HOW TO DECLARE YOUR PRODUCTS TO THE POISON CENTRE? POISON CENTRE. Bruyn Brussels Belgium

Transcription

1 POISON CENTRE Bruyn Brussels Belgium depot@poisoncentre.be How to declare your products to the Poison Centre using the Excel worksheet (EDF version 2) You can find this trilingual worksheet (NL, FR, EN) on our Web site : Declaration_CAP_autres.XLS 1/10

2 YOUR DECLARATION INCLUDES: An EDF* declaration worksheet (Excel file) + For each product declared, one or more documents *Electronic Declaration Form In this document, «products» means the dangerous and non dangerous preparations / mixtures placed on the Belgium market. Your declaration can be sent : o By to depot@poisoncentre.be : Create a message with, in attachment, the electronic declaration worksheet (Excel file) as well as the files with the documents corresponding to your products. NB : the maximum size for an , attached files included, is 5 Mb. You can send your declaration using multiple s when necessary. o By regular mail : create a CD on which you copy the electronic declaration worksheet (Excel file) and all other files corresponding to your products. For maximum security, your files can be stored within a ZIP file with an encryption password. Just transmit us this password by a separate channel (telephone: or fax: ) In case of real difficulties with electronic transmission, paper declarations are still accepted for some times. 2/10

3 1 For each product, you provide information documents : The documents you will provide should allow individual filing of each single product (i.e. do not put information about multiple products in a single file). The reason is that for each call to the Poison Centre : 1. The Medical Doctor (MD) will look for the product name in our database. 2. He/she will give a look to the documents provided for this product. 3. He/she will then decide what should be advised to the caller. Hence, the following documents you will send for each individual product are used by MDs to obtain the necessary information: 1. SDS : Safety Data Sheet correctly completed. One language is enough (French, Dutch or English) 2. Composition : complete list of ingredients (name, CAS number and/or EINECS) with their concentrations. 3. Label : picture of label and/or of the product package to allow the MD to confirm with the caller that the product involved is perfectly identified. All documents should preferably be provided in PDF format (designed by Adobe but today openly accessible) 1. It is strongly advised to standardise the names of the files containing your documents (see 2.3). 1 There are many free software to define a PDF printer for your computer: you can then print documents from any word processing package or management software. This creates the desired PDF file. 3/10

4 2 How to complete an EDF 2 worksheet? The Electronic Declaration Form (EDF) version 2 is a simple Excel file (OpenOffice compatible) that we provide and that you fill before sending it back to us. You will find this trilingual worksheet on our web site: Declaration_CAP_autres.XLS The completed form is your declaration. It identifies the declared products and lists the exact name of the files provided for each product. This worksheet is trilingual (NL, FR, EN) : using the tabs at the bottom of the page, you can choose your favorite language. Fill in only the tab choosen. For each product, you write at least one line of information. The first four lines of the worksheet contain titles: you therefore begin filling line 5 and go to the next line for each product you declare. Mandatory columns are in grey. They will become red when information is missing for one of the declared product. 4/10

5 2.1 Identification : (yellow background) Column A : Trade Names (mandatory) You must provide all names (FR, NL, DE, EN) used in Belgium on product package and in attached documents (SDS, composition). Type in all names in a single cell with a semicolon between each name. For example : Zupreme motorolie ; Huile moteur Zupreme You can merge different languages when it is the case on the packaging. For instance : Huile moteur Zupreme motorolie It is very important to mention all names appearing on the label, even in different languages, because the caller may use any of them to designate a product. This column must be filled in Column B : Manufacturer Product Code Type here the identification code (or name) given to the product within your company. This will ease communications with your people when additional information is needed in emergency. This column is optional. 2.2 Catégories (mandatory) : Column C : Professional Use Only If this product is for professional use only, select «Y». If it is not the case (the product if for professionals and general public or for general public only) select N. This column must be filled in. 5/10

