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The quality of existing data: A clean and up-to-date system makes exports more efficient, while incomplete or outdated records may require extra work.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 For example, outdated SDSs can be updated automatically if they exist in the global database, while SDSs that only exist in PDF format can be digitised and imported.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.
Strengthened chemical management: Workplace Safety professional day with Bamble municipality
Hans Kristian Brekken, kjemiker og produktutvikler i Workplace Safety
At Workplace Safety, we believe in practical, tailored training to ensure our customers make full use of the solution’s functionality.
Recently, we had the pleasure of hosting an in-person training day with Bamble municipality, which places a strong emphasis on safe and correct chemical handling across its departments.
This session proved to be a valuable arena for discussing their needs and adapting the system to the municipality’s specific requirements.
We share this experience to inspire other customers to consider investing in a training day.
Physical presence creates a stronger focus and commitment for both parties, offering benefits that go beyond digital meetings and giving participants a deeper understanding of the system.
A municipality with chemical management in focus
Bamble municipality in Telemark is a medium-sized municipality with just over 14,000 inhabitants. The municipality uses chemicals in a number of sectors, from municipal engineering and cleaning to nursing homes and schools.
With such diverse applications, it was important to provide training that addressed both administrative functions and specific workflows required when handling chemicals.
Bamble municipality is committed to safe and responsible chemical management and sought to strengthen competence around the statutory requirements that apply when working with chemicals. Therefore, the training also highlighted how Workplace Safety supports compliance through user-friendly workflows and continuous documentation of completed tasks.
Training and advice
The day began with a training session for administrator users, focusing on access management, advanced functionality, and best practices for structuring and managing the chemical inventory in Workplace Safety.
This gave Bamble municipality a clear understanding of the system’s capabilities, from standard setups to more advanced customisations. By sharing examples from other municipalities and public sector organisations using Workplace Safety, we were able to explore different approaches and solutions.
Next, we trained super-users in the most relevant modules, including risk assessment, substitution assessment, and exposure registration. The training combined theory with practical application with participants learning about regulations and obligations while working through case studies in the system. With demo access, they tested different features, getting hands-on experience, which is crucial to feel confident in the system.
We also supported Bamble municipality in setting up its own exposure and risk assessment routines. Through practical exercises and guidance, the participants developed a solid understanding of how to establish these processes in Workplace Safety, providing a strong foundation for ongoing work and compliance with statutory requirements.
Workplace Safety is a user-friendly solution that is easy to implement, but for those who want to unlock its full potential, we recommend a thorough review with our experts.
Our training offers customers real value by demonstrating the full range of possibilities within the system. While Workplace Safety is highly flexible, its broad features can sometimes make it challenging to see the complete picture.
Through our training, administrators and super-users gain the insight needed to go beyond the standard setup. This enables them to customise the system, work more efficiently, and adapt chemical management to the specific needs of their business.
Our experience shows that training with physical presence gives participants a deeper understanding of Workplace Safety.
Many companies face challenges with internal adoption of chemical management systems and understanding of legal requirements. A training day with our experts can provide exactly what is needed to strengthen internal competence and ensure full benefits of the system – streamlining processes, improving workflows, and enhancing compliance.
We hope this inspires more organisations to invest in tailored training and build stronger chemical management skills in the workplace. The goal is to get people started, engaged, and confident, making chemical management both safe and straightforward.
Get in touch with us to discuss how we can organise a training program for your company!
Requirement for training in the use of the chemical inventory
According to the Regulations on the performance of work §2-4, the employer must ensure that employees have easy access to the chemical inventory and that relevant safety data sheets (SDS) are available in the workplace.
Providing thorough training for administrators and super-users helps lower the threshold for further training across the organisation.
