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.
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 good reasons why 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 Norwegian legal requirements
Norway has strict requirements for companies that use hazardous chemicals, anchored in both the Working Environment Act and the Regulations on the Performance of Work. One of the requirements is an up-to-date and accessible chemical inventory that ensures that the company has the latest version of safety data sheets (SDS). This strengthens compliance with the regulations and makes the company better prepared for inspections.
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 index 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
Norwegian 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 digital chemical inventory saves 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.
Substitution of chemicals: How to choose safer alternatives
Substitution is an important measure to improve the working environment, minimise environmental impact and make it easier to meet requirements from authorities and customers. Here are the basics you need to know about chemical substitution.
What is chemical substitution?
Substitution is about replacing a hazardous chemical with a safer alternative. It can involve replacing substances that are harmful to the environment or health, or changing processes so that the chemical is not needed at all.
Why substitute chemicals?
Substitution should be considered every time the company adopts new products, processes or technologies, especially when chemicals with health and environmental hazards are in use. The duty of substitution means that companies must actively consider alternatives when they exist, as long as this does not entail unreasonable costs or disadvantages.
Employers are required to assess and, where possible, replace hazardous chemicals with less hazardous alternatives. This follows from the Working Environment Act, Regulations on the Performance of Work and the Product Control Act, which together form the basis for the substitution obligation. The requirement also covers packaging and work processes that can affect exposure, in line with the principle of using the safest available alternatives.
Examples of substitution
Here are some examples of chemicals with safer alternatives:
Isocyanates in some adhesives, sealants and foams can be replaced with isocyanate-free or water-based products.
Solvent-based paints and varnishes can be replaced with water-based paint systems with lower VOC content.
Oil-based coolants and lubricants can be replaced with water-soluble or synthetic coolants with lower health risks.
Packaging for cleaning agents can be switched to solutions with reduced aerosol formation (e.g. pump bottle or foam dispenser) to minimise inhalation risk and exposure during use.
Substitution always requires a specific assessment, because conditions vary from business to business.
Challenges with substitution
There are some challenges with substitution in practice. Here are the most typical ones:
There is a lack of optimal substitutes: There is not always a better alternative with the same technical quality without the same risk.
Can be costly: Alternative chemicals can be more expensive than current products. In such cases, you need to consider the risk of keeping current chemicals versus the cost of switching to safer alternatives.
It can be time-consuming: Searching for alternatives, testing them, documenting, getting approval and changing procedures can take time.
May be unknown or new risk factors: Substitutes are not necessarily completely harmless. Alternative products may have other hazards that need to be considered.
New chemicals require training and new routines: New chemicals may involve changes in handling, storage and protective equipment. Inadequate training or adaptations can lead to misuse and accidents.
Benefits of substitution
Although substitution may seem challenging, it is one of the most important and effective ways to reduce chemical risks. Here are some of the benefits:
Safer working environment: Replacing hazardous chemicals reduces the risk of accidents and health problems.
Less environmental impact: Substitution can contribute to fewer emissions of environmentally hazardous substances.
Meeting stakeholder requirements: Customers, business partners and society in general are placing ever higher demands on the environment and safety.
Regulatory compliance: Choosing safer alternatives can help meet legal requirements from the Working Environment Act, REACH, CLP and other regulations.
Safer operations and delivery: Products that are hazardous to health and the environment may be subject to restrictions on use and sale through regulations.
Strengthened competitiveness: Through innovation, green profile and lower risk of future restrictions or costs, the business can strengthen its position in the market.
Improved decision-making through AI: The use of artificial intelligence can help identify and assess safer alternatives more quickly and accurately. AI can analyze large volumes of data on the health and environmental properties of chemicals, regulatory requirements, and areas of application, thereby supporting the substitution process.
Identify which chemicals are used or planned to be used and assess the risk to health and the environment based on safety data sheets (SDS) and probability of exposure. Consider not only the hazard of the substance, but also the exposure situation. Involve your employees early in the process as they often have valuable practical experience.
2. Check if there are alternatives
Investigate possible alternatives through suppliers, industry associations or digital tools. Consider technical, practical and financial aspects.
3. Assess, compare and select
Compare the options in terms of risk, environmental impact, resource use and costs, and choose the one that provides the lowest overall risk and greatest benefit. Feel free to test the option on a small scale before full transition to ensure it works in practice.
4. Inform customers and suppliers
Share information about new chemicals or processes so that the change can be communicated throughout the value chain.
There are a number of resources and digital tools that can help identify, assess and document the substitution of chemicals. By working systematically to identify and introduce safer alternatives, businesses can reduce risk, meet regulatory and customer requirements and strengthen their competitiveness. Replacing hazardous chemicals is therefore not just about removing risk, but about creating new opportunities.
Carcinogenic chemicals need to be higher on the HSE agenda
Cancer is the most common cause of work-related death, accounting for more than half of all occupational deaths in Western countries. It is largely due to exposure to chemicals at work.
This clear message from the Norwegian National Institute of Occupational Health (STAMI) is a serious reminder of the need for better control and knowledge in working life.
Having up-to-date, documented and accessible information about carcinogenic chemicals in the workplace is crucial – both to protect workers here and now, and to ensure verifiable knowledge in the years to come. Many cancers develop over a long period of time, and exposures today can lead to serious illness decades later. Therefore, exposures must be logged and preserved, even when protective equipment is in use and the health effects are not immediately visible.
