Safety data sheets
NTNU’s substance index is an electronic archive containing safety data sheets and information sheets on hazardous chemicals, substances and biological materials.
Norsk versjon - Stoffkartotek
Table of Contents [-]
- Log into the substance index
- Responsibilities and tasks
- This can be found in the substance index
- Safety data sheet and information sheet requirements
- Safety data sheets and exposure scenarios
- Missing safety data sheets
- Frequently asked questions (FAQ)
- NTNU regulations
Log into the substance index #
Please note that you need to use VPN to log on to the substance index outside NTNU's network.
If you are a new user, a user account will be created automatically the first time you log in. You will have read access. The substance index is available to all staff and students at NTNU. Please note that most of the safety data sheets and information sheets are in Norwegian.
In the substance index you may also access NTNUs exposure index: Log into the substance index, click 'Administration' in the menu on the left side, and click 'Exposure'.
Responsibilities and tasks #
See Stoffkartotek - kontaktpersoner (in Norwegian).
Questions regarding functions in the substance index:
- ECOonline Support, tel. 33 01 68 20, email: email@example.com. ECOonline Support is available by phone from Monday to Friday at 08:30 p.m. - 3:30 a.m. Email received before 3 a.m. is normally answered the same day.
Questions regarding work with the substance index at your unit and if you need additional rights in the substance index:
- Contact the SDS database contact at your unit.
- See Contact.
This can be found in the substance index #
- Safety data sheets on hazardous chemicals.
- Information sheets on other hazardous substances and hazardous biological materials.
Remember that you need safety data sheets or information sheets on hazardous chemicals or substances that are formed in processes at your unit. If you don't have that, you need to make an information sheet. Please contact the SDS database contact at your unit if you need assistance.
Safety data sheet and information sheet requirements #
General requirements - safety data sheets and information sheets shall:
- be in Norwegian.
- have revision date applied.
- be revised as soon as new information is available.
- in addition to the the electronic version in the substance index also exist in paper format where hazardous chemicals, substances and/or biological materials are handled.
Safety data sheets shall:
- be prepared according to Commission Regulation (EU) No 453/2010 or Commission Regulation (EU) No 2015/830. In practice this means that safety data sheets with revision date before 01.01.2010 is not accepted.
- contain 16 obligatory sections.
Information sheets shall:
- contain 8 obligatory sections for hazardous substances that does not trigger the requirement for safety data sheet.
- contain 7 obligatory sections for hazardous biological materials.
Safety data sheets and exposure scenarios #
Registered REACH users (producers/manufacturers/importers) are obligated to compile a chemical safety report for substances manufactured or imported in annual amounts of 10 tonnes or more. For substances or substance components classified as hazardous or assessed to be biopersistent/bioaccumulative/toxic (PBT/vPvB), the requirement is that the chemical safety report should contain exposure scenarios.
"Hazardous substances" are substances or components labelled carcinogenic (C) or harmful to genes (M) or reproduction (R).
PBT are substances that are persistent (slow degradation), bioaccumulative (stored in living tissue) and toxic. vPvB are substances that are very persistent (low degradation) and very bioaccumulative (stored in living tissue).
The exposure scenarios for a given substance should be enclosed with or incorporated in the substance’s safety data sheet. A safety data sheet with exposure scenarios is called an extended safety data sheet.
The exposure scenarios should work as instructions for safe handling of the chemicals in the establishments. The exposure scenarios contain:
- Conditions for use – e.g. duration and frequency of use, the amount used, the concentration of a substance in a product, the process temperature
- Safety measures – e.g. ventilation, air filter system
- Measures for risk handling
- Practical advice for the safe use of chemicals – e.g. a description of technical measures (fume hoods, closed system) or requirements for personal protective equipment
- Descriptions and measures for protection of the environment
How do we know if we have received an exposure scenario? #
For users, the easiest way is to read new safety data sheets received and look for the descriptions of use.
Employees with extended rights in the substance index (administrators and read/write users) can retrieve standard reports on exposure scenarios for their locations. Procedure: Log in to EcoOnline and click "NTNU" in the top left corner. Click on the "Standard reports" tab and select "Show Exposure Scenario Report":
The standard report contains all substances with a REACH registration number. This does not necessarily mean that the substance has an exposure scenario. How to check if the substance has an exposure scenario:
- Pt. 1.1 in the safety data sheet: Does the substance have a REACH registration number?
- Pt. 15.2 in the safety data sheet: Has a chemical safety assessment been performed for the substance?
If the answer to both questions is "yes", it is likely that the substance has an exposure scenario, either enclosed with or incorporated in the safety data sheet. The latter might be difficult to identify. When in doubt, contact the supplier of the substance or the HSE Division.
What do we do when we have received a safety data sheet with an exposure scenario? #
- Record the date of receipt
- This can be done in the substance index (in connection with the risk assessment)
- Assess whether the scenarios cover your use of the substance
- Is your use of the substance covered by the descriptions of use in pt. 1.2 in the safety data sheet and the pertaining exposure scenario?
