Chemical Inventory: What it is and its requirements
A chemical inventory is a legally required overview of hazardous chemicals and a central part of a company’s health and safety (HSE) management. The inventory provides employees with quick access to safety data sheets (SDS), risk assessments and information on safe handling in line with current regulations. Here you will find a clear explanation of what a chemical inventory is, the legal requirements that apply in Europe, and how to get started.
What is a chemical inventory?
A chemical is considered hazardous if it is classified under European legislation as posing a health hazard, physical hazard or environmental hazard. A chemical inventory is a collection of necessary information about hazardous chemicals in the workplace, including safety data sheets.
The purpose of a chemical inventory is to make it easy for employees to find relevant information for safe and efficient handling of chemicals. The safety data sheets provide guidance on both preventive measures – such as the use of protective equipment, correct storage and handling routines – and reactive measures in the event of accidents, such as spills, fires or exposure to chemicals. In this way, the chemical inventory serves as a practical tool both in day-to-day HSE work and in emergency situations.
A chemical inventory is mandatory for companies that handle hazardous chemicals. The requirements are based on regulations from the European chemical legislation REACH and the CLP Regulation.
What should a chemical inventory contain?
As a minimum, the chemical inventory must contain:
Chemical overview with names, classification, hazard symbols and updated SDS for hazardous chemicals
Information sheets for non-classified chemicals in the workplace, such as pharmaceuticals, welding fumes and other process-generated chemicals
Both the employer and the employee have certain responsibilities, but it is the employer who is primarily responsible for creating and maintaining the chemical inventory.
The employee’s responsibility:
Use personal protective equipment in accordance with the information in the chemical inventory and the SDS
Familiarise themselves with the contents of the SDS before using new chemicals
Follow instructions for storage, labelling and disposal of hazardous substances
Participate actively in risk assessments where required
Help prevent accidents by reporting hazardous conditions or near misses
Ensure safe handling to protect themselves and their colleagues
The employer’s responsibility:
Identify and maintain an overview of the chemicals used in the business
Carry out risk assessments when using hazardous chemicals
Ensure that SDS are available in the language needed and updated in accordance with current legislation
Update the chemical inventory when new chemicals are introduced or when regulations change
Ensure substitution of hazardous chemicals where possible (replace with less hazardous alternatives)
Verify that employees have access to and understand the information in the chemical inventory
Implement necessary protective measures based on the SDS
Ensure regular review and revision of the chemical inventory
Common challenges
Lack of quality control of SDS
For many companies, keeping their chemical inventory up to date is a challenge. Data sheets or chemical overviews may be out of date, resulting in incorrect or incomplete information. This weakens HSE work and can lead to both orders and fines from the authorities.
Difficult to find information
In the past, it was a requirement that the chemical inventory should be on paper. Many companies still use physical binders, which results in a lot of manual work. Regardless of the format, the MSDS can contain large amounts of information that can be difficult to navigate without good routines and adequate training.
Benefits of a digital chemical inventory
A digital chemical inventory can make day-to-day work easier for those responsible for chemical management. When all safety data sheets and risk assessments are gathered in one system, there is no need to search through binders or separate folders. It also becomes easier to add new products when they are purchased and to remove or archive chemicals that are no longer in use.
Many digital solutions provide notifications when a safety data sheet has been updated by the supplier, making it easier for the companies to keep information aligned with the latest available version. Search functions and filtering options make it quicker to find the correct product and the relevant protective measures. In addition, employees can access the chemical inventory via mobile phone or tablet while working on site, which can be helpful when information is needed quickly.
A digital chemical inventory does not in itself ensure effective health and safety performance, but it can support a more organised, consistent and systematic approach to managing chemicals in the workplace.
Get started with a digital chemical inventory
An effective chemical inventory starts with clear procedures for purchasing and systematic HSE work, as described in the company’s management system. Ensure that roles and responsibilities are clearly defined so that the chemical management system is followed up and maintained.
Map the chemicals: Get an overview of all chemicals present in the workplace
Build structure: Organise your chemical inventory to reflect how and where chemicals are stored
Enter information: Register the chemicals and retrieve approved safety data sheets, preferably through an easy-to-use chemical management system (such as Workplace Safety)
Make the information accessible: Make sure that all employees who handle chemicals have easy access to the chemical inventory
Keep your inventory up to date: Add new chemicals when purchasing, and archive products you no longer use
An up-to-date chemical inventory gives your company control over the chemicals it uses and is a legal requirement to prevent damage to health and the environment. With a digital and automated chemical system, it is easier to ensure that the information is always up-to-date, correct and accessible.
