Applies: iChemistry
Where to find: menu > Overview> Document with remarks > Duplicate
Definition
When there are two identical Safety data sheets (SDS) in our database with different product numbers, one of them will be marked as a duplicate by our SDS department.
Avoid Duplicates:
To avoid duplicates in the system it is important that the user from the beginning provides accurate product names, article numbers and supplier (most preferably information that was on the previous SDS) when requesting a new product.
Duplicates occur when we receive inadequate product names, numbers or suppliers. It is very difficult for us to know which product the customer is using if the information is not complete.
If there isn't any previous SDS to go by, write down as much as possible from the packaging or take a picture and send it to us.
Scenario
A duplicate can occur through different scenarios:
Duplicates can occur when supplier changes the name of their products
1. Our SDS department receives a request for a product: Castrol Hyspin 32 (Also written in the safety data sheet as product name)
2. A search is done in our database and in our tools, no matching product was found.
3. The product gets registered under product name: Castrol Hyspin 32
4. Our SDS department receives a new request and this time the product name is: Castrol Hyspin AWH-M 32
5. A search is done in our database and our tools and no matching product was found.
6. The product gets registered under product name: Castrol Hyspin AWH-M 32.
7.The product with the product name "Castrol Hyspin 32" is due for a control and we ask the supplier for an updated SDS and we receive a SDS for the product "Castrol Hyspin AWH-M 32".
Same safety data sheet with different product names
1. Customer A has sent a request with or without safety data sheet for chemical "Hand cleaning - citrus" (SDS A)
Customer B has sent a request with or without safety data sheet for similar chemical "Hand cleaning - Aloe" (SDS B)
2. Time to update the products
SDS A
Hand cleaning - Aloe
Article number 3501-A
Our article number x10010
SDS B
Hand cleaning - Citrus
Article number 3501-C
Our article number x10012
3. We have sent a request to the supplier regarding updated SDS for following products:
Hand cleaning - Aloe with article number 3501-A
Hand cleaning - Citrus with article number 3501-C
4. We receive an answer from the supplier
Here comes an updated safety data sheet for the product Hand cleaning which applies to article number: 3501-A, 3501-B, 3501-C.
The chemical is now sold only with the product name: "Hand cleaning"
5. Both safety data sheets will be updated with the same SDS
Customer A will now have a safety data sheet and the chemical has changed name to Hand cleaning (our article number x10010)
Customer B will have the exact same safety data sheet and the chemical has changed name to Hand cleaning (our article number x10012)
In the database there are now 2 identical safety data sheets for Hand cleaning
6. Other scenarios
Supplier has different safety data sheets for different packaging sizes
Supplier changes article numbers on their products
Supplier specifies different color codes but has the same SDS
Documents with remarks
Under Menu > Overview > Documents with remarks you can find duplicates. Klick on the link "Duplicate" in order to view the duplicates in a list.
Change duplicates to original
Duplicates are listed under columns:
Prod. number
Name
Supplier
The originals are also listed under
Original prod.number
Original product
The duplicate product can can be replaced by the original product in all your departments.
1. Start by clicking on the arrow under the headline: "Switch"
2. Choose which department and which information you wish to transfer to the original product
3. Mark which information you wish to copy from the duplicate to the original
Useful information:
- Risk assessments will remain signed
- Substitution will be renewed and will not be copied to the original product
