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How to Compile a Hazardous Substances Register for Your Farm in New Zealand

How to Compile a Hazardous Substances Register for Farms

If you run a farm in New Zealand, you’ve probably got hazardous substances lying around — diesel, herbicides, drenches, lubricants, cleaning agents, even old spray bottles in the corner shed.
Under the HSNO Act 1996 and the Health and Safety at Work (HSWA) Act 2015, every farm must keep a Hazardous Substances Register.

It’s not just paperwork — it’s your proof that you know what chemicals you’ve got, where they’re kept, and how to handle them safely. WorkSafe NZ can (and does) ask for it during inspections.

Here’s how to get it done — step by step, without the jargon.

1️⃣ List Everything You Have

Walk around your farm sheds, chemical stores, fuel areas, and workshops.
Write down every hazardous substance you find, even the old stuff.

Include:

  • Product name (from the label).

  • Manufacturer or supplier.

  • Where it’s stored.

  • Quantity (approximate is fine).

  • UN number and hazard class if available (e.g. 3 = flammable liquid).

👉 Tip: Don’t forget batteries, waste oils, and aerosols — they all count.

2️⃣ Attach Safety Data Sheets (SDS)

For each product, you must keep a current Safety Data Sheet (issued within the last five years).
The SDS tells you how to store, use, and dispose of the chemical safely — plus what PPE and emergency gear you need.

You can usually download these from the manufacturer’s or supplier’s website.
Keep digital copies in a folder or printed versions in your chemical store.

3️⃣ Note Hazard Information

Next to each substance, add simple hazard codes so everyone knows the risks.

For example:

  • F = Flammable

  • T = Toxic

  • C = Corrosive

  • O = Oxidising

  • E = Environmentally Hazardous

You don’t need to be a chemist — just copy the hazard symbols from the label or SDS.

4️⃣ Show Where Things Are Stored

Map it out.

  • Note the shed, container, or storage area for each chemical.

  • Mark which substances are kept together and which must be separated (e.g. fuel away from fertiliser).

  • Label each storage area with the correct HSNO signage.

WorkSafe loves a farm that knows exactly where its hazardous stuff is kept.

5️⃣ Keep Training Records

Every worker handling hazardous substances must be trained and supervised.
Include a column in your register showing who is qualified to use what.
For example:

“John — trained in fuel storage and spraying; Maria — trained in chemical mixing.”

6️⃣ Update Your Register Regularly

  • Add new substances as you buy them.

  • Remove anything disposed of or no longer used.

  • Check SDS dates once a year.

  • Keep a printed copy in your farm office or shed for quick access in an emergency.

7️⃣ Make It Simple to Read

Your register doesn’t need to be fancy.
A basic Excel spreadsheet or Word table is fine — as long as it’s clear and complete.

If you’re using software like ChemMatrix, everything can be linked digitally — with QR codes, SDS attachments, and auto updates.

Why Most Farms Struggle with Compliance

  • Lost or outdated SDS sheets.

  • Old chemical stock sitting for years.

  • No records of training.

  • Registers that only get updated when WorkSafe calls.

Sound familiar? You’re not alone — and that’s where ChemMatrix comes in.

How Auditsure Ltd and ChemMatrix Make It Easy

Auditsure Ltd specialises in helping SMEs and farms stay compliant with WorkSafe and HSNO requirements.
Their new digital tool, ChemMatrix, is being built to handle every part of your farm’s hazardous substance management.

With ChemMatrix, you can:

  • Automatically build your Hazardous Substances Register.

  • Link each item to its latest SDS sheet.

  • Set reminders for training, expiry dates, and inspections.

  • Scan QR codes to instantly view hazards on site.

  • Produce WorkSafe-ready reports in seconds.

No more paperwork panic before audits — just smart, simple compliance.

Final Word

Building a Hazardous Substances Register for your farm doesn’t have to be a headache.
Start with a walk-around, write it down, attach your SDS sheets, and keep it updated.
That register is your proof that you’re protecting your people, your animals, and your land.

And if you want it done right — and kept right — let Auditsure Ltd and ChemMatrix take care of the compliance for you.

You run the farm. They keep it safe.

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