Digital Safety Data Sheet Management System

The Vendor is required to provide digital safety data sheet (SDS) management system must store, organize, update, and allow secure, role-based access to all company SDSs with a robust web interface and mobile-friendly access.
- Core responsibilities
1. SDS data management
•    Maintain a centralized, up-to-date record of all SDSs.
•    Digitally store all company SDSs, including existing paper documents via scanning.
•    Organize SDS documents systematically by chemical and facility.
•    Automatically update SDS versions when new releases become available.
•    Archive older versions of SDSs for at least 30 years past the last date of use.
•    Support uploading of local SDS documents directly from pcs.
•    Allow creation and management of custom binders (e.g., by lab or location).
•    Enable storage of custom field data to capture additional state-specific details.
2. User access and security
•    Provide a secure web-based platform with role-based access controls.
•    Unlimited general user access for all state employees.
•    Unlimited administrators with rights to add or edit SDS information.
•    Unlimited access across all company locations and facilities.
•    Provide a user management module to manage accounts, permissions, and data access.
•    Secure mobile access with unlimited users without additional fees.
3. Search and retrieval
•    Advanced search capabilities by chemical name, CAS number, or other key criteria.
•    Generate SDS index reports compiling critical hazard and inventory information.
•    Easy retrieval of SDSs grouped by location, chemical, or regulatory requirements.
•    Allow unlimited SDS viewing and downloading at no extra cost.
•    Enable on-demand printing of secondary container labels directly from SDS data.
4. Compliance and reporting
•    Ensure compliance with hazard communication standard and other applicable regulations.
•    Generate compliance reports related to chemical inventory, hazards, and regulatory adherence.
•    Include backup and data recovery solutions to prevent loss of SDS information.
5. Support and training
•    Assist with the initial SDS data input including scanning and data entry.
•    Provide training resources such as video tutorials and instructional posters on how to use the system.
•    Access to a responsive emergency call center and technical support during business hours (8 am to 4 pm CST).
•    Regular system updates to maintain database currency and security.