Did you know that all hazardous chemicals must have a safety data sheet? A safety data sheet can be the difference between control and chaos if an accident occurs. Find out what a safety data sheet is, why it is so important, and common challenges for businesses.
What is a safety data sheet (SDS)?
A Safety Data Sheet (SDS) is a document (digital or hard copy) that provides an overview of how chemicals should be handled, used and stored. All SDSs follow a standard 16-point layout so that the information is easy to find, no matter what chemical you are working with.
All companies that manufacture, import, distribute or use hazardous chemicals must have access to up-to-date safety data sheets. This requirement applies both to suppliers and to employers who handle chemicals as part of their daily operations.
Examples of sectors where SDS are required:
Agriculture and aquaculture
Automotive and mechanical engineering
Cleaning and facilities management
Construction and civil engineering
Healthcare
Industrial manufacturing
Laboratory and research
Painting and surface treatment
What is the difference between a safety data sheet and a chemical inventory?
A safety data sheet applies to one specific chemical. It describes the hazards associated with the substance, how it should be handled and used safely, and what to do in the event of spills, fire or other incidents.
A chemical inventory is a complete overview of all hazardous chemicals within a business. It contains all the safety data sheets and enables employees to quickly find the information they need.
In short: A safety data sheet provides detailed information about one chemical. A chemical inventory brings together all the safety data sheets used within the organisation in one place.
Why do we need safety data sheets?
SDSs are needed to handle chemicals safely, protect employees from health hazards and describe procedures for first aid, fire and spills. Not only that, but updated SDSs are required by law through REACH and CLP, and are an important part of a company’s health, safety and environment (HSE) work.
Examples of situations where SDS is needed:
When receiving new chemicals in the workplace: When a new chemical is introduced into the organisation, the SDS must be reviewed to assess risks, the need for personal protective equipment (PPE), storage requirements and any special precautions.
In the event of spills, fire or other incidents: In emergency situations, the SDS provides clear instructions on how to handle the incident, which extinguishing agents may be used, and how to protect people and the environment.
During inspections by authorities: Regulatory authorities may require documentation showing that the business has up-to-date SDS and that they are actively used as part of health and safety management.
During the transport of dangerous goods: The SDS contains information on classification, packaging and labelling required for safe transport and compliance with current regulations.
When using a new chemical: Before a new substance is put into use, employees need to understand its hazards, the required protective measures and the correct handling procedures. The SDS provides the foundation for instruction and training.
For waste handling: The SDS provides guidance on how chemical residues and packaging should be handled and disposed of safely to prevent environmental harm and legal breaches.
In risk assessments: The SDS is used as a basis for identifying hazards, assessing risks and implementing necessary preventive measures within the organisation.
What should a safety data sheet contain?
A safety data sheet is always structured according to a fixed 16-point template. This makes it easy to find the right information, no matter what chemical you are working with.
The 16 points consist of:
Identification (name of the substance/product and supplier)
Hazard identification (health, fire and environmental hazards)
Composition (content and hazardous components)
First aid measures (what to do in case of accidents)
Firefighting measures (suitable extinguishing media and protective measures)
Measures in the event of a spill (handling of spills and leaks)
Handling and storage (safe procedures and storage requirements)
Exposure controls/protective equipment (limit values and protective equipment)
Physical/chemical properties (appearance, smell, boiling point, etc.)
Stability/reactivity (conditions that may cause hazardous reactions)
Toxicology (effects on health)
Ecology (impact on the environment)
Disposal consideration (waste management)
Transport (UN number and transport requirements)
Regulations (laws and regulations that apply)
Other information (additional info and update date)
Who is responsible?
The supplier’s responsibility
The SDS must be free, up-to-date and available to professional users. Among other things, the data sheet must contain limit values and relevant emergency number. In the event of new information or regulatory changes, the supplier must update the SDS and send it to customers who have received the product in the last 12 months.
The employer’s responsibility
Procedures must be established to ensure that safety data sheets are of satisfactory quality, meet the requirements of the regulations and are updated when new information or versions become available. The employer is responsible for checking the SDS when new chemicals are used, ensuring that the data sheets are up to date, and obtaining missing information from the supplier if they are incomplete.
If an error is discovered, the employer must check whether a newer version is available and contact the supplier for an update.
Known challenges
Difficult to keep SDS up to date
Many companies find it challenging to keep their chemical inventory and SDS documentation up to date. When the company uses chemicals from several manufacturers and suppliers, it quickly becomes challenging to keep track of all the changes they make to their SDS.