With a clear overview of which substances, processes and work operations involve risk, the company can work more purposefully with prevention, substitution and technical measures.
The costs of work-related cancer are high, both for individuals and society. For those affected, the disease can mean loss of health, ability to work and quality of life. It also affects relatives, who often find themselves in a demanding and unpredictable care situation. For society, this entails large expenses for treatment, social security benefits, lost labor and compensation cases. A systematic focus on documenting and registering chemical exposures is therefore not only good HSE – it is also socio-economically and ethically responsible.
Why do we need to prioritise carcinogenic chemicals?
According to STAMI, work-related cancer can be prevented – but only if we know who is exposed, to what, and in what quantities. In the articleWith good knowledge we can prevent work-related cancer, this is highlighted as a critical point: The most important sources of exposure are chemicals and dust in the process industry, construction, offshore activities and laboratories. Yet many companies lack the necessary overview and documentation.
This is also supported by the government’s national cancer strategy (2025-2035), where Ten-year goal 5: Prevent more, detect earlier states that work-related cancer should be reduced. The strategy points to the need for better registration, systematics and prevention, with particular emphasis on measures such as exposure registers and chemical inventory.
Prioritising the work with carcinogenic substances is therefore not just about regulatory compliance – it’s about protecting life and health through knowledge-based and documented HSE work.
Control of hazardous chemicals and exposures is crucial
Working with carcinogens occurs both through the use of classified chemicals, such as benzene, formaldehyde and gasoline, and in work processes that generate hazardous pollutants. Many of these process-generated substances are both widespread and underreported, posing a real health risk in a number of industries.
Examples of such sources of exposure include:
Respirable crystalline silica (quartz): Particularly in drilling, concrete sawing, sandblasting and other work with mineral materials
Asbestos: Which is still present in older buildings and poses a hazard during refurbishment and demolition
Diesel exhaust: From vehicles and machinery in enclosed or poorly ventilated areas
Welding fume: A complex mixture of metal oxides, nitrogen oxides and particles
Radon: An invisible, radioactive gas that can build up in tunnels, basements and mining areas
In order to reduce health risks, and at the same time comply with the requirements of Chapter 31 of the Regulations on the Performance of Work, companies must have a systematic overview and documentation.
This means:
Chemical inventory: Up-to-date overview of all hazardous chemicals in use and process-generated substances, including hazard labeling and safety data sheets
Risk assessments: Mapping of which work operations and substances pose cancer risks, as well as which technical and organisational measures are required
Exposure register: Accurate documentation of who has been exposed, to which substances, where and when – as a basis for health monitoring and possible compensation for occupational diseases
Exposure register – the most important document you (might) not have
An exposure register must be kept for employees who are, or may be, exposed to health hazards at work. This is a requirement in Chapter 31 of the Regulations on the performance of work, and applies to a number of known risk factors.
Who should be registered?
The exposure register includes employees who are or may be exposed:
1. Classified chemicals:
Carcinogenic substances: Carc 1A / 1B
Substances harmful to genetic material: Mut 1A / 1B
Substances harmful to reproduction: Repr 1A / 1B
2. Specific processes and substances mentioned in the regulation:
Preparation of auramine
Exposure to polycyclic aromatic hydrocarbons (PAHs) in soot, tar or pitch
Exposure to polycyclic aromatic hydrocarbons (PAHs) in soot, tar or pitch
Preparation of 2-propanol by strongly acidic process
Exposure to hardwood dust
3. Other exposures harmful to health:
Lead and lead compounds
Asbestos fiber and asbestos-containing dust
Biological factors in infection risk group 3 or 4, or with annotation D
Ionizing radiation
Hazardous substances in rock work
Why is the exposure register so important?
The exposure register has three key purposes:
To give the employer an overview of who has been exposed to harmful conditions
Ensuring traceability over time, so that exposure can be traced even many decades later
The register must be verifiable and stored for 40-60 years, which places high demands on data security, maintenance and system management. It is also important to note that the use of protective equipment does not exempt from registration – it is the exposure itself that must be documented, regardless of the level of protection.
A well-maintained exposure register is not only a legal requirement, but a key tool for long-term health monitoring, prevention and responsible working environment management.
Digital tools that provide overview and control of chemicals
With good digital solutions in place, HSE work becomes more efficient, more verifiable and, not least, far better equipped to prevent health risks in practice. When it comes to chemical handling, this is particularly important: It must be possible to track, risk assess and follow up each individual chemical, over time and across workplaces.
Digital tools such as Workplace Safety and ChemCenter have been developed precisely to meet these requirements. They support the company in working in a structured way with substance records, risk assessments and exposure overviews, and help ensure that chemical information is up-to-date, accessible and in line with regulations. The result is better control, higher quality documentation and better conditions for preventing damage to health. Such tools lay the foundation for HSE work that is effective, verifiable and sustainable over time.
Written by Hans Kristian Brekken, chemist and product developer at Workplace Safety.
Do you want guidance?
Many employers are unsure of what an exposure register should actually contain, how it should be established and what requirements apply in practice. Contact us for guidance on how to establish an exposure register with good routines that give you control, overview and peace of mind.
