Software keeps records from being scattered
By James Runde
President
ImageTrak
Greenville, SC
The importance of providing on-demand access to material safety data sheets (MSDS) for personnel safety, regulation compliance, and protecting the environment is undeniable. Lack of a universal form for MSDS records has made cost-effective updating, storage, and timely retrieval of large volumes of information from numerous suppliers a challenge.
Prior to a MSDS software solution, companies had to re-key data or rely on paper-based archives. The Occupational Safety and Health Administration’s [OSHA] 30-year archival record-keeping requirement warrants a more sophisticated MSDS tracking and storage system. In addition, the number of MSDS documents and the number of employees who need access to the data can be daunting and time-consuming. Centralized control of the information is essential.
To complicate the issue for MSDS record managers, departmental users of controlled substances need efficient access to reliable MSDS data. Additionally, the central office must be assured of accurate data with audit-trail accountability.
Many employees are not familiar with document maintenance procedures, and it can be counterproductive to try and deal with paper duplication, outdated information, obsolescence, and new document requests. Consolidating the information and allowing for centralized updating, duplication, and maintenance of MSDS records can increase productivity.
When no software solution is in place, all MSDS information is paper-based in file cabinets. Many health care facilities have more than 2,000 different MSDS documents to track. The facilities receive MSDS reports daily and have thousands of employees in numerous departments who need access to the information. Combinations for any given product are endless.
Just a few years ago, St. Anthony’s Hospital in Effingham, IL, started its evaluation of MSDS software solutions. Prior to its evaluation, management at the medical center discovered MSDS information was not readily adaptable to spreadsheets, databases, or word processing solutions. Generic solutions with over-the-counter software programs have shortcomings such as data entry and data access that prevent dealing practically with all the MSDS requirements.
For example, whether the full text is being entered or information is being adjusted to fit in a database, manual entry is required. Further, manual entry increases administrative time and the likelihood of operator error.
When text is excerpted, reworded, or manipulated to fit into a traditional database format, the transcription process can make that information useless or even harmful if the original meaning is changed.
After studying five different MSDS software solution databases, St. Anthony’s Memorial Hospital chose MSDS ExPress, because of its functionality. "We knew we needed a centralized system, and we wanted one that was easy to use, says Sandy Eaton, hospital plant service supervisor.
St. Anthony’s can now insert MSDS forms into the database digitally from CDs, diskettes, bulletin boards, the Internet, or by scanning. "[The system] enables us to enter an unlimited number of MSDS documents, tag the documents with custom information, and adapt the data base to fit future needs," she explains. "Users are capable of searching for documents by a specific compound, products by percentage of a given compound, record identification number, distributor source, product location, or by a custom tag that is entered."
Scanning MSDS documents into a high-resolution image file with a flatbed scanner dramatically reduces the time for data entry and eliminates keyboarding errors. Scans are quick and require only basic clerical skills.
Recently, St. Anthony’s lost more than 1,300 MSDS database records when they were mistakenly removed from the system during routine maintenance. The responsibility of rebuilding the entire database for the more than 700 hospital employees fell upon Eaton. The software cut the process of rebuilding the database to 157 hours over a 12-day period. "We simply scanned all the documents into the system."
Two problems, however, can immediately arise with any image-based program: First, a relatively high-resolution scan is required for clarity. This consumes a relatively large amount of storage space compared to text-based systems. Second, the data-compression technology needed to overcome the space problem must be reliable.
Those issues can be overcome with current technology gains. The availability of high-speed, Pentium-based PCs enables fast decompression of high-resolution scans. The user is able to view a clear image of the document on the screen, print a legible document, and the entire process is invisible to the user. The advent of inexpensive high-capacity disk storage makes the issue of large files moot.
One government hospital in south Florida uses the MSDS software on the hospital network, which means all the departments have access to the information. Therefore, records are entered into the system once, and changes are made throughout the hospital. This eliminates the need for periodic department surveys to determine if MSDS documents for all chemicals being used are up-to-date.
MSDS software also is useful when accreditation time rolls around. "The Joint Commission of Accreditation of Healthcare Organizations inspects our hospital every two to three years," Eaton says. "The commission reviews every aspect of the hospital, including the availability of MSDS records. The faster the MSDS records are located the better."
The benefits of a centralized MSDS scanning software system are numerous. Information is scanned into the system, reducing the probability of operator error and saving time by eliminating data entry.
Duplicate forms are unnecessary when the information is held at one central location; searching for documents is easier, faster, and increases the company’s productivity.
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