Audit readiness checklist for chemical compliance

Chemical Compliance is the foundation of operational safety, environmental protection, and regulatory adherence in industries ranging from manufacturing to healthcare. Staying compliant with ever-evolving federal,state and local regulations is both best practice and legal obligation.

Preparing for a chemical compliance audit by a government orregulatory body can be daunting. Having a structured approach ensures you areready, whether for a scheduled review or surprise inspection.

Here are factors to consider in creating an Audit Readiness Checklist to assist your organisation to stay compliant, reduce risk, and passaudits with confidence.

1.     Inventory Management

A thorough, flexible system for organising andtracking chemicals from procurement to disposal is critical for maintaining workplace safety, regulatory compliance, and operational efficiency. This can be achieved by:

-         Maintaining a complete and up-to-date chemical inventory across your organisation

-         Ensuring all chemical containers are clearlylabelled with appropriate hazard information.

-         Tracking chemical quantities are they are used,expiration dates, storage conditions.

-         Reviewing inventory regularly to remove outdatedor unused substances.

2.     Safety Data Sheets (SDS)

Current and readily available Safety Data Sheets (SDS)detailing all safety information for a product are your front-line defence forhazard awareness and regulatory compliance. Ensure your SDS are:

-         Available for every chemical on site.

-         Kept available to all employees, eitherelectronically or hard copy.

-         Updated promptly when products change.

-         Stored in a centralised, organised location for ease of audit review.

3.     Labelling and Signage

A GHS-compliant label for every container of a hazardous chemical is required by regulatory bodies worldwide. To ensure your labels are current,visible and correct:

-         All chemical containers should be properly labelled according to GHS.

-         Labels must include:

o   Product identifier

o   Signal word

o   Hazard statements

o   Precautionary statements

o   Hazard pictograms

-         Have appropriate signage in chemical storage areas, such as flammables, corrosives, toxic.

4.     Storage and Handling Practices

Incorrectly stored hazardous chemicals risk fire,injury, poisoning, or damage. Mixing incompatible hazardous chemicals may cause explosions or release toxic, flammable or corrosive gases. Follow these safestorage and handling practices to minimise these risks:

-         Chemicals are stored by compatibility group (e.g., acids away from bases)

-         Flammable and reactive chemicals are in approved safety cabinets.

-         Storage areas are well-ventilated, clean, andsecure.

-         Spill containment measures are in place (e.g.,trays, secondary containment)

5.     Training and Documentation

Chemical handling training encourages safety and preventing avoidable risks in workplaces where hazardous substances are used. A safer working environment in compliance with regulations is encouraged throughtraining and documentation when:

-         All employees handling chemicals receive initialand recurring training

-         Training covers:

o   hazard recognition

o   PPE use

o   Emergency response

o   SDS access.

-         Training records are maintained with dates,names, and topics covered.

-         Annual refresher training is conducted anddocumented.

6.     Emergency Preparedness

Preparedness and response are critical in mitigating the impact of chemical emergencies on serious health effects, environmental damage, and public health and safety. Emergency preparedness can be improved by:

-         Eyewash stations and safety showers are accessible and tested regularly.

-         Spill kits are clearly labelled, fully stocked,and easy to locate.

-         Employees know spill response procedures and emergency contacts.

-         Emergency exits are unobstructed and clearly marked.

7.     Waste Management

Choosing the right method for disposing of chemical waste is essential for protecting the environment, complying with regulations,and minimising health risks. Consider following practices:

-         Hazardous waste is segregated, labelled, andstored according to regulations.

-         Maintain a waste log including dates, types, andquantities of waste removed.

-         Contracts and manifests from waste disposalvendors are on file and current.

-         Regular inspection of waste storage areas forleaks, corrosion, and container integrity.

8.     Regulatory Compliance Records

Compliance policies formalise your organisation's commitment to adhering to federal, state, and international chemical regulations.Such policies outline the necessary rules, controls, and procedures required to meet regulatory standards. To minimise the risk of legal penalties and enhance operational integrity:

-         Keep documentation of regulatory submissions and approvals (e.g., EPA, REACH)

-         Retain copies of inspection reports and corrective actions.

-         Log incident reports and safety meetings.

-         Ensure all documentation is organised, accurate,and readily available.

9.     Personal Protective Equipment (PPE)

PPE is essential to prevent accidental inhalation,skin absorption or ingestion of hazardous chemicals. it is crucial employers provide appropriate PPE and that employees are trained in its correct use,storage and maintenance. Ensure:

-         Proper PPE is available, in good condition, andappropriate for the chemicals handled.

-         Regular PPE inspections and replacements are conducted.

-         Employees are trained in proper PPE use andlimitations.

10.  Internal Audits and Continuous Improvement

Regular safety audits evaluating the effective implementation of protocols, procedures, and safety measures play a crucial role in meeting compliance with safety standards. Drive continuous improvement initiatives to enhance workplace safety by:

-         Conducting internal chemical audits at least annually.

-         Using audit findings to correct deficiencies and improve systems.

-         Developing a corrective action plan for any gaps identified.

-         Involving Environmental Health and Safety (EHS) personnel and department heads in the review process.

With a proactive approach and a structured checklist, you helpyour organisation to not only be ready for an audit but manage chemicals in a safe and sustainable way.

Being audit-ready is an ongoing process. Regular self-assessments, employee training, and well-managed systems will keep you incompliance with local, national, and international regulations. If you company requires a Chemical Safety Audit then go to  https://www.rmtglobal.com/services/safety-audits

‍