Why Every Company Needs a Chemical Inventory

Managing hazardous substances safely is an essential part of responsible workplace operations. In this article, we have gathered the key points you need to know about chemical inventory – what it is, what it should contain, and how to get started.

Chemical Inventory Explained

But first, what is a chemical inventory? Hazardous chemicals are those that pose risks to health, safety, or the environment (HSE). A chemical inventory provides a clear and organised overview of all the chemical products used or stored within a company. Its purpose is to give employees quick and reliable access to the information needed for safe use, storage, and disposal of chemical products.

A chemical inventory is a crucial tool for the day-to-day operations and an essential resource in potential emergencies.

The Role of Regulations

Chemical management is not only about safety – it is also a legal requirement. Across Europe, regulations such as REACH (Registration, Evaluation, Authorisation and Restriction of Chemicals) and CLP (Classification, Labelling and Packaging) require companies to maintain accurate and accessible information about all hazardous substances in use.

A proper chemical inventory helps demonstrate compliance with these laws by ensuring that every product is documented, labelled correctly, and accompanied by an up-to-date safety data sheet (SDS).

Key Components of a Chemical Inventory

A reliable chemical inventory should meet the requirements of chemical safety regulations and act as a central hub for all chemical-related documentation. It should, for example, include:

• A complete list of all chemical products in the workplace, including name, hazard classification, symbols, and SDS
• Information sheets for substances that are not formally classified as hazardous but still may pose a risk
• Risk assessments describing how each chemical is managed and what protective measures are in place

Employers’ Responsibilities

While chemical safety is a shared responsibility, the employer has the primary obligation to establish and maintain a compliant chemical inventory. The employer should, for example:

• Set up and keep the chemical inventory up to date
• Ensure valid SDS are available for all listed chemical products
• Verify compliance with legal requirements and internal standards
• Make the inventory easily accessible, in either digital or printed form
• Provide training so that employees know how to use and update it

Employees’ Responsibilities

Employees are responsible for following the company’s established procedures and safety guidelines. They should, for example:

• Follow workplace procedures for safe handling of chemicals
• Take part in training and understand how to access the chemical inventory
• Notify supervisors if information appears incorrect, incomplete, or outdated

Common Issues and How to Avoid Them

Outdated or Incomplete Information

One of the most frequent challenges is maintaining accuracy. If SDS or chemical details are not kept up to date, incorrect information can easily spread through the organisation, putting people and compliance at risk.

Difficult to Access or Navigate

Some workplaces still rely on paper binders or scattered files, which makes it harder for employees to locate the right information quickly, particularly in urgent situations. Even digital systems can become cluttered if they lack a clear structure or regular updates.

Start Building Your Chemical Inventory

You might wonder, how do you get started creating a chemical inventory? Establishing an efficient inventory requires clear routines, defined roles, and a structured approach. Begin with the following steps:

• Identify and record all chemicals currently in use or storage
• Organise the information by storage location, usage area, or department
• Add SDS and confirm that each one is valid and approved
• Provide easy access for all staff who handle chemicals
• Review and update regularly, adding new materials and archiving discontinued ones

Keeping your chemical inventory accurate and current not only fulfils legal obligations but also safeguards people, prevents environmental harm, and strengthens organisational control. Modern digital tools can simplify the process, ensuring that essential information is always available, correct, and ready for use.