How Archibus Tracks Safety, Hazard, SDS, and Regulatory Compliance Information

ARCHIBUS utilizes multiple integrated applications to manage safety, hazard, SDS, and regulatory compliance information for an organization. The following subsections will provide detail for each of the requested areas: Safety: To track safety information, the ARCHIBUS Environmental Health & Safety application manages the vital components of a company’s safety program, as well as provides a system for tracking workplace accidents (incidents) when they do occur. With this wealth of information, safety officers can:

  • Document and track health and safety incidents that do occur. If safety officers have access to the Incidents Reporting mobile app, they can start this process right from the accident scene using their smart phones and then sync the device to upload the data to the database.
  • track post-incident medical treatment
  • analyze safety incidents and take action to minimize their future occurrence
  • develop the requirements for the corporate safety program and ensure that each individual employee meets these requirements
  • manage prohibitions against employees performing tasks that compromise their health and safety
  • maintain a comprehensive health and safety document library
  • prepare for health and safety audits
  • provide evidence of compliance with state and federal safety regulations Additionally, to empower employees with access to their safety-related requirements, the ARCHIBUS Environmental Health & Safety application provides self-service tasks for employees:
  • To access their required training programs, PPE, and medical monitoring so that they can take responsibility for meeting these requirements.
  • Report safety incidents that they witness or experience.
  • Check any safety-related workplace restrictions.

Hazard and SDS:

National and international conventions governing hazardous products typically require that a manufacturer provide a safety data sheet (SDS) with each potentially hazardous substance that they distribute. These sheets are designed to provide the recipient with comprehensive safety-related information about the hazardous substance including: physical properties, component chemicals, safe handling procedures, fire-fighting procedures, storage requirements, classifications, such as UN Number, GIS number, OSHA Tier category, and ecological information. An SDS can be 16 to 20 pages. As a recipient of a hazardous product, you must review the SDS information and handle the substance accordingly. Moreover, a recipient must make the SDS available to employees and local emergency and safety personnel. Failure to do so can result in hefty fines and, more importantly, can compromise the safety of your employees. Since organizations such as hospitals, universities, research centers, and manufacturing facilities might handle hundreds or even thousands of hazardous products in the course of daily work, a corporate safety manager needs a convenient way of electronically inventorying the SDS documents that they receive. Simply storing the hard-copy SDSs in a binder will not suffice; safety managers need to be able to search for SDSs by various criteria, such as GIS number, manufacturer, or location on site, so that they can easily look up key information about the materials. To enable safety personnel to effectively manage the SDSs for the materials used at their site, the ARCHIBUS Hazardous Materials application provides a comprehensive electronic inventory system for cataloging the SDSs that are received on site and then associating these SDSs with the particular building locations housing these substances. With just a few keystrokes, safety managers can access complete SDS information for the substances found in a specific room. This type of information is vital to the employees working in this room and first responders containing a building emergency. Rather than inputting into the ARCHIBUS system all the data from the manufacturer’s SDS, safety managers enter key information about each SDS and then link to the complete SDS stored on the company’s web site or the SDS stored in the ARCHIBUS document system. Thus, safety managers enter the most pertinent safety data and the data needed to locate SDSs, and rely on the company’s web site or the SDS document checked into the ARCHIBUS document management system for other details. This structure enables the ARCHIBUS system to act as a repository of your SDS documents, rather than storing every detail of each SDS. Additionally, sites with the Hazardous Materials mobile app can make the SDS and materials information to all users with smart phones so that users can access SDSs and look up the materials stored at each location directly from their smart phones. This is very convenient for safety managers, emergency responders, and facility managers who often are in the field and away from their desktop machines. If they wish, sites can assign mobile users with the additional ability to edit material information from the field and conduct materials surveys. With the ARCHIBUS Hazardous Materials application, safety managers will find that they have a consistent process and reliable structure for managing their inventory of SDSs, thereby enhancing workplace safety and ensuring that they adhere to the many regulations concerning hazardous substances.

Regulatory Compliance:

Organizations around the world are subject to a vast array of local, regional, national, and international laws, regulations, and standards pertaining to their properties and facilities. Organizations might also have internal programs and policies that they need to manage. Tracking these requirements is a complex task given the large number of requirements, the critical need to complete these requirements on schedule, and the potentially large fines and penalties for noncompliance. Using the ARCHIBUS Compliance Management application, you can organize your compliance information by regulation, program, and requirements, enabling you to:

  • Reduce the incidence of overdue events (events that do not start on time), and missed events (events that do not complete on time)
  • Reduce violations and their associated costs by ensuring critical due dates are not missed
  • Maintain a comprehensive Compliance Management Document Library that you customize into folders for quick and easy retrieval
  • Provide an audit trail by enabling you to easily store and retrieve requirements details, including documents, communications logs, and location information
  • Track and manage your compliance programs by providing multiple operational and management reports, including charts, and EIS reports that show your compliance programs on a map
  • Integrate your compliance programs into top-level project planning, management, and coordination Compliance Program Managers use the application to manage all aspects of their compliance programs. Compliance Program Coordinators can manage their assigned programs and requirements. If you are using the ARCHIBUS Project Management application, the Compliance Project Manager can create compliance projects that also appear in the Project Management application. From Project Management, you can manage all aspects of the project to do top-level planning across multiple compliance programs.

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