Chemical Register

Use the Chemical Register module to maintain a controlled list of chemicals, store key identification and SDS details, link each chemical to one or more hazard class records, and decide whether a hazardous chemical risk analysis is required.

The current configuration also supports SDS expiry tracking, a conditional risk-analysis section, linked follow-up actions, and a separate Hazard Class form that can be maintained from inside the main register.

What you can record

Each chemical register record can include:

• Chemical Name
• Common Name
• Chemical state
• CAS No
• UN Number
• Pack Size
• Number of Packs
• Amount
• Proportion of Hazardous Ingredients
• SDS URL
• SDS Expiry Date
• linked Hazard Class records
• whether Perform Risk Assessment?
• risk-analysis details when an assessment is required
• Comments
• linked Associated Actions

The main required fields in the base chemical form are:

• Chemical Name
• SDS Expiry Date

If Perform Risk Assessment? is set to Yes, the Hazardous Chemical Risk Analysis section becomes available and includes these required fields:

• Frequency and duration of use
• How used
• Quantities used (e.g. per shift)
• Used by (Occupation)
• Conclusion

Chemical workflow

The configured chemical workflow uses these statuses:

• Draft: the chemical has been started but is not yet active in the register
• Active: the chemical is live in the register
• Expired: the chemical's SDS expiry date has passed and the record needs attention
• Archived: the chemical is no longer active in the register

The normal progression is:

1. Create the chemical record in Draft.
2. Complete the core fields and use Mark as Active.
3. While the record is Active, maintain the SDS details, linked hazard classes, comments, and any associated actions.
4. When the SDS Expiry Date passes, the record can move to Expired.
5. Update the SDS information and use Update Expiry to return the record to Active.
6. Use Archive when the chemical should no longer be maintained as an active register entry.
7. If needed later, use Mark as Active from Archived.

Archived is configured as an archived workflow step, so archived records may be treated as inactive in normal working views while still remaining available for history.

Creating a chemical record

To create a new chemical record:

1. Open the Chemical Register module.
2. Create a new record.
3. Enter the core identity details, starting with Chemical Name.
4. Add any supporting reference details that apply, such as Common Name, CAS No, UN Number, Chemical state, pack information, and the Proportion of Hazardous Ingredients.
5. Add the SDS URL if you want users to open the safety data sheet directly from the record.
6. Set the required SDS Expiry Date.
7. Use Hazard Class to link existing hazard-class records or create new ones with Log New.
8. Decide whether Perform Risk Assessment? should be Yes or No.
9. If a risk assessment is required, complete the Hazardous Chemical Risk Analysis section.
10. Add any Comments or linked Associated Actions.
11. Use Mark as Active when the record is ready for normal use.

Hazard class records

The module includes a separate Hazard Class form that can be linked from the main chemical record.

Each hazard class record can capture:

• Hazard Class
• Hazard Category
• Signal Word
• Hazard Statement
• Hazard Symbol Title
• Hazard Symbol

All of these fields are required in the current configuration.

The hazard class workflow uses:

• Draft
• Active
• Archived

This lets teams maintain structured hazard-class information and then reuse it from chemical records, rather than rewriting the same class and statement details each time.

Hazardous chemical risk analysis

The Hazardous Chemical Risk Analysis section only appears when Perform Risk Assessment? is set to Yes.

This section is designed to capture how the chemical is used in practice, including:

• frequency and duration of use
• how the chemical is used
• quantities used
• the occupations or roles exposed
• the Nature of Hazard
• possible routes of exposure
• whether key controls are present and adequate
• whether monitoring is needed, present, and producing acceptable results
• other supporting control measures
• the overall Conclusion

The configured options show that this section is intended to support a practical control review, not just a simple classification record.

SDS expiry and notifications

SDS Expiry Date is a required field and a key control point in this module.

In the current configuration:

• an active chemical can move to Expired when its SDS expiry date has passed
• users can return an expired record to Active after updating the expiry information
• the module includes an SDS Expired notification

That notification is configured to send to the Chemical Register Monitors email group, which helps teams notice chemicals whose SDS information needs review.

Linked actions and comments

The module includes:

• Associated Actions: link or create follow-up work related to the chemical
• Comments: a running history-style field for notes and updates

This helps the chemical register act as more than a static list. It can also track the follow-up work and record history around each chemical entry.

Lists and tracking

The main chemical list is configured to surface key fields such as:

• workflow status
• Common Name
• Chemical Name
• SDS Expiry Date
• Perform Risk Assessment?
• Pack Size
• Number of Packs
• Amount
• attachments

The Hazard Class list is configured to show:

• Hazard Class
• Hazard Category
• Hazard Statement
• Hazard Symbol Title
• attachments

This makes it easier to scan what chemicals are active, what needs SDS attention, and what hazard-class information has already been structured for reuse.

Tips for maintaining a useful chemical register

• Use consistent Chemical Name values so people can find the right record quickly.
• Keep SDS Expiry Date current so expired SDS entries are easy to identify and correct.
• Use linked Hazard Class records instead of repeating the same hazard wording in free text wherever possible.
• Only set Perform Risk Assessment? to Yes when the extra analysis section is genuinely needed, so required risk-analysis data remains meaningful.
• Use Associated Actions for corrective work, review tasks, or follow-up controls rather than leaving those items only in comments.