Keeping SDSs current: SDS updates and suppliers

When an SDS counts as expired

An SDS has no legal expiry date: the supplier must update it whenever new information becomes available. That is why the organisation sets how many years after the revision date an SDS counts as expired, and how many days ahead the warning comes. This is done under Settings, at SDS Expiry Period (1 to 5 years) and Early warning; only an admin can change it.

Chemspark reports it with the notifications 'SDS expires soon' and 'SDS expired', and in the Inventory with 'SDS expired'. Whether a newer version exists, only the supplier knows.

The SDS updates page

SDS updates shows the products whose SDS has expired, expires soon or has no date, grouped per supplier. Each product shows the SDS revision date, the term (Expired, Expires soon or No SDS date) and the request status. Filter by term and by request (Not requested yet, Pending, Declined), or search by product or supplier.

Requesting a new SDS

1. 1Click 'Request N SDSs' at the supplier, or 'Request SDS' for a single product.
2. 2Chemspark opens your own e-mail program with a ready-made letter to the supplier, listing the products, the date of the current version and the sender's name and organisation.
3. 3Send the e-mail from your own e-mail program.
4. 4The request is now 'Pending', with the date. If no answer comes for a long time, the row shows how many days have passed without a reply.
5. 5If the supplier will not send a new SDS, set the status to 'Declined'.

Chemspark does not send e-mails to suppliers itself. The status 'Pending' is recorded as soon as the e-mail program opens, not when the e-mail is actually sent. If the product list is too long for an e-mail link, the letter is placed on the clipboard to paste into the e-mail. If the e-mail address is missing, add it under Suppliers.

Receiving the new SDS

Click 'New SDS' at the product. The product page opens, ready to replace the SDS. Chemspark then shows what changes and which assessments, workplace cards and labels are affected. With a current revision date, the product leaves SDS updates by itself.

Still current

Sometimes the supplier says there is no newer version, for example by e-mail, by phone or on their website. Record that with 'Still current', or choose 'Still current' as the request status.

After confirming, the product leaves the list. The revision date stays the same; the expiry period counts from the confirmation, and the product returns to SDS updates on the date shown. Name and date go into the Logbook, and the product page shows 'Confirmed as still current on …'.

Chemspark does not check this itself: 'Still current' records that the supplier says the SDS is still valid. It is only possible for an SDS with a revision date.

Suppliers

• Suppliers lists every supplier of the organisation, shared by all locations, with e-mail address, phone number, the number of products and the SDSs to renew.
• When an SDS is uploaded, Chemspark links the product to the supplier in the SDS, or creates it.
• The e-mail address is where SDS requests are addressed.
• Filter on 'Only with SDSs to renew', 'Only without e-mail address' or 'Only without products'.
• Anyone can add or edit a supplier. Only an admin can delete one, and only when no product and no earlier SDS version is still linked to that supplier.