How to add a new Safety Data Sheet to your Toolbox Account
Transcript
In this video tutorial, we will go over the basic procedure of
adding a new safety data sheet to your library using a source PDF
file. This is the standard method of adding to your library if you
are a toolbox account holder. To add a new document to your
library, you will need to login to the administrator dashboard.
Select the “Add New Chemicals” option in the main toolbar. The Add
Chemicals window provides three options for inserting new records
into your library. In this tutorial we will be demonstrating the
Add by file option, which can be found by clicking the “Upload SDS
Files” tab. This tab allows you to drag and drop, or click and
upload SDS files in the standard PDF format. Here I will click in
the grey area, and then upload a PDF file from my computer. The
file will quickly upload and process into the system. Once
completed, you will see that the number of records in the pending
chemicals list has incremented by one. When files are uploaded in
this manner, they will automatically be processed by our
auto-indexing system, which will attempt to identify most of the
GHS required label elements. There are still a few elements that
will need to be processed manually, so click over to the “Pending
Chemicals” list view your recently uploaded file. You can see that
the auto-indexing system extracted some of the elements needed for
GHS compliant labels already. We will need to go in and manually
complete the indexing process. In the action column, select the
“Process SDS” icon to open the indexing wizard. The uploaded
Safety Data Sheet will be shown on the left of your screen, and a
step-by-step wizard on the right. The first element that must be
manually indexed is the Product Identifier. The system has
temporarily used the file name as the identifier. You will want to
copy and paste the actual product identifier from the Safety Data
Sheet. Using the arrows at the top, I will navigate to the next
step of the wizard. The “Other Names & Codes” field is used to
place product numbers, and other synonyms you would like to
associate with the chemical. When employees use the search
function of the employee portal, the product identifier, other
names & codes, and manufacturer name will be searched against
the employees chosen search term, so be sure to add any common
names used in your work area for a particular chemical. The next
step of the wizard is the manufacturer details. These fields are
often identified in the auto-indexing process. It is important to
review the data though, as in the case, the address and emergency
phone number do not match the address shown on the SDS. I will
update these manually. The next step of the wizard is the Revision
Date of the safety data sheet. Verify the auto-index value against
the safety data sheet. Revision dates are required in section 16,
but often found on page 1, or in the header or footer of each page
of the document. The next section is the GHS Pictogram selection.
Verify that ant pictograms shown in section 2 of the Safety Data
Sheet are selected in the Wizard. This is also where you would
mark older MSDS documents as non GHS compliant. Up next is the
signal word. There are only three options for a signal word, and
it will be found in section 2. The next step of the wizard are the
Hazard Statements. These are also shown in Section 2. Verify that
the auto-indexing process accurately indexed all of the Hazard
Statements. Add or update as required. The next index element are
the precautionary statements. Again, verify the auto-indexing
process has properly identified these statements. The final piece
of GHS index data is the Hazards Not Otherwise Classified section.
This piece of information will be shown towards the end of section
2. If there are no other hazards clear the textbox. The final step
of the wizard is for admin notes. A note has automatically been
added providing the date and time of the auto-indexing. Use this
field for any other data you want to attach to the chemical. Once
you have finished reviewing and completing the index process, use
the green “Save” button to save your changes. Once saved, you can
safely close the wizard with the red x button. Your chemical
record is now complete, the only thing left to do is move it from
the pending to the active library. Use the more actions drop down
and select the “Send to Active Library” option. The chemical row
will move from the pending chemicals tab to the Active Library
tab. If you log out and visit the employee portal, you will see
the new chemical synchronize onto the display.
