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COSHH use case

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.

Side by side

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 page is practical guidance for UK inspection and compliance teams, not legal advice. Confirm duties, intervals and competent-person decisions against the official sources and your own site circumstances.

Honest fit

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.

Next step

See the workflow on your own data.

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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From the field

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.

Audit risk

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.

Evidence

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.

Questions

COSHH assessment software UK, answered.

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.

Internal links

Continue this topic cluster.

Discipline COSHH software Guide COSHH assessments guide Download COSHH duty-holder download Discipline Health and safety software Product Compliance Register Product Platform overview Pricing Pricing Demo Book a demo

References

COSHH assessment software UK: official sources

Links to primary UK legislation and official regulator guidance. CertFlow is independent and not affiliated with these bodies.

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