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 so many solutions on the market, it can be challenging to know which one to choose.

That’s why we have created an overview of factors you should consider before investing in a new system for your business.

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 digital devices (e.g., PC, mobile phone, tablet)?
• Does the system provide easy access to necessary chemical information such as safety data sheets and chemical risk assessments?
• 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., offshore work)?

Automated processes

The system should support automated processes and contribute to less manual work. Examples include automatic updating 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?

Adapted to Norwegian legislation

Companies in Norway must comply with both national regulations, such as the Working Environment Act and associated regulations, and international regulations such as REACH and CLP. A proper chemical management tool should therefore be adapted to Norwegian conditions and make it easy to document compliance. In Norway, for example, there is a particular focus on recording exposures in an exposure register, which may be required if employees 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 an exposure register in accordance with Norwegian regulatory requirements?
• Is it easy to export documentation for use in control and supervision?

Migrate data to new system

When a business 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 migrating existing data into the system?
• How long does the migration process take, and what is required of the business?
• 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 businesses, 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 Norwegian law and the 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 business, 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 business. 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.