These are the documents the current rules require a chemical facility to hold, ordered the way an inspection usually works through them.
1. Standing and licences
- The certificate of eligibility to trade in conditional chemicals, or the licence to trade in chemicals requiring special control (Article 11 of the Law);
- If you provide a storage service: the certificate of eligibility for chemical storage service (clause 5 of Article 14 of the Law; Article 19 of Decree 26/2026/ND-CP);
- If you consider yourself exempt: the basis for it (Article 18 of the Law; Article 21 of Decree 26/2026/ND-CP).
2. People
- The qualification of the chemical safety officer (Article 27 of Decree 25/2026/ND-CP);
- The training file with all five components, kept at least three years (Article 32 of Decree 25/2026/ND-CP).
3. Incident prevention and response
- The approved Plan or the issued Measures (Articles 33 and 35 of Decree 25/2026/ND-CP);
- Evidence of the database update (for Measures: within 30 days of issue);
- The annual drill record, if you are in scope (clause 3 of Article 39 of the Law).
4. Per product
- The safety data sheet — kept at the storage location (Article 25 of the Law);
- The GHS classification and labelling (Article 23 of the Law);
- For special-control chemicals, the purchase and sale control slip for every delivery (Article 17 of the Law);
- For imports, the response to the import declaration on the Single Window (Article 6 of Decree 26/2026/ND-CP).
5. Stored records
Information on hazardous chemicals (scientific and trade names; quantities produced, imported, used and disposed of; purpose of use; GHS classification; incident and safety information) must be established, regularly updated and kept for at least three years from the date activity with that chemical ends (Article 27 of the Law).
A facility with several branches must hold the information for the facility and all its branches together (clause 3 of Article 27 of the Law).
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