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SDS library procedures · Updated

Set up your SDS library in SDS Manager

9 stepsTick each step off as you go — your ticks stay in this browser.

Purpose

Get every Safety Data Sheet your organization uses into SDS Manager, on the latest version, so the library is complete and up to date before employees start using it.

Scope

The person setting up SDS Manager for an organization (account owner or library admin), for one location or many. Steps marked "optional" depend on how your organization works.

Procedure

  1. Create your locations (multiple sites only) — Under "My locations", use "Add location" to create locations and the "+" button to create child-locations. A location structure lets you delegate admin access for some locations to other team members, and lets employees see only the SDSs for the site they work at. If you import a ZIP file with folders, the locations are created for you.
  2. Import your existing SDS files — Import a ZIP file of your SDS files, drag and drop a single SDS PDF, or upload an SDS binder (a PDF holding several SDSs) to a location: SDS Manager reads the PDF, detects each SDS in it and adds them to that location.
  3. Update the imported SDSs to the latest version — After importing you are told which SDSs are outdated. Open "SDS where newer version exists" (the alert icon in the header shows how many), use "Upgrade to new version" to see the changes side by side, and upgrade one SDS at a time or all at once. Use "Dismiss Upgrade Notification" to keep the current SDS or report that the newer version is wrong.
  4. Add the SDSs you are still missing — Under "Manage SDS Library", search the SDS database for the product name, hover the (+) icon and choose "Add Safety Data Sheet to YOUR LOCATION" (or "to other locations" to add it to several at once).
  5. Create a QR code poster for employee access — Create a QR code user for the location, then use "Print QR code for login" to make the poster. "Preview SDS library for this code" shows what employees will see; the same access link can go on your intranet or be emailed with "Email access link to your team".
  6. Invite the people who will run the library (optional) — Invite only employees who will administer the library. Roles are Admin, Staff or No Access and are set per location; a user needs the Admin role to manage SDSs.
  7. Review SDSs with restricted chemicals (optional) — SDS Manager checks the CAS and EC numbers in section 3 of each SDS against restriction lists such as ZDHC, California Proposition 65 and REACH. Review the listed products, substitute where necessary, and mark an SDS as "Approved" once you have verified its content is acceptable.
  8. Create secondary container labels (optional) — Use the label icon to generate secondary container labels; they carry a QR code to the SDS, the SDS icons, and the hazard and prevention statements.
  9. Print SDS binders if you need hard copies (optional) — Use "Print binder" on a location to generate one PDF with all its SDSs and a table of contents on the first page.