There are no fixed deadlines for updating data sheets, and changes can therefore be made at any time. SDSs must be revised as soon as there is new information about hazards or regulations. This requires structured routines to ensure that the SDS is always updated in relation to the chemicals the company actually uses.
Safety information must be easily accessible and understandable for employees
It is a legal requirement that employees have easy access to safety data sheets for the chemicals they work with. In practice, this can be challenging if the data sheets are stored in digital systems that employees have not been adequately trained in, behind passwords, or only exist in paper archives.
Most people who handle chemicals at work are not chemists, and it can be challenging for employers to provide ongoing and necessary training in how an SDS should be understood and used.
A proper SDS provides an overview, creates security and ensures compliance with legal requirements. When companies take safety data sheets seriously, both HSE work and emergency preparedness are strengthened. So make sure you have a system that makes it easy to keep all safety data sheets up to date and available, so that safety information becomes a natural part of your daily work with chemicals.
In chemical management, having an overview is crucial. Organisations must know which chemicals are in use, what inherent hazards they present, and which legal requirements apply. To manage chemical risks in a systematic and documentable way, a number of hazard lists and regulatory lists have been established.
Hazard lists and regulatory lists identify substances with particularly hazardous properties, regulate their use and placing on the market, and provide guidance for substitution, reporting, and risk assessment. This article explains what these lists are, how they relate to each other, and what they mean in practice.
What is meant by hazard lists and regulatory lists?
Hazard lists and regulatory lists are two closely connected mechanisms within chemicals legislation. Hazard lists identify substances with particularly problematic properties. Regulatory lists set out specific legal requirements related to these substances, such as information obligations, authorisation requirements, or prohibitions.
For organisations, this means they must both understand the risks associated with the substances they use and be aware of the legal obligations that apply. Together, the lists form the basis for sound chemical management and compliance with regulatory requirements.
The difference between hazard and regulation
Hazard relates to the inherent properties of a substance, for example whether it is carcinogenic, toxic for reproduction, or persistent in the environment. Regulation concerns the legal consequences of these properties.
A substance may be hazardous without being prohibited, yet still be subject to information obligations or expectations of phase-out. This distinction is essential for correct risk assessment and compliance.
Hazard lists
Hazard lists are based on scientific assessments and are used to identify substances that should be prioritised in risk assessment and substitution efforts. Typical criteria include:
CMR properties (carcinogenic, mutagenic, or toxic for reproduction)
PBT/vPvB (persistent, bioaccumulative, and toxic substances)
Endocrine-disrupting properties
Hazard lists function as an early warning system. Inclusion does not necessarily mean prohibition but signals increased regulatory attention.
Examples of hazard lists
Harmonised classification — CLP Annex VI
The IARC list (cancer hazard)
PBT and vPvB identification
Regulatory lists
Regulatory lists are directly anchored in legislation and specify which substances are subject to concrete requirements or prohibitions.
The central framework in the EU and EEA is the REACH Regulation. REACH is based on the principle that companies themselves are responsible for documenting safe use (“No data – no market”).
Examples of regulatory lists
REACH Candidate List
Authorisation List
Restriction List
Norwegian Priority List
How hazard lists and regulatory lists are connected
Regulation often occurs stepwise: a substance is first identified as problematic, placed on a candidate list, and may later become subject to authorisation or restrictions.
For organisations, this means chemical management is dynamic. A substance that today appears only on a hazard list may later become strictly regulated. This requires continuous oversight.
REACH’s three key lists
Candidate List (SVHC List)
The candidate list contains substances identified as SVHC (Substances of Very High Concern), i.e. substances with particularly serious properties. These can, for example, be carcinogenic, harmful to reproduction, persistent and bioaccumulative or endocrine disruptors.
When a substance is added to the candidate list, a duty of disclosure is triggered. In other words, the supplier must provide information about the presence of such substances above certain concentration limits. In addition, it creates a clear expectation that companies consider the substitution of products containing such substances. The candidate list therefore serves as an initial warning that stricter measures may be forthcoming.
Authorisation List
The authorisation list (REACH Annex XIV) contains substances that cannot be used without specific authorisation. Authorisation requires a comprehensive application, documentation of risk and assessment of alternative solutions.
If a substance is included on the Authorisation List, it is a clear signal that it is being phased out of the market. For many organisations, this means substitution becomes the most realistic solution in practice.
