Chemical management: How artificial intelligence (AI) affects substitution
Chemical substitution, replacing hazardous chemicals with less harmful alternatives, has long been an important tool for improving health, safety, and the environment. In the past, this work has been time-consuming and complex. Now, artificial intelligence (AI) is changing how companies in many industries work with chemicals and risk reduction.
Today’s challenges with substitution
Finding safer alternatives to existing chemicals is rarely straightforward. Companies often have to consider:
Hazard classification and health effects
Technical performance and function
Regulations and regulatory requirements
Availability in the supply chain
Traditionally, this has been done manually, by comparing safety data sheets (SDS), regulations, and internal experiences. The result can be lengthy processes, divergent assessments, and an increased risk of errors. This, in turn, can delay the introduction of safer chemicals and make it more difficult to meet HSE and sustainability requirements.
KI as support in substitution
Artificial intelligence makes it possible to work more systematically and data-driven with chemical substitution. Instead of relying on manual searches and individual assessments, AI can analyse large amounts of chemical data in a short time and provide structured suggestions for alternatives. This can contribute to a better overview, more consistent assessments, and faster decision-making processes.
Although AI can provide valuable analyses and recommendations, the results must always be evaluated by qualified professionals. AI is a decision support tool and not a substitute for chemical, HSE, or regulatory expertise.
Faster identification of safer alternatives
With the help of AI, companies can quickly analyse large amounts of SDS data and other chemical information. The system can suggest substances or products with lower hazard levels, similar functionality, and better regulatory status.
This is particularly useful when regulations change or when there is a need for rapid transition to safer solutions.
Automated assessment of hazards and risks
AI can help interpret complex data, classify hazards, and calculate risk levels in a more standardised way. This reduces differences in assessments between departments and projects.
In addition, KI can reveal incomplete or outdated information, enabling the business to identify where updates or professional reviews are needed.
Better control of regulations – nationally and internationally
Many companies operate in several countries or have to comply with both local and international requirements. AI-based solutions can monitor regulatory changes and automatically check whether chemicals and proposed alternatives comply with current requirements.
This reduces the risk of unintentional regulatory violations and supports a more proactive approach to chemical management.
Support for sustainability and ESG work
KI can also be used to compare environmental properties such as degradability, ecotoxicity, emissions, and life cycle impact. This provides a better basis for decision-making for companies that work systematically with sustainability, environmental reporting, and ESG requirements.
Artificial intelligence is simplifying and improving the work of chemical substitution. For companies that want to reduce risk, improve the working environment, and be better equipped for future requirements, AI-based solutions can be an important step forward. When used correctly, artificial intelligence can contribute to safer chemical use, better compliance with regulations, and more sustainable choices – across industries and national borders.
Clear and accurate labelling of chemicals is a fundamental prerequisite for a safe working environment. CLP labelling plays a key role in communicating chemical hazards in a standardised and easily understandable way.
What is CLP labelling?
CLP stands for Classification, Labelling and Packaging and is the EU’s regulation for the classification, labelling, and packaging of chemicals. The regulation is based on the UN’s Globally Harmonized System of Classification and Labelling of Chemicals (GHS), with the aim of ensuring that workers and users receive clear, unambiguous information about chemical hazards.
Although CLP is an EU regulation, its principles are largely harmonised with regulations in many other parts of the world. This makes CLP labelling relevant also for companies that operate internationally or use chemicals supplied from other markets.
You can find more information about the CLP Regulation, also known as the CLP Regulation, at ECHA.
CLP labelling is more than just a formal requirement. It can also help to:
Protecting employees from health hazards
Prevent accidents and misuse
Ensure compliance with HSE and working environment requirements
Creating safer workplaces across industries
When the information on the label is accurate, up-to-date, and easy to understand, it becomes easier for everyone to handle chemicals safely.
What does a CLP label contain?
A CLP label should provide the user with all the information necessary for the safe handling of the substance or mixture. A complete label includes, among other things:
Supplier information: Name, address, and telephone number of the supplier. From July 1, 2026, suppliers must be established in the EU/EEA.
Product identification: Clear name or identifier that makes it clear which substance or mixture the label applies to.
Nominal quantity: Quantity of contents, when the product is intended for the general public and this is not stated elsewhere on the packaging.
Hazard information: This may include hazard symbols (pictograms), hazard signal words, hazard and safety statements, and any additional information required by other regulations.
