Publishing MSDSs

In order to store an MSDS in the database, it must be published. The MSDS Information form can be used to publish an individual MSDS and the MSDS Bulk Publishing tool can be used to publish multiple MSDSs. Once published, other employees at your facility can search for, view electronically, and print an MSDS, but they cannot change it.

When a material vendor sends an updated MSDS, republish the MSDS so that your workers or customers will have access to the most up-to-date safety information required by regulation. Indicate when the MSDS being republished constitutes a major change and enter the reason for the change. Both the MSDS Information form and MSDS Bulk Publishing tool can be used for republishing.

The first time an MSDS is published it is automatically assigned revision number 1. The revision number is incremented by one each time it is republished. The previous version is assigned an Inactive status. View all publications in the History of Revisions section on the MSDS Information form.

For instruction on publishing and republishing an MSDS, click the following links or use the scroll bar to scan the page.

To publish or republish MSDSs

1. Click Data Entry > MSDS Information > MSDS Information in the Navigation Tree.
   
   The MSDS Information list is displayed.

2. Locate your MSDS and click one of its links to open the MSDS Information form.

3. Click Publish MSDS.
   
   The Status, Types of MSDSs to Publish, and MSDS Publish Details sections are displayed.

4. Expand the Status section, when necessary, and follow the guidelines below.

1. • Select a Status from the list to change the current one.

   • Enter the Status Effective Date or click the Calendar button and select one. The default is the current date.

   • Select the Contact Name from the list. If the appropriate contact is not listed, click the Ellipsis button and add the contact.

5. Expand the Types of MSDSs to Publish section if necessary and select a different Language from the list when applicable.

6. Click the Browse button, and locate the electronic file on your hard drive or network. The path to the file will appear in the field.

7. Enter the Reason for Change, when applicable.

8. Enter a Vendor Revision Date, when applicable, or click the Calendar button and select one.

9. Click the Major Revision check box to clear it when the revision is minor.

10. Click Add.
    
    The MSDS appears in the MSDS Publish Details section.

11. Click Publish.
    
    The MSDS Information screen is displayed. The revision appears in the History of Revisions section.

MSDS Publishing History

Publishing history for an MSDS can be viewed and edited in the History of Revisions section on the MSDS Information form. The reason for the change, the vendor revision date, and the status information can be changed. No history is displayed until the MSDS has been published.

To view/edit publishing history

1. Locate your MSDS on the MSDS Information list, click one of its links to open the MSDS Information form, and expand the History of Revisions section.
   
   Each revision is displayed as a line item.

2. Click the Edit button adjacent to the applicable revision number.

3. View the existing information. Continue to step 4 to make changes. Otherwise, close the window.

4. Update the Reason for Change text.

5. Enter the Vendor Revision Date or click the Calendar button and select one.

6. Expand the Status section if necessary and select a different Status from the list.

7. Enter the Status Effective Date or click the Calendar button and select one.

8. Select a Contact Name from the list.
   
   If the applicable contact is not listed, click the Ellipsis button and add the contact.

9. Click OK.
   
   The History of Revisions section is updated with the information entered.

10. Click the Save button on the MSDS Information form.

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