Process Safety Information (PSI) is the cornerstone of any effective Process Safety Management (PSM) program. For processes covered under OSHA 29 CFR 1910.119—those involving highly hazardous chemicals (HHCs) at