Who is this article for?

Administrators who want to learn about chemical profiles and products.

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The Chemical Management System (CMS) includes two powerful administrative tools—Chemical Profiles and Chemical Products—that work together to ensure chemical data stays accurate, consistent, and compliant across your entire site.

1. Understanding chemical profiles

Chemical Profiles act as your organisation's master library of chemical reference data. Each profile stores standardised information such as hazards, regulatory codes, physical properties, and storage requirements.

Whenever a container is linked to a profile, it automatically inherits this data. This centralisation helps:

• Maintain consistent hazard and regulatory data across all inventories
• Streamline safety inspections and compliance reporting
• Reduce data entry errors when users add new containers

Profiles serve as the single source of truth for chemical information, ensuring everyone is working with the same, accurate data.

2. Managing chemical profiles

To manage chemical profiles, administrators can perform the following actions:

1. Create new profiles for chemicals not yet in the system.
2. Edit existing profiles to update hazard or regulatory data.
3. Track changes through audit logs.
4. Mark profiles as vetted once reviewed and approved.

3. Understanding chemical products

Chemical Products form your site's local catalogue of pre-approved chemical entries that users can select when adding or updating inventory. Each product links directly to its Chemical Profile, pulling in the correct hazards, physical properties, and regulatory details automatically.

A clean, accurate catalogue ensures users only add validated chemicals to inventory—improving data quality, supporting compliance, and preventing duplicate or incomplete entries.

4. Managing chemical products

To manage chemical products, administrators can perform the following actions:

1. Add new catalogue entries with manufacturer details, product numbers, and linked profiles.
2. Keep product specifications up to date for quality and compliance.
3. Restrict sensitive or controlled products with automated alerts if thresholds are exceeded.

5. Recognising key benefits

Using Chemical Profiles and Chemical Products together provides several key benefits:

• Data Consistency – Profiles ensure all hazard and property data is standardised; Products make sure users always pick the correct entries
• Regulatory Compliance – Centralised hazard codes, NFPA ratings, and storage rules stay tied to every container
• Error Reduction – Users cannot create freeform entries, reducing mismatches or missing safety data
• Scalable Management – Admins control what appears in the catalogue and can update profile data globally at any time

Note: Use Chemical Profiles to maintain accurate, compliant reference data, and use Chemical Products to make sure all users select from those vetted entries when adding chemicals. This combined approach keeps your inventory data clean, reliable, and audit-ready.

6. Following best practices

To maintain effective chemical management, follow these best practices:

• Keep Profiles global and Products local—Profiles serve as the central reference; Products adapt that data to each site or department's catalogue.
• Review and vet Profiles regularly by scheduling periodic reviews (for example, quarterly or annually) to confirm hazard and regulatory data remain current.
• Monitor catalogue entries for duplicates.
• Merge or archive redundant Products that link to the same Profile to keep your catalogue clean.
• Use descriptive Product names that include the manufacturer and catalogue number (for example, Acetone – Fisher Scientific – A949).
• Enable alerts for restricted substances by configuring thresholds or notifications for controlled chemicals to support compliance monitoring.
• Collaborate across departments by coordinating with EHS, procurement, and lab managers when adding or modifying Profiles or Products to maintain alignment across sites.