Backup/Desktop Application

Estimated reading: 6 minutes

Creating a backup of the safety data sheets in your eBinder is an important step in staying compliant with many regulations that may require safety data sheets to be readily available, even when users do not have internet access due to outages or emergency situations. The backup feature provides tools to create a compliant backup of your site-specific safety data sheet inventory that can be used in the event of a loss of connectivity.

Note To create an eBinder backup, you must be assigned the Chemical Management Administrator role or the Chemical Management Manager role with this policy: Chemical Management – Manage the Desktop Application.

Creating the Initial Backup

The first time you create a backup you must download the Chemical Management desktop application from your account. You will only need to do this once.

If you are activated on the Accelerate platform and need to back up your eBinder, follow these steps:

1. Log into your Accelerate account and open Chemical Management.
2. Select eBinder > Backups.
3. Select Download Application. The backup must be installed on a computer hard drive with Microsoft Windows 8.1 or later. Installation on a network drive is not supported.
4. Open the downloaded file MSDSonline Desktop Setup.exe on your device and run the application.
5. When the desktop application opens, enter your Accelerate company Domain > Next.
6. Enter the Username and Password you use to log into your Accelerate account.
7. Select the product(s) associated with the safety data sheets you want to include in the backup. If you want to be able to filter your backup by locations, select Products assigned to Locations or Products assigned to Locations and Product Groups. You will then see options to select the specific locations or groups you want to include.
8. Click Save. Each time you launch the desktop application, your eBinder data and SDS documents will refresh based on your selected backup options.

Note Attachments are not included in your safety data sheets when creating a backup.

After creating your backup, you can use the desktop application to print backup copies of the safety data sheets in the eBinder, create portable copies, manage backup settings, and refresh your backup as needed.

eBinder Backup Features

The eBinder backup feature is available only for SDS, SDS/Chemical Management, or GM accounts that have purchased this option.

The eBinder backup includes:

- Basic product information
- The ability to view or print individual SDS PDFs
- Search functionality for Product Name, Manufacturer, CAS #, Product Code, custom fields, and any custom module data

The eBinder Backup page in the Chemical Management desktop application looks like this:

If your backup includes multiple locations, you can select All Locations above the search bar to filter by location.

If your backup includes location or product groups, you can use Filters to filter by:

- Product Groups
- In Use/Not In Use status
- Archived Products

The eBinder backup includes the date when it was last updated. If you are connected to the Internet when you open the desktop application, it will determine if any safety data sheets were added or removed since the last time you opened it. If they have, you will see an Update Available button; click the button to download an updated backup.

Printing Safety Data Sheets

All account types have the option to use the desktop application to print backup copies of the safety data sheets in the eBinder.

1. Open the Chemical Management desktop application and select MENU > Print SDSs.
2. On the Print SDS page, select which safety data sheets you want to print (all products, products assigned to a location, or products assigned to a product group).
  
  If an option you’re looking for is not available here, go to MENU > Backup Options and select the option you prefer.
3. Make additional selections from the following. Note that the number of documents that will print (above the Print button) adjusts based on your selections.
  - - Sort order (alphabetically by product name or manufacturer)
    - Whether you want to include SDSs for products In Use, Not in Use, or Both
    - Whether you want to include SDSs that are Active, Archived, or Both
    - Color or monochrome (black and white) printing
4. Select your Printer.
5. When you’re ready to print, click the Print button.

Note Once printing begins, each individual PDF file will open in your PDF reader, print, and then the document will close. There is currently no way to pause or change this process once it has started.

Creating a Portable Backup Copy

The Create Copy feature is available only to SDS and SDS/Chemical Management accounts or GM accounts that have purchased this option.

Use this feature to save a copy of your eBinder backup to a portable storage device, such as a USB flash drive, CD, or DVD. Portable copies can be accessed off-site or on a charged laptop if your facility loses power. Backup copies are not intended to serve as a compliant deployment method.

To create a copy of your backup:

1. Open the Chemical Management desktop application and select MENU > Create Copy.
2. Click Select Destination and then choose the folder or device where you want to save the backup copy. After you select a destination, the Chemical Management desktop application creates a Chemical Management Portable.exe file and saves it to the selected storage device.
3. To open the eBinder backup, insert the storage device and double-click the Chemical Management Portable.exe file. You can do this even if you do not have a username or password.

If you get an error when copying the backup to a USB flash drive, CD, or DVD, complete the following steps:

1. Create a new folder on your desktop and select it as the destination.
2. In the desktop application, select Copy. The application copies the backup file to the new folder.
3. When the copy is complete, select Close.
4. Open File Explorer and locate the folder you created on your desktop.
5. Locate your USB flash drive, CD, or DVD, and then drag the folder onto the storage device.

Creating Additional Backups

To create a backup that includes different products or locations:

1. Open the Chemical Management desktop application and select MENU > Backup Options.
2. Select the products, locations and/or groups you want to include in your backup, and then click Save. The desktop application downloads the selected safety data sheets and updates your backup.

Note You can only have one backup in the Chemical Management desktop application at a time. Creating a new backup will replace the existing backup.

Scheduling a Backup Reminder

By default, the Chemical Management system sends you an email every 30 days to remind you to refresh your backup. You can change the reminder frequency in your account settings:

1. Log into your Accelerate account and open Chemical Management.
2. Select eBinder > Backups.
3. On the Backup page, in the Backup Reminder section, select Change.
4. Select a reminder frequency and then click Save.

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Chemical Management: How to back up your SDSs