Hazardous substances in the workplace: seven things every New Zealand business should check

By Jaime, Hazardous Substances Subject Matter Expert at SafetyMetrics, a Safe365 Premium Partner

Hazardous substances are not limited to chemical plants, laboratories or industrial sites.

Many workplaces use them every day without giving them much thought. Paint, fuel, cleaning products, adhesives, aerosols, pesticides, gas cylinders and pool chemicals can all be hazardous substances.

You do not necessarily need a complicated chemical management system. You do, however, need to know what substances you have, the harm they could cause and whether your controls work in practice.

Here are seven things every workplace should check.

1. Know what is in your workplace

Start with an up to date hazardous substances inventory.

Your inventory should identify:

• The product or substance

• The maximum quantity normally held

• Where it is stored

• Its hazardous classifications

An outdated inventory can give false confidence. Update it whenever a new product arrives, an existing product is removed or the quantity held changes significantly.

Your inventory is also the starting point for determining whether you need additional controls such as signage, secondary containment, emergency planning or a location compliance certificate.

2. Keep current safety data sheets

A safety data sheet, commonly called an SDS, explains a substance’s hazards, storage requirements, first aid measures, protective equipment, spill response and disposal information.

The SDS should relate to the exact product being used and be readily accessible to workers and emergency services.

Keeping documents in a folder is not enough if nobody knows where they are or how to find the information they need. Workers should understand the parts of the SDS that relate to their work.

3. Label every container

Every hazardous substance container must be clearly identifiable.

This includes products that have been poured or decanted into smaller containers. An unlabelled bottle in a workshop, vehicle or cleaning cupboard can quickly become a serious risk.

If someone cannot identify what is in a container, they cannot reliably determine the hazards, required controls or correct emergency response.

4. Store substances according to their hazards

Hazardous substances cannot always be stored together simply because they are all chemicals.

Depending on their classifications and quantities, substances may need:

• Separation from incompatible products

• Protection from ignition sources

• Suitable ventilation

• Secondary containment

• Secure storage

• Hazard signage

• Emergency equipment

Storage controls should reflect what is actually present at the workplace, rather than what the business assumes is there.

5. Train people for the substances they use

Workers need suitable information, training, instruction and supervision before using or working around hazardous substances.

Training should cover:

• The substances present in the worker’s area

• The harm those substances can cause

• Safe handling, storage and disposal

• Required equipment and protective clothing

• Spill and exposure response

• Emergency procedures

• How to report damaged containers, missing labels or health concerns

Generic chemical awareness training may provide useful background, but it does not replace training on the products, tasks and controls used in the workplace.

Attendance is not the final test of competence. The important question is whether the worker can complete the task safely in practice.

WorkSafe also requires businesses to keep records of the information, training and instruction provided to workers.

6. Check whether certification is required

Some hazardous substances and quantities trigger additional legal requirements.

Depending on what is held and how it is used, a workplace may require:

• A certified handler

• Tracking records

• An emergency response plan

• A location compliance certificate

• A stationary container system certificate

• Additional signage, separation or containment

A location compliance certificate may be required when certain explosive, flammable, oxidising, toxic or corrosive substances exceed prescribed thresholds.

Do not rely on guesswork. Use an accurate inventory and have it reviewed by a competent hazardous substances specialist where higher risk substances or significant quantities are involved.

7. Manage substances carried in vehicles

Trades and service businesses often transport fuel, gas cylinders, paints, aerosols, adhesives and cleaning products as part of their work.

Dangerous goods carried as tools of trade may qualify for specific transport provisions when quantities remain within prescribed limits. This does not remove the need to manage the risk.

Products still need to be correctly packaged, secured against movement, protected from damage and separated where required. The vehicle must not develop leaks, spills or an unsafe atmosphere.

The substance, quantity, dangerous goods class, packaging and reason for transport all affect the requirements.

What does this mean for Tōtika prequalification?

For businesses completing a Tōtika health and safety prequalification, hazardous substance evidence should demonstrate more than the existence of an SDS folder.

Depending on the business and the substances involved, relevant evidence may include:

• A current hazardous substances inventory

• Current safety data sheets

• Documented storage and segregation controls

• Training and competency records

• Inspection records

• Emergency and spill response arrangements

• Required compliance certificates

The evidence should reflect what happens in the workplace. A written procedure is useful, but it should be supported by records showing the controls have been implemented.

Qualify365 helps businesses understand the health and safety evidence required for Tōtika prequalification. Where specialist hazardous substance advice or certification is required, SafetyMetrics can provide practical support.

The question every workplace should ask

Hazardous substance management is not about creating paperwork for its own sake.

It is about knowing what you have, understanding the harm it could cause and making sure people can use, store, transport and dispose of it safely.

The real question is not whether your workplace has chemical paperwork.

It is whether you have confidence that your hazardous substance controls work in real life.

About the author

Jaime is a hazardous substances subject matter expert and Test Location Certifier at SafetyMetrics. SafetyMetrics is a Safe365 Premium Partner and provides specialist advice to help New Zealand businesses understand and manage their hazardous substance requirements.

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