Managing SDS for products no longer in use

Archiving SDSs for products that are no longer in use is crucial for historical exposure analysis and compliance.

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Archiving Unused Product SDSs

You should move SDS for products that are no longer in use to SDS Library Archive

Maintaining SDS Records for a Decade Beyond Use

Adhering to regulatory mandates, it is essential to retain a copy of the Safety Data Sheets (SDS) for each product for a period of 10 years following the cessation of its use.

Bulk operation to Archive

For the efficient management of multiple SDS that require archiving, utilize the Bulk Operation feature.

How the SDS Archive works

Archiving Unused Product SDSs

Products that are no longer in use present a unique challenge; while they are not actively handled, the information pertaining to their safety, handling, and potential hazards remains significant, especially for historical exposure and regulatory compliance purposes.

Why Archive?

Archiving the SDSs for products no longer in active use serves several key purposes:

  • Regulatory Compliance: Even if a product is no longer in use, historical data may need to be accessed to comply with regulatory requirements or to respond to health and safety inquiries.
  • Safety Management: Should any question arise about past exposure to a chemical, archived SDSs provide a vital reference for health and safety officers, medical personnel, and regulatory bodies.
  • Efficient Information Management: Keeping your active SDS library streamlined and relevant improves the efficiency of safety information management. Archiving helps separate current data from historical data, making it easier to navigate and manage.
  • Archived SDS are excluded from the active Safety Data Sheets count, and SDS Manager only charges for active Safety Data Sheets currently in use.

How to Archive SDS and find SDS that has been archived

1.

Move SDS to Archive

To move a Safety Data Sheet to the SDS Library Archive, simply select the "Move to archive" option on the SDS

2.

Bulk operation to Archive

For the efficient management of multiple SDS that require archiving, utilize the Bulk Operation feature.

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3.

Removing an SDS from Your Library

To permanently remove a Safety Data Sheet (SDS) from your library, select the "Delete permanently" option. This action should be reserved for instances where an SDS was inadvertently added to your library or when you have established an alternative archiving solution that meets the 10-year archival requirement. Exercise this option with caution to ensure compliance and maintain the integrity of your SDS management system.

4.

Reversing an Archive Operation

Within the archive list, you have the ability to select "Undo Archive" for any Safety Data Sheet (SDS). This action will restore the SDS back to its original location in your library, effectively reversing the archiving process. This feature ensures flexibility in your SDS management, allowing for easy correction of any mistakenly archived documents.

5.

Automated Version Management and Archiving

Upon updating a Safety Data Sheet (SDS) to a more recent iteration, our system automatically relocates the former version to the archive. Within the Archive list, detailed information is readily available, showing the newer SDS version that supersedes the archived document, along with the specific date of this transition.

6.

Accessing Archived SDSs for Updated SDSs

Whenever a Safety Data Sheet (SDS) is updated and a newer version replaces an older one, the older version is seamlessly moved to the Archive for safekeeping. To access and view the archived version of the updated SDS, simply utilize the "Show replaced SDS" link provided.

7.

Search and Filtering in the SDS Archive

The integration of advanced search and filtering options simplifies the process of finding specific Safety Data Sheets within your SDS archive.

Other features you might like

Maintaining an Up-to-Date SDS Library

SDS Manager proactively searches thousands of supplier websites for SDS updates, alerting you of any new versions detected in your library.

Chemical Compliance Dashboard

Elevate your Safety Data Sheet (SDS) management with our comprehensive Chemical Compliance Dashboard.

Reconciliation feature

Keep your SDS library current by logging active products and archiving SDSs for items no longer in use.

Bulk operations

The bulk operation feature allows actions such as transferring, duplicating, archiving, and approving multiple SDSs simultaneously.

Have questions?

SDS archiving refers to the process of storing older or superseded versions of Safety Data Sheets in a designated archive section. This is done to ensure compliance with regulatory requirements and to maintain an organized and current library of active SDS documents.

Archiving SDS is crucial for several reasons:Archiving SDS is crucial for several reasons:

  • Regulatory Compliance: Many jurisdictions require the retention of SDS for a certain period, often up to 10 years, even after the product is no longer in use.
  • Historical Reference: Archived SDS can be referenced for information on past chemical handling practices and health and safety assessments.
  • Document Integrity: It helps keep the active SDS library current and manageable by moving outdated documents to the archive.

Yes, SDS Manager allows for the reversal of an archive operation. You can use the "Undo Archive" option within the archive list which will restore the SDS to its original location in your active library.

When an SDS is updated, the previous version is archived. To find an archived SDS related to a newer version, click the "Show replaced SDS" link. This allows for easy access to historical versions of an SDS.

The duration an SDS should remain in the archive varies by regulatory requirements, often recommended to be at least 10 years after the product's use has ended. However, it's wise to consult with legal or compliance experts in your jurisdiction or industry to ensure you meet all applicable requirements.

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