CLP also sets requirements for the size, design, and placement of the label. It must be securely attached, easily visible, legible, and durable throughout the product’s lifetime. In some cases, such as very small containers, there are limited exceptions where not all information can be included. In such cases, certain elements may be omitted, but this must be done in accordance with the regulations.
CLP hazard symbols
Hazard symbols, also known as hazard pictograms, provide immediate visual information about the hazards posed by a chemical. Under CLP, there are nine different pictograms covering, among other things:
Health hazard
Chronic health hazard
Flammable substances
Corrosive chemicals
Acute toxicity
Gas under pressure
Environmental hazard
Explosive
Oxidising substances
The correct use of hazard symbols is crucial for employees to be able to quickly identify risks, especially in environments where many chemicals are used in parallel. The symbols must always correspond to the classification of the substance and the most serious hazards.
Incorrect or inadequate labelling can lead to safety risks, regulatory non-compliance, and, in the worst case, serious incidents.
Classification and labelling according to CLP is a key part of systematic HSE work in companies that handle chemicals. Correct CLP labelling helps ensure that hazards are understood quickly and correctly, and provides employees with the necessary basis for the safe use, storage, and handling of chemical substances and mixtures. At the same time, the regulations set clear requirements for the content, design, and updating of labels. Changes in classifications, language requirements, and compliance with SDS mean that chemical labelling can be demanding to manage over time. Nevertheless, the consequences of errors or omissions are often far greater than the effort required to do it right.
10 reasons why chemical inventory should be on the HSE agenda
Chemicals are a natural part of everyday working life in many businesses, but a chemical inventory are often underestimated in day-to-day HSE work. That is why we have compiled ten reasons why a chemical inventory should be given higher priority on the HSE agenda.
1. Get a complete overview of chemicals in your business
A robust chemical inventory provides a comprehensive and structured overview of all chemicals in use, where they are located, and how they are handled. This makes it easier to identify products that are no longer in use, chemicals with overlapping functions, or substances that create unnecessary risks. Such an overview is also crucial for planning, purchasing, and safe storage of chemical products.
2. Complies with legal requirements
Many countries have strict requirements for companies that use hazardous chemicals, typically anchored in occupational health and safety legislation and supporting regulations. One common requirement is maintaining an up-to-date and accessible chemical inventory, ensuring that the latest versions of safety data sheets (SDS) are readily available.
3. Strengthens internal control and documentation
The chemical inventory is a key part of the internal control system. When the company documents which chemicals are used, the hazards they pose, and the measures that have been implemented, a clear overview is created. This gives management a better basis for following up on HSE work and ensures that the company works more systematically with chemical management.
4. Ensures adequate training of employees
Employees who work with chemicals on a daily basis must have access to accurate and up-to-date information. The chemical inventory makes it possible to actively use SDS, see hazard classifications and recommended protective measures in training and practical work. When safety information is easily accessible, the risk of misuse and misunderstandings is reduced.
5. Reduces the risk of injuries and accidents
Access to updated information on health hazards, first aid, and proper handling increases safety in daily work. Many chemical accidents are caused by lack of knowledge, improper storage, or incorrect use of protective equipment. A well-maintained chemical inventory helps prevent such incidents and can reduce both health hazards and material damage.
6. Better risk assessments
The chemical inventory provides necessary information about exposure hazards, reactions, storage requirements, and risk reduction measures. This makes risk assessments more accurate and provides a better basis for choosing the right protective measures, working methods, and technical solutions. A comprehensive chemical inventory also makes it possible to monitor the development of risk over time.
7. Better preparedness for accidents and emergencies
In the event of spills, leaks, fires, or other undesirable incidents, time-critical information is crucial. The chemical inventory provides immediate access to information about first aid measures, extinguishing methods, measures in the event of accidental spills, and special handling requirements. This enables employees and emergency services to deal with the situation more quickly and effectively.
8. Simplifies substitution work
Some regulations require companies to consider less hazardous alternatives wherever possible. An electronic chemical inventory makes it easier to identify high-risk substances and compare alternatives. This makes substitution efforts more targeted and contributes to a safer working environment.
9. Streamlines operational management
A chemical inventory can save time by providing easy access to documentation and automatic updates of safety data sheets. It reduces the need for manual routines and improves workflow between departments. A more efficient workflow can lead to financial savings over time.
10. Strengthens the safety culture
When a company prioritises overview, accessible information, and clear procedures, it sends a clear signal that safety is taken seriously. An ideal chemical inventory makes it easier for employees to take ownership of HSE work and creates a culture where safe chemical handling is a natural part of the working day.