- If the scenario covers your use of the substance:
- Check the conditions of use detailed in the exposure scenario
- Are you working according to these conditions of use? Example: How large quantities of the substance do you use? How long are you exposed?
- Check whether the safety measures described in the exposure scenario are already introduced in your workplace
- Are the recommended measures for risk handling in place, e.g. suction hoses and cleaning of discharges to air and water?
- In case of disagreement between the measures described in the scenario and the measures implemented in your workplace, the required measures must be introduced no later than 12 months from the date when you received the scenario.
- Check the conditions of use detailed in the exposure scenario
- If the scenario does not cover your use of the substance, you have a period of 12 months from the date of receipt to initiate one of the following:
- Notify the supplier. Ask for a scenario to cover your use of the substance. You must provide the supplier with all necessary information about your use of the substance, in order for them to prepare a new or revised scenario.
- Adapt your activities in accordance with the requirements of the existing scenario.
- Look for a different supplier that delivers or is willing to create a scenario to cover your use of the substance.
- Compile your own chemical safety report with an exposure scenario. The HSE Division does not recommend the latter, as it will often require a lot of work.
Missing safety data sheets #
Some suppliers of chemicals do not send safety data sheets directly into NTNU's substance index, and due to that it will take unnecessarily long time to get the safety data sheet if you request it through the substance index.
If you miss a safety data sheet:
- Find the correct safety data sheet at the website of the supplier.
- Download the safety data sheet.
- Send the safety data sheet to firstname.lastname@example.org and ask EcoOnline to put it into NTNU's substance index.
Frequently asked questions (FAQ) #
Do we need to have safety data sheets and information sheets on paper?
It was previously a requirement that the safety data sheets and information sheets should be in paper format. The regulations have however been amended and the safety data sheets and information sheets may be available electronically and / or in paper format, cf. Regulations concerning the Performance of Work § 2-2. The HSE Section is working to establish a standardized tablet solution for electronic display of safety data sheets and information sheets. The solution has been tested, and the roll-out of the solution will take place during the fall of 2019. All faculties have received information and have been asked to report laboratories and workshops that are appropriate for the installation of such a solution. It is emphasized that it is still possible to continue with paper versions, if desired. Questions can be addressed to email@example.com or firstname.lastname@example.org.
Can we use safety data sheets and information sheets in English instead of Norwegian?
No. Safety data sheets and information sheets in Norwegian is a requirement in Regulations concerning the Performance of Work § 2-2. Note that safety data sheets in English are often made on the basis of American or British legislation and do not necessarily coincide with the Norwegian version. Employees who do not speak Norwegian shall be given sufficient written information and training based on the information in the substance index.
Who are responsible for updating safety data sheets in the SDS database?
NTNU requires that framework providers publish revised safety data sheets directly in the substance index. In practice we see that this does not always happen. The alternative then is to contact ECOonline for assistance to make safety data sheets available in the chemical database.
- For substance index administrators: Here's how to add safety data sheets to the safety data sheet archive (in Norwegian, pdf).
- How to handle out-of-date products and closed locations in the ECO-Archive (in Norwegian, pdf)
- Laboratory and workshop handbook
- Purchase agreement with chemical suppliers
- Safety data sheets archive, fact sheet from the Norwegian Labour Inspection Authority
- All about the REACH chemical regulations (from the EU in English)
- Candidate list for Substances of Very High Concern (SVHC) under REACH
- REACH authorisation
- REACH approval scheme (in Norwegian)
- ECHA approval scheme
- Exposure scenarios - general information - Norwegian Environment Agency (In Norwegian)
- Exposure scenarios - fact sheet - Norwegian Environment Agency (in Norwegian, pdf)
- Exposure scenarios - fact sheet - ECHA (pdf)
NTNU regulations #
- HSE process
- Chemicals and gases
- Working with biological agents
- Biological agents
- Risk assessments
- Risk assessment of chemicals in the safety data sheet archive (pdf, in Norwegian)
- Exposure index
- The Working Environment Act, §§ 1-1, 1-2, 4-5, 18-1, 19-1, 20-1
- The Working Enviroment act (in Norwegian) - Regjeringen.no
- Regulations concerning the Performance of Work, with comment (in Norwegian) - Arbeidstilsynet
- Chapter 2 - Substance index
- Chapter 3 - Work where chemicals may constitute a risk to the health and safety of employees
- Regulations concerning Organisation, Management and Employee Participation, with comment (in Norwegian) - Arbeidstilsynet
- The Workplace Regulations, with comments (in Norwegian) - Arbeidstilsynet
- Regulations concerning Action and Limit Values, with comments (in Norwegian) - Arbeidstilsynet
- Regulations concerning REACH (in Norwegian)
- Ann Kristin Sjaastad, occupational hygienist and system administrator for the safety data sheet archive
- Arve Johansen, HSE-adviser and system administrator for the safety data sheet archive
- Safety data sheet contacts at the faculties (in Norwegian)
Approved by the Director of HSE - 7 August 2015 - HMSR39E - ePhorte 2013/11280