Restriction List
The restriction list (REACH Annex XVII) contains specific restrictions or bans on certain substances or areas of use. Restrictions may, for example, be that a substance is not permitted in consumer products, that concentration limits apply, or that its use is restricted to certain industries.
Norwegian Priority List
Norway also has a national priority list of pollutants that is managed by the Norwegian Environment Agency. The list is actively used in inspections and can often be stricter than the EU’s minimum requirements.
Today, the list includes 85 substances and substance groups, including:
Heavy metals: Persistent metals that can accumulate in organisms and cause serious health and environmental damage.
Endocrine-disrupting substances: Affect the hormonal system and may cause reproductive and developmental harm.
Flame retardants: Used to reduce fire risk, but several are persistent and bioaccumulative.
Per- and polyfluoroalkyl substances (PFAS): Highly persistent substances that degrade slowly and can accumulate in the environment and humans.
Organotin compounds: Toxic substances that can harm aquatic organisms and affect the hormonal system.
Polycyclic aromatic hydrocarbons (PAHs): Compounds often formed during combustion, several of which are carcinogenic.
UV stabilisers: Used to protect materials from sunlight; some are persistent and potentially endocrine disrupting.
Dioxins and furans: Highly toxic and persistent compounds that can form as by-products in industrial processes.
Siloxanes: Used in cosmetics and technical products; some are highly persistent and bioaccumulative.
Chlorinated organic substances: Often persistent and bioaccumulative compounds with significant environmental and health risks.
Other organic substances: A collective group for organic compounds with serious and long-term environmental effects.
New substances are continuously assessed, and the list is updated on an ongoing basis.
Hazard lists and regulatory lists give businesses insight into both risk and regulation. Understanding the difference between the inherent properties of substances and the legal framework that applies makes it easier to make the right choices in practice. Chemical management is constantly evolving. New substances are assessed, lists are updated and requirements change. To maintain control, companies must have an up-to-date overview, structured documentation and good systems for assessment. Digital solutions such as Workplace Safety bring this information together in one place and make it easier to work systematically with safe and forward-looking chemical management.
Chemicals are a natural part of everyday life in many companies – from industrial production and laboratories to construction sites and agriculture. With chemicals also comes a responsibility: to protect employees, customers and the environment. That is why you see the little red hazard symbols on bottles, containers and safety data sheets.
Here we go through what the hazard symbols mean, how they should be handled in practice, and what laws and regulations apply.
What is a hazard symbol?
A hazard symbol (also known as a hazard pictogram and hazard label) is a pictorial icon that highlights the risk of chemicals that may expose the user to health, environmental, fire or explosion hazards. The hazard symbols are designed to be understandable for everyone. In other words, you don’t need to know chemistry to understand that a picture of a flame means “flammable”. This makes it easy to identify potential hazards, regardless of situation and language.
Where are the hazard symbols located?
The hazard symbols must be clearly marked on the product being used, and can be found on the packaging or in the safety data sheet (SDS). Sometimes the workplace may also have its own lists of hazard symbols on cabinets, containers or other storage areas, for example when storing chemicals in large quantities.
What do the hazard symbols mean?
Previously, orange hazard symbols were used, but from 2015 these were replaced by red and white diamonds. Each symbol represents a specific type of chemical hazard:
Acute toxicity
May cause life-threatening injuries if swallowed, in contact with skin or inhaled.
Corrosive
May cause burns to skin and eyes or serious eye damage. Also used for chemicals that may be corrosive to metals.
Health hazard
May cause irritation to the skin, eyes and respiratory tract, allergic skin reactions, drowsiness and dizziness.
Chronic health hazard
May cause cancer, genetic damage, reduced fertility, birth defects, inhalation allergy, chemical pneumonia or other serious health effects.
Environmental hazard
Can be acute or long-term toxic, and/or cause long-term damage because the substance is persistent and bioaccumulative. Must be handled so that the product, either in use or as waste, does not harm nature.
Explosive
May explode on impact, friction, sparks or heat.
Oxidising
May cause fire or contribute to the combustion of other materials.
Flammable
Can ignite easily and burn violently. Some chemicals produce flammable gas in contact with water or self-ignite in air.
Gas under pressure
Container with pressurised gas or extremely low temperature. May explode in case of external fire.
How to handle hazard symbols?
Hazardous chemicals must be labeled with a hazard label that provides information about hazards and necessary precautions. Among other things, the label must contain a hazard symbol, warning words and hazard and safety phrases (H and P phrases).
