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	OHS Management System: Risk Management Pages in this section:
	> Introduction to Risk Management > Aggression and Violence > Amenities > Contractor Management > Electrical Safety > Emergency Procedures > First Aid > Hazardous Substances > Manual Handling > Office Ergonomics	> Pets > Plant and Equipment Maintenance > Purchasing and Hiring of Equipment > Safe Work Procedures > Slips > Smoking Clients > Warm Water Systems > Working Alone > Working at Night

Hazardous Substances

> What are hazardous substances?
> Identifying hazardous substances
> Risk assessment
> Risk control
> Record keeping
> Training
> Templates & References

What are hazardous substances?

Hazardous substances are substances which are a danger to human health. They are often found in cleaning and maintenance products such as detergents, paints and glues.

Hazardous substances may be solids, liquids or gases. They may be pure substances or a single ingredient in another product. In the workplace, people are mostly exposed to them through inhalation or absorption through the skin. They may also be ingested or injected into the body.

Some hazardous substances are acutely toxic and cause a reaction very quickly. Others build up over repeated exposures over time.

Identify all hazardous substances on your premises, assess the risks, and put in place appropriate risk control strategies.

Identifying hazardous substances

> Conduct a workplace survey
> Check if it is hazardous
> Obtain Material Safety Data Sheets (MSDS)

Conduct a workplace survey

Hazardous substances are commonly found in laundries, kitchens, maintenance and cleaning areas. However, you should look over your entire organisation.

You need to record:

the location
date
name of substances found
name of manufacturer or importer of each substance
other information on the label that may assist with risk assessment such as first aid advice
other risk assessment information such as condition of container and label, precise location of container, quantity and expiry dates.

The completed workplace survey is evidence of your risk identification. For audit purposes, keep a list of all products checked including those that are not hazardous.

Repeat the survey on an annual basis. Store past surveys where they can be easily retrieved when the survey is repeated.

If you are not sure if a substance is hazardous, record it and investigate further later.

Take labels and markers with you. Any unlabelled containers should be immediately labelled:

“Caution. Do not use: unknown substance”.

Also label leaking containers and store separately pending identification or disposal.

Check if it is hazardous

Read the label. Does it contain words or advice such as:

Hazardous
Caution
Poison
Dangerous
Advice about specific health effects
First aid advice.

Carefully check:

solvents
pesticides
paints
adhesives
petroleum products
heavy metals
industrial chemicals.

These are often hazardous substances.

If you are uncertain about any product it is safer to assume it is hazardous and contact the supplier for an MSDS.

Obtain Material Safety Data Sheets (MSDS)

A MSDS must be obtained for each hazardous substance. Contact the manufacturer or Australian supplier.

Risk Assessment

Conduct a risk assessment on each hazardous substance.

Read the MSDS and label for information on risks and safe use practices.

Check how the product is being used in the workplace. Determine:

where the product is used;
how it is used; and
is it being decanted?

Ask yourself:

Is there any misuse of the product?
Is there any waste generated from this product? How is it disposed of?
Are required safe work methods and safety precautions used?
If not, where are the gaps and what is causing them?
Is there is a chance of a person being exposed to the hazardous substance? If yes, how much are they exposed to, for how long and how often?
Does current use pose a risk to staff? Have you identified any gaps between recommended safe use and current practices?

The results of your risk assessment must be made available to staff. Consider keeping the risk assessments with the MSDS register for ease of access.

Keep a copy of the MSDS with the first aid kit to allow correct treatment.

Risk Control

> Choosing your risk control
> Purchasing
> Unlabelled substances
> Labelling of decanted substances
> Disposal of hazardous substances
> Review risk controls

Choosing your risk control

The aim of risk control for hazardous substances is to keep exposures to the substance as low as possible. Eliminating the hazardous substance from your workplace should be the first choice. Providing gloves and masks and other personal protective equipment should be the last choice.

For each hazardous substance determine the appropriate risk control solution/s.

Elimination – Can you get rid of it completely?
Substitution – Is there a less hazardous product?
Isolation – Can you separate the worker from the process?
Engineering – Is there special plant or equipment that reduces the risk?
Administration – Set up safe work procedures and train workers.
Personal Protective Equipment – Provide rubber gloves, respiratory protection, etc.

