COSHH assessment software UK

COSHH assessment software should do more than store safety data sheets. It should connect the substance, task, controls, review date, training and evidence that controls are maintained.

For UK employers, compliance managers, safety teams and engineers managing hazardous substances, assessments and control evidence.

Reviewed byImran SayeedOccupational Hygienist · BOHS (W201/P601/W504) · COSHH Competent Assessor · 12 years

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A folder of safety data sheets is not the same as a COSHH assessment. The assessment needs to consider how the substance is used, who may be exposed, what controls are required and how those controls are checked.

CertFlow helps keep COSHH assessments, substance records, SDS, control checks and remedial actions in one register. It does not replace competent assessment or occupational hygiene advice where needed.

SDS folders and spreadsheets vs CertFlow.

SDS folders and spreadsheets

CertFlow

Substance records

SDS PDFs in folders

Substance register with SDS, location and assessment links

Assessment

Generic forms copied between tasks

Assessment records tied to task, site and controls

Controls

PPE and controls listed but not checked

Scheduled control checks and action tracking

Reviews

Spreadsheet dates or memory

Review dates visible in the compliance register

Evidence

Training, LEV and monitoring records separate

Evidence attached to the substance and assessment history

This guide summarises software choices for UK inspection and compliance teams. Confirm duties, intervals and competent-person decisions against the official sources and your own site circumstances.

When SDS folders and spreadsheets is enough

You use a small number of low-risk substances in stable tasks.
A competent person reviews assessments, SDS changes and controls reliably.
You do not need multi-site registers, recurring control checks or audit exports.

Review your workflow in a demo

Bring a sample asset list, certificate or inspection form. CertFlow can show how the workflow changes from first record to issued evidence.

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What inspectors commonly see

Safety data sheets filed without a task-specific assessment.
Assessments not reviewed after a substance, process or site changes.
LEV or control-check records kept outside the COSHH register.
PPE requirements listed without evidence that higher-level controls were considered.
Training and briefing evidence stored separately from the substance record.

Common mistakes

Treating SDS collection as proof of COSHH compliance.
Using one generic assessment for different tasks and exposure routes.
Not recording control maintenance, LEV checks or remedial actions.
Letting review dates pass unnoticed.
Missing health surveillance or exposure-monitoring prompts where risk indicates they may be needed.

Records to keep

Substance inventory and current safety data sheets.
COSHH assessments by substance, task and location.
Control measures, PPE requirements and training evidence.
LEV, control maintenance and inspection records where relevant.
Review dates, monitoring, health surveillance and remedial actions where needed.

Common questions

Is storing safety data sheets enough for COSHH?

No. Safety data sheets support the assessment, but COSHH also requires task-specific assessment, controls, maintenance, information and review.

Can CertFlow schedule COSHH reviews?

Yes. Assessments and control checks can be given review dates and surfaced in the compliance register.

Does CertFlow decide exposure controls?

No. Control decisions should be made by competent people using the task, substance and exposure context. CertFlow keeps the assessment and evidence organised.