SdbHub TRACE
Documenting chemical history. The Auto-Pilot for Safety Data Sheet versioning and archiving.
Advantages of Automated Versioning with SdbHub TRACE
Current Challenges in Safety Data Sheet Versioning
- Decentralized Storage – Safety Data Sheets are scattered across emails, network drives, portals, or individual users, leaving no central overview.
- Missing Version Control – New versions are often overlooked or stored incorrectly, resulting in no clear version history.
- Manual Assignment Effort – Each new version must be manually linked to the correct substance, which is time-consuming and error-prone.
- History & Traceability – It’s often unclear which version was valid at a given time and what changes were made.
- Archiving Requirements – For audits, occupational safety requirements, or ISO certifications, previous versions must remain accessible.
Business Impact of Inefficient or Manual SDS Versioning
- Safety Risks – Outdated documents put employees at risk when handling hazardous materials.
- Compliance Violations – Lack of transparency can lead to legal and regulatory issues.
- Audit Risks – Incomplete or incorrect version histories often result in audit findings.
- Uncertainty – Missing documentation makes decisions and proof of compliance more difficult.
How SdbHub TRACE Improves Safety Data Sheet Versioning
- Automatic Version Detection – New documents are identified automatically, regardless of format or language.
- Central Assignment – Safety Data Sheets are automatically linked to the correct substances.
- Comparison & Analysis – Changes from previous versions are automatically detected and highlighted.
- Audit-Proof History – Every version is documented, archived, and accessible at any time.
- Transparency for Audits & Compliance – Complete traceability simplifies audits and reduces risk.
Frequently Asked Questions
How does the assignment to a specific substance work?
Assignment is based on a combination of standard attributes and customer-specific criteria, ensuring an unambiguous link.
If automatic assignment is not possible, the SDS is created as a new record and forwarded for expert review.
What happens to very old SDSs that have been revised?
Some cases cannot be handled fully automatically. In such situations, the data are pre-processed as far as possible and then submitted to specialists for evaluation, who can complete the assignment manually.
Is the assignment supplier-specific?
Initially, yes – SDSs are primarily assigned to their respective suppliers. However, customer-specific rules can be defined to enable cross-supplier grouping (clustering) of substances.
How are the data stored and secured?
Both the history and the data themselves are redundantly replicated multiple times. If required, data can also be stored directly within the customer’s own infrastructure to meet specific security and compliance requirements.