6 2.2.2 Column D : Hazardous Mixture If your product is classified as Hazardous, select Y. If not, select N. This column must be filled in Column E : Product Type This column provides a very general clue about the use of your product : o H : Household o I : Industrial o P : Paint For cosmetics and biocides, there are specific forms available on our web site This column must be filled in. 2.3 Provided Documents : For each product, it is important to provide the safety data sheet, composition data sheet and label image in separate files. General advices about file names (Columns F, G and H) : 1. Give the complete name of the file with its extension (e.g..pdf ) Do not indicate the directory. For instance, for file C:\PRODUCTS\Z321.PDF, you write Z321.PDF 2. In your file names, use only letters (without accent), digits, - dashes-, _underline_ or dots File names listed in the Excel worksheet must be strictly identical to the attached files. We strongly advice to cut and paste the file names to disminish typing errors. 2 A file name cannot contain accented letters or the following characters : : ampersand or «at» sign " ' : double or single quotes ` ^ ~ : accents ( ) : parenthesis [ ] : square brackets { } : curly brackets < > : less than and greater than signs, ;?! : comma, semicolon, interrogation and exclamation sign = + * % : equal, plus, star or percent sign / \ : vertical bar, slash and back slash 6/10

7 2.3.1 Column F : SDS Safety Data Sheet Mention (paste) the filename of the Safety Data Sheet. If you have SDS files in different languages, please attach only one (choose one in French, Dutch or English) Column G : Product Composition (confidential) Paste in the filename of the document with the composition of the product (dutch, french or english). Warning : the distributor / reseller is responsible to notify the products that it puts on the Belgium market. If it does not have the product composition, it must request the manufacturer to declare the needed information to the Poison Centre. The manufacturer must communicate this information and must indicate also the distributor name and the product name used by the distributor (otherwise we cannot link the information from the distributor and the one from the manufacturer) Column H : Label Image Mention the filename of the label image. If you have multiple images for a product (recto/verso ), please group them in a single file (you can paste them in a MS-Word document and print it in PDF format). The label image is very useful to confirm the identification of the product involved in an intoxication. This column is optional. 2.4 Other Names : Important: To be filled in only if the same product is put on the market by another reseller /provider. Please refer to section 3.2, which gives an example Other Commercial Name : To be filled in if the same product is placed on the market using different names Reseller for this other commercial name : If the product is reselled by a different company, put here the name of this company. It is important that you keep exactly the same spelling for a same reseller in all your declarations. 7/10

8 3 Examples 3.1 Example 1 Suppose you would like to declare the 4 following products: o Venus Trefon: a hazardous mixture for professional use only. You provide a safety data sheet in PDF format, a composition file and a picture of the label. o Saturnus Max: a hazardous mixture for professional use only. You provide a safety data sheet. o Neptunus: a household product which is a hazardous mixture sold to professionals and in supermarkets. The words «solvant» and «solvent» surrounds the brand name on the label. o Uranus: a hazardous mixture for professional use only. The terms «Solvant Uranus» and «Uranus Solvent» are on the label. You provide a safety data sheet and a composition file. Below is the worksheet correctly filled in for those products : Green columns (other names) are blanks in this case. The names in column A ( Trade Names ) must match names appearing on the packaging and in the attached documents. When sending to the Poison Centre, you must attach files VX12.pdf, VX12-ingrlist.pdf, VX12-label.pdf, saturnusmax.pdf, N5.pdf, UAS-157a-sds.pdf and UAS-157a-ingrlist.pdf 8/10

9 3.2 Example 2 : how to declare a product sold by multiple suppliers? You declare Jupiter Extra, a product that you also sell to other vendors. These vendors are selling the product using different names : o Maton AS puts the product on the market with the name Jupi-A. o Phorpal puts the product on the market using the name Jupi-B. o Zulstra NV puts the product on the market with the name Jupi-C. Jupiter Extra : a not hazardous mixture not listed as for professional use only. You provide a file with the composition and a file with a picture of the label. Here is how the worksheet should be filled in : The name «Jupiter Extra» in column A ( Trade Names ) must appear in the documents. The names Jupi-A, Jupi-B and Jupi-C must appear on the packaging of the products. When sending to the Poison Centre, you must attach files jupiterextra.pdf and jupiterextralabel.pdf N.B. If the products sold by the different resellers have each a different label and if the pictures of the labels are available, then, the one who declares has to gather the three pictures in a single file (PDF file made from an MS-Word file where you paste the images). Alternatively, each reseller has to declare its product to the Poison Centre. 9/10

10 Table of Contents 1 For each product, you provide information documents : How to complete an EDF 2 worksheet? Identification : (yellow background) Catégories (mandatory) : Provided Documents : Other Names : Examples Example Example 2 : how to declare a product sold by multiple suppliers? /10