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Optimizing Safety Data Sheets with AI Automation

A company needed an AI-powered solution to manage and automate Safety Data Sheet (SDS) processing across formats and languages. SapientPro built a system that extracts structured data, updates SDS versions, generates safety regulations, and enables barcode-free product search — all while handling multilingual file matching and maintaining consistent formatting.

Our Collaboration Story

The client partnered with SapientPro to build a platform that supports chemical safety compliance in Switzerland. The goal was to develop a multilingual system for manufacturers, suppliers, and users that simplifies the handling of SDS. The system needed to address several industry-wide issues: outdated documents, language barriers, and difficulty accessing SDS records across organizations. We delivered a solution with structured SDS storage, automatic data extraction, multilingual matching, and role-based access control. The platform supports hospital and enterprise users with advanced search tools, email integration, and SDS version tracking, helping businesses comply with GHS and local safety regulations.

Challenges

  • Inconsistent Document Structures

    SDS documents vary widely in format and completeness, making standardized processing difficult across products and suppliers.

  • Language, Standard & Version Matching

    Matching SDS files accurately across different languages and regulatory formats (e.g., GHS, OSHA) required high-precision parsing.

  • Barcode-Free Product Identification

    Needed a reliable method to locate SDS data for products without barcode labeling: common in legacy systems or third-party imports.

Since launch, our SDS Automation Solution has become the backbone of a flexible safety-data platform. We adapt its extraction, multilingual matching, and compliance modules to the unique workflows of clients in diverse industries, delivering results in weeks, not months. Let’s talk about how this system can elevate your document automation.

Administrative & Compliance Features

  • Multilingual Platform Interface

    The system features an interface in German by default, with the option to switch to English. This makes the platform accessible for both local Swiss teams and international collaborators.

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  • Role-Based Access Control

    We implemented a role-based system with Global Admin, Client Admin, and Client Employee roles — each assigned specific permissions for login, access control, and system management. This structure simplifies platform administration while providing secure and appropriate access based on user responsibilities.

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  • Activity Logging & Oversight

    The platform logs key actions across roles — including login activity, SDS uploads, and edits to items, storages, and distributors. SDS records themselves can only be edited by the Global Admin, while client users may report issues. This allows managers to monitor usage, trace updates, and audit changes for regulatory compliance.

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  • Bulk Upload & Data Structuring

    Users with admin-level permissions can bulk upload SDS files, which are then automatically extracted, processed, and structured into a searchable database. Uploaded PDFs are assigned public URLs or can be accessed via API.

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  • Notification System

    Admins and client users receive alerts for new SDS uploads, version updates, and email-based submissions, helping all relevant roles stay informed and documentation stay current.

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User-Focused Features

Chemical Search Functionality

Employees across all roles can search by chemical name and retrieve relevant SDS records. Filtering is supported using labels and custom attributes.

Multilingual & Multi-Version SDS Matching

The system automatically detects and matches SDS documents in different languages for the same product. This eliminates redundancy and improves document accuracy across multilingual workplaces.

Automated Hazard Labeling for SDS Filtering

Each uploaded SDS is automatically assigned a visual hazard label based on its pictograms and key warning statements (e.g., signal word, H-phrases). These labels are searchable and filterable, helping users quickly identify products that carry serious environmental or health risks. The feature improves navigation across SDS records and supports fast risk assessment directly from the platform interface. Labels can also be printed and applied where needed.

SDS Retrieval via Product Code

Users can scan or search for a product code to instantly access the associated SDS file, reducing lookup time and improving workplace safety.

SDS Update Notifications

When an SDS is replaced or a new version is uploaded, the system notifies all relevant users, keeping everyone aligned with the latest safety information.
 

Process Stages

  • SDS Update Management

    SDS records can be updated manually when needed, allowing corrections or attribute adjustments while maintaining control over document accuracy and compliance.

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  • SDS Request Tracking

    Users can submit two types of requests through the platform: a request for a missing SDS file or a request for an available SDS in another language. All requests are logged and tracked, with status indicators for easy follow-up and fulfillment.

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  • Item Linking & Tagging System

    Client Admins can create Items and link them to SDS files. Tags can be added to Items for smarter filtering and categorization. Grouped into Storages, Items mirror real-world organization and simplify SDS navigation.

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  • Organizational Workspace Setup

    Super administrators can create isolated datarooms for new clients, allowing for clean setup and secure partitioning of organizational data.

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  • Current Project Flow

    Our ongoing collaboration focuses on adding features and improving integration. Planned upgrades include performance improvements, email-to-database automation, and extended analytics. The platform is evolving in line with Swiss regulatory needs and industry best practices for chemical safety data management.

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Solutions

01

AI-Powered SDS Structuring

SapientPro built a system to extract, classify, and organize SDS data, covering elements like chemical composition, hazards, and safety protocols in a consistent digital format.

02

Cross-Language and Compliance Matching

The platform supports intelligent SDS pairing across languages and formats, improving accuracy for global users and addressing documentation gaps in multilingual workplaces.

03

Advanced SDS Search & Filtering

We enabled filtering by ingredient, keyword, and regulatory field, reducing lookup time and helping teams find relevant safety data fast.

04

Version Control & Automated Updates

The system automatically detects outdated SDS files and suggests updating, helping clients stay current with safety regulations and reducing manual tracking overhead.

05

Non-Barcode Lookup Capabilities

By leveraging metadata and product descriptions, the system enables SDS retrieval without barcode scans – ideal for older products or external supplier files.

UNLEASH YOUR
IDEA

contact expert
contact expert
Ihor Hamal

COO with a 15-year track record of experience in scalable Big Data architecture. Proficient in creating scalable and robust systems to satisfy even the toughest business needs.

COO with a 15-year track record of experience in scalable Big Data architecture. Proficient in creating scalable and robust systems to satisfy even the toughest business needs.

UNLEASH YOUR
IDEA

Next Steps After Form Submission:

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