along with their requirements and with employees. The advanced software of this type never hampers company growth. After all, it can accommodate the needs of businesses of all sizes, from small enterprises to large corporations. With this software facilities also enjoy various types of flexibility. For instance, it enables businesses to select cloud-based or on-premises solutions according to their needs and preferences.
6) Improved Data Security:
Not every piece of data kept in the repository can be shared with everyone. As a result, facilities must guarantee To prevent unwanted access or manipulation of sensitive SDS data, the software offers secure storage and access controls.
Problems Faced without Safety Data Sheet Management Software
The need for this software in each stage of chemical safety management is important. Due to the lack of advanced software, an organization may face many troubles. How come? The following points will explain, so take a look.
1) Data Disorganization:
Manually handling Safety Data Sheets (SDSs) can result in scattered and disorganized data. Additionally, it may be challenging for employees to find the relevant safety information when they need it. This may create confusion and also facilities may have to face penalties for not following HAZCOM standards.
2) Time Consuming:
Of course, manual handling of the documents and details related to chemicals and their hazards is tedious. After all, it lacks automation, and searching the documents will also require spending more time. Facilities would need to set aside time for updating the records, time that could have been better spent on other crucial duties.
3) Inaccurate Information:
Version control and some incorrect tracking systems are missing when there is no software. Consequently, there is a greater chance that workers will obtain out-of-date or inaccurate SDSs. Additionally, it results in giving the workers inaccurate information due to which they may face workplace hazards.
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