Purchasing

The purchasing process can provide an efficient risk control mechanism. Procedures can be developed to make purchasers justify their choice of substances based on the hierarchy of risk controls.

Consider the packaging of chemicals. If the container is heavy or awkward to handle there is increased risk of spills or for errors in dilution rates.

How much do you use of a substance? It is often relatively cheaper to buy in larger quantities but if they are not used then disposing of them safely can add to the total cost.

Establish a purchase evaluation group to consider new purchases. Ensure users of hazardous substances are part of this group.

It is a regulatory requirement that staff be consulted as part of the purchasing process, before any new substance is introduced. Show evidence of this consultation in your OHS Committee minutes.

Unlabelled substances

Ask staff if they know what the substance is. If the substance can not be reliably identified, treat as a hazardous substance and dispose of accordingly.

Labelling of decanted substances

Hazardous substances are often purchased in bulk containers and decanted into smaller containers for use in the workplace. When this happens, the container must be clearly labelled to ensure it is possible to identify the contents.

The label must be written in English and contain the following information:

it must identify the hazardous substance; and
provide basic health and safety information to indicate the level and type of risk posed by the substance. Use words such as hazardous, poison, warning or caution as appropriate.

The only exception to this labelling rule is where the decanted substance is used immediately. It must not leave the line of sight of the worker and must be cleaned immediately after it has been emptied of the substance.

Disposal of hazardous substances

Check the MSDS for safe disposal information. For products purchased through a commercial supplier, ask about “recycling” or return of surplus product.

In situations where the waste material is hazardous, the Environmental Protection Authority can provide advice on disposal. There are severe personal and corporate penalties for negligent disposal.

Review risk controls

Once risk controls are in place, it is important to review their efficiency.

Are they working?
Can exposure be reduced more by using another risk control option?
Are workers trained in the safe use of the risk control procedures?

Record Keeping

> Record risk assessments
> Hazardous substances register
> Atmospheric monitoring and health surveillance

Record risk assessments

Record the risk assessment undertaken for each hazardous substance and the risk control chosen. Where no specific risk control is required this should also be documented.

The risk assessment should be available to staff who are required to work with the hazardous substance and to their supervisors.

Where new hazardous substances are purchased the risk assessment must be completed and documented prior to purchase.

Hazardous Substances Register

As hazardous substances are identified from your workplace survey, transfer them to your Hazardous Substances Register and mark them off your survey.

The register must contain:

product name of each substance;
up-to-date (within the last 5 years) and unaltered MSDS for each of these products; and
the results of your risk assessment.

The register needs to be accessible to everyone who uses any of the products on the list. It must also be accessible to emergency personnel.

Keep a copy of the register close to where the products are stored.
Keep a copy of the register with the first aid kit.
Keep the original in a secure location.

The register must be regularly maintained. Update the register whenever new substances are purchased.

Atmospheric monitoring and health surveillance

If the hazardous substance is carcinogenic or has other severe health effects, additional controls are required. Workplaces are required to monitor the atmosphere and undertake health surveillance programs. The MSDS will advise if this is required.

Records of this monitoring must be kept for 30 years.

Don’t forget to consider your buildings. Are they older? Could asbestos have been used in construction materials? Building owners are required to have a map identifying asbestos areas for building maintenance.

Licensed asbestos removal contractors must be engaged where appropriate.

Training

> Who needs training?
> What should be covered?

Who needs training?

All staff who could be exposed to the hazardous substances
All supervisors of the above staff
Purchasing staff

Training should be provided at induction or prior to use of the product.

What should be covered?

Location of the hazardous substances register;
How to read MSDS;
Information about the hazard associated with the substance;
The process of risk assessment and the level of risk;
What control procedures are used with the hazardous substances;
The correct use and maintenance of control measures;
The proper use, fitting, testing, cleaning and storage of personal protective equipment.

Training should be provided for all staff. Keep training practical, "hands-on" and cater for the literacy levels of your workers. MSDS information must be provided in writing, in English.