If you notice a hazard symbol on a product, you must take extra precautions. This may involve:
Always read the hazard label before use
Check SDS for more information
Follow the instructions carefully
Use the right protective equipment
Ensure sufficient ventilation
Avoid mixing incompatible chemicals
Wash hands, clothes and equipment thoroughly after use
If swallowed or poisoned, contact poison control or emergency services
International laws and regulations
Most European countries follows the CLP regulation (Classification, Labelling, and Packaging), which is based on the global system GHS (Globally Harmonized System and Classification and Labelling of Chemicals). CLP ensures that chemical hazards are clearly communicated through standardized symbols, signal words, and safety statements. In addition, the REACH regulation (Registration, Evaluation, Authorisation and Restriction of Chemicals) also applies within the European Union.
Outside the EU, many countries have implemented or are aligning with GHS-based classification and labelling systems. However, the specific regulatory frameworks, registration requirements, and enforcement practices vary between jurisdictions.
Companies must therefore ensure compliance with the applicable chemical control legislation in each country where their products are manufactured, imported, distributed, or used.
Important: In addition to regional frameworks, national and local regulations may apply. Individual countries may have supplementary requirements related to storage, transport, workplace safety, environmental protection, or reporting obligations. It is essential to verify compliance with all applicable laws in the relevant market.
Hazard symbols are not just little red icons on a label. They are the key to understanding and following chemical regulations. When employees know the symbols, read the labels and follow the instructions, they contribute to a safer working day in line with national and international requirements.
In addition, the hazard symbols provide a common recipe for how chemicals should be described and labeled, no matter where in the world they are used. This makes communication easier, provides a better overview in the workplace and ensures that everyone speaks the same “language” about chemicals.
Safe waste management and waste declaration of hazardous chemicals
Waste management and waste declaration of hazardous chemicals require more than just sorting at source – they require careful planning, proper handling and clear documentation. Here we have gathered the basics you need to know about the safe handling and declaration of hazardous waste.
Why safe handling of chemical waste is important
Chemical waste is not like other waste. It may contain hazardous substances that are flammable, corrosive, toxic, reactive and/or harmful to the environment. Many accidents occur after chemicals have been used, when they are stored or disposed of incorrectly.
A thorough risk assessment should always form the basis and include hazards related to storage, transport, interim storage and disposal. Such risk management is an important part of the organisation’s health, safety and environment (HSE) work.
Classification and labelling of waste
It is important that all classified chemical waste is labelled correctly before it is stored or sent to a receiving facility. This includes, among other things:
Identification of the type of substance (e.g. corrosive, flammable or toxic)
Use of appropriate packaging that can withstand the contents
Clear labelling with contents, date, responsible person and hazard pictograms
Separation of incompatible substances (e.g. acids and bases)
Waste declaration
In Norway, waste declaration is required by law under the Waste Regulations. Waste declaration is a process in which companies report which types of hazardous waste they produce and in what quantities. The purpose is to ensure traceability and proper handling from the business to final treatment.
All companies with hazardous chemical waste must deliver it to an approved reception facility and complete a waste declaration form. The declaration itself must take place via avfallsdeklarering.no and must be completed before the waste is sent to reception. The form will typically contain:
Waste identification number (UN number) and EAL code
Chemical content and properties
Quantity and packaging
Contact person and carrier
Roles, responsibilities and training
It must be clearly defined who is responsible within the organisation. This will often be an HSE manager or subject specialist with overall responsibility for chemical handling and waste declaration.
Everyone who handles hazardous waste must have the necessary training in chemical safety, procedures and emergency preparedness. This should form part of the organisation’s systematic HSE work.
Environmental impact
Chemical waste is not only a workplace risk; it can also have a significant impact on the environment. Improper handling can lead to contamination of soil, water and air, and create long-term environmental consequences.
Checklist: Safe waste management and waste declaration
Make sure you can tick off these points. Then you are well on your way to ensuring safe and efficient waste management:
Use appropriate packaging (e.g. sealed, labelled and compatible with the chemical)
Clear labelling of chemical waste
Ensure correct interim storage of chemicals
Complete waste declaration before delivery
Establish fixed routines for emptying and handling
Ensure good ventilation and containment in the waste area
Have the latest version of the safety data sheet (SDS) and chemical information available
Have emergency preparedness and protective equipment available
Safe handling and correct waste declaration of hazardous chemicals require planning, good procedures and clear documentation. When this is an integrated part of HSE work, the risk of accidents is reduced and the organisation ensures both compliance with regulations and responsibility for people and the environment.
