CoSHH - Which Route to Follow? Paperwork or Software?

Published Date: 13th September 2010

CoSHH law states that as an employer you must have carried out a task based CoSHH risk assessment on each substance you use.

In order to be CoSHH compliant you must have a complete inventory of the substances used in your business. This includes everything from paints and detergents to hand lotions and air fresheners. You must also have an up to date Safety Data Sheet for each substance you use. You should also have a library of CoSHH risk assessments for each process in which the substance is used.

A file containing Safety Data Sheets does not equate to being CoSHH compliant, both the task and the substance must be assessed.

There are two methods of compiling your CoSHH information - the paper based route or the software based route.

The paper based route is most definitely a more time consuming and archaic way to becoming compliant. It involves a mound of paperwork and being chained to the desk for long periods of time, especially when you consider that you need an assessment for every substance and task.

It may even mean that you delegate out part of the responsibility to other members of staff who could be doing other essential work instead.

You must also ensure when following the paper route that you don't create a backlog which can so easily happen as other things crop up during the working week.

In comparison to the paper system is the on line software alternative. This is most definitely the preferred route when it comes to CoSHH compliance.

An online CoSHH management system helps you become more organised and efficient. You will have easy access to an online inventory of all your substances and their Safety Data Sheets and should be able to access and complete your CoSHH risk assessments without even lifting a piece of paper.

The system should have tool bars and filters in which you can readily obtain or update information allowing for quick and easy document retrieval.

A good CoSHH software provider will also keep you informed of when your Safety Data Sheets need updating and will upload them so that they are accessible to you thus ensuring that you are always within the law. It is essential that you have on site the most up to date SDS for each substance you use.

An online software tool also makes accessibility to your CoSHH assessments more readily available. Just by logging in to the system your employees can have access to the system immediately.

Remember! The HSE have extensive powers. They can visit your workplace unannounced and conduct a health and safety audit at any time. They will want to see the correct CoSHH documentation. Failure to comply can result in prosecution, fines and closure of business!

If you are unsure if your company has an obligation to comply with the CoSHH regulations or you are unsure if any CoSHH hazards exist in your organisation, please call our free confidential H&S helpline or download our free CoSHH information pack. Please read 'What next?' below.

What next?