The list makes it clear that the chemical inventory is a more important HSE tool than many people may realise. When a company prioritises keeping its chemical inventory up to date and accessible, it can contribute to increased safety and quality in the workplace. That is why the chemical inventory belongs on the HSE agenda – every single day.
Chemical management system: What to consider when choosing a new system
Time to get control of the chemicals in your workplace? A chemical management system can make everyday work easier and safer, but with many solutions on the market, it can be challenging to know which one to choose.
That is why we have created an overview of factors you should consider before investing in a new system for your organisation.
Easily accessible and user-friendly
A chemical management system should be easy to find, understand, and use for all employees. Whether you are an HSE manager, supervisor, or end user of chemicals, the system must be adaptable to different roles, tasks, and areas of responsibility. The easier the system is to use in practice, the greater the chance that it will actually be used.
Questions you can ask:
Does the system support different devices (e.g., PC, mobile phone, tablet)?
Is it possible to customise user access based on roles and departments?
Is offline support available in cases where it may be relevant (e.g., field and offshore work)?
Automated processes
The system should support automated processes and contribute to less manual work. Examples include automatic updates of safety data sheets (SDS) when the supplier publishes new versions, or notifications when risk assessments are approaching their expiration date. When such processes flow seamlessly between links, the risk of errors is reduced. Instead, processes become more efficient and data quality improves.
Questions you can ask:
Which processes are handled automatically in the system (e.g., safety data sheets updates)?
Does the system use new tools such as AI and machine learning to streamline chemical management (e.g., automatic interpretation of data)?
Does the system notify when work needs to be done (e.g., revision of risk assessment, substitution that needs to be done, planned work that requires exposure registration)?
Can the system be connected to our AD/SSO so that users and access management are created and maintained automatically?
Aligned with relevant legislation
Companies must comply with both national and international regulations, including frameworks such as REACH and CLP. A robust chemical management system should therefore be adaptable and enable clear, efficient documentation of compliance across different jurisdictions.
In some countries, there is also a specific requirement to record employee exposure to hazardous substances. For example, in Norway, employers may be required to maintain an exposure register if workers handle particularly hazardous chemicals.
Questions you can ask:
Has the supplier developed the system in accordance with local laws and regulations?
Does the system have reporting possibilities needed for documentation requirements?
Is it easy to export documentation for use in control and supervision?
Migrate data to new system
When a company transitions to a new chemical management system, there is often a lot of valuable information that needs to be transferred from old solutions. A successful migration is crucial to ensure that important documentation is not lost and that you do not have to start from scratch. It may be wise to find out whether the supplier offers assistance with data migration and how the process is handled in practice. The system should be able to import existing data in a structured manner, so that the company can quickly get started with a complete overview and retain its history.
Questions you can ask:
Can you get help migrate existing data into the system?
How long does the migration process take, and what is required of the company?
What types of data can be imported (e.g., SDS, risk assessments, exposure registers)?
Access to training and support
Getting to grips with a new system can be time-consuming. To get the most value out of the solution, it is a good idea to check whether the supplier offers support to help you get started. A proper onboarding can be crucial to ensure that the system is actually used effectively.
Questions you can ask:
Are user manuals, demos, training videos, or other training materials available?
Is it possible to get advice and support along the way if needed?
Is support available in a language I can understand?
Secure data storage
For some companies, the contents of a chemical inventory may contain sensitive information, such as chemicals used in production or research projects. In addition, data stored in an exposure register may be considered health information and is therefore subject to strict privacy requirements. For many, it is a great advantage that the system supplier offers data storage in Norway, so that they can be confident that the information is handled in accordance with strict Norwegian laws and GDPR.
It is also important to consider how data is actually stored and secured, both during normal operation and in the event of a problem. Factors such as encryption, access control, and audit trails can be crucial in this regard.
Questions you can ask:
Where is the data physically stored (in EU/EEA, or outside of Europe)?
What are the backup and recovery procedures if something goes wrong?
Are there audit trails showing who has had access to the data and when?
How is personal data handled (e.g. exposure registration data)?
Clear reporting and documentation
During internal controls, inspections, or other audits, it is important that the necessary documentation can be retrieved quickly and easily. A flexible reporting system allows you to generate customised reports based on your own key figures and needs.
Questions you can ask:
What ready-made report templates are included (e.g., risk assessments, substance overviews)?
In which formats can reports be exported (e.g., Excel, PDF, CSV)?
Is it possible to schedule and send reports automatically at fixed times?
Favorable pricing models
When evaluating a chemical management system, it is wise to look closely at how the pricing model is structured. Some suppliers charge per user, per module, others per safety data sheet, and some combine several. This can have a significant impact on the total cost, especially if the company has many employees who need access, but only a few who actively administer the system.
Questions you can ask:
How is the system priced (e.g., per user, per module, per safety data sheet, or a combination)?
Are there different agreement levels with varying degrees of support and functionality?
Can you add or remove users yourself, and how does this affect the cost?
Possibility of scaling and customisation
A chemical management system should be able to grow with the organisation, both in terms of the number of users, departments, industries, and geographic locations. It should be easy to set up common standards, but at the same time allow for local adaptation. The option of multilingualism and support for different national regulations is a major advantage for companies that operate internationally.
Questions you can ask:
Can roles and access management be set up at multiple levels (e.g., group, department, project-based)?
Is the system designed for international growth (e.g., access to a global substance database, safety data sheets in multiple languages)?
Can the company itself create risk assessment templates, labels, and reports?
Are there any technical or licensing restrictions that one should be aware of?
The most important thing is to spend time finding a chemical management system that actually suits your organisation. Once a system has been chosen, it can be both time-consuming and resource-intensive to transfer data and retrain employees. Making the right choice from the outset will therefore save time, money, and potential frustration, while also contributing to a safer and more efficient working environment.
Perhaps you are considering changing your chemical management system, but are unsure how demanding it really is. How does the process work in practice, what is required of you, and what happens to your existing data? Here we show you step-by-step how a migration to Workplace Safety is carried out, and how smoothly it can go.
1. Export data from existing system
The first step in a migration is to extract the data from your current chemical management system. This can include safety data sheets (SDS), chemical lists and storage information.
Factors that can affect the process:
Organisation size: Larger businesses with many departments often have more complex structures to consider.
Amount of data: The number of chemicals and associated SDS to be transferred can vary greatly. For example, we have assisted customers in transferring hundreds of SDS, but also up to 80,000 SDS.
The quality of existing data: A clean and up-to-date system makes exports more efficient, while incomplete or outdated records may require extra work.
Own involvement: The better the company’s own overview, the faster the process can be completed.
A good and thorough export lays the foundation for a fast migration. That is why it is important to ensure that all relevant content is included and that a structure is created that makes it easy to import the data further into Workplace Safety.
We have standard processes for carrying out migrations with quality checks of data points, ensuring that there is minimal work for our customers. If you need help, we are happy to assist you, from data migration and chemical mapping to finished chemical inventory and setup in Workplace Safety.
2. Import data to Workplace Safety
Once the data is extracted from your current system, it is imported into Workplace Safety. With automated processes, this is done safely and efficiently.
If you already have an up-to-date and tidy chemical inventory, we will make sure this setup is transferred to Workplace Safety. If your current system has not been updated for a while, this is a good opportunity to clean it up: remove irrelevant chemicals, add missing information and make sure all SDSs are up to date. For example, outdated SDSs can be updated automatically if they exist in the global database, while SDSs that only exist in PDF format can be digitised and imported.
To ensure the quality of the data imported, the data undergoes both automated quality assurance processes and manual verification in the form of regular checks along the way. This is how we ensure that you get a complete and correct chemical inventory, with you to Workplace Safety.
We cannot guarantee that absolutely all data will be transferred automatically. Some manual work must always be expected to ensure that all information is transferred correctly.
3. Optimise and customise
Once the data has been moved over to Workplace Safety, the next step is to customise the system so that it provides the most value in everyday life. This may involve:
Organise the chemical inventory : Structure the content in a way that suits your business, e.g. by department, location or application. A well-organised chemical inventory makes it easy to find information quickly, which can be crucial in both daily operations and emergencies.
Customise user access: Not all employees need the same level of access. An HSE manager may need full insight and editing capabilities, while an operator may only need to see the SDS for the chemicals they work with. The right distribution of roles ensures both overview and data security.
To set up a risk assessment plan: Identify hazardous chemicals and prioritise the order in which they should be risk assessed.
Set up notification routines: Map and automate the recording of exposure to hazardous and exposure registerable chemicals.
Train your employees: The system is most effective when those who will be using it know its functions. This creates confidence and ensures that everyone knows where to find the right information when they need it.
Changing your chemical management system can seem like a daunting task, but Workplace Safety makes the transition easy. Our experts can guide you through the entire process, from start to finish, ensuring you are well supported before, during and after the migration. We customise the migration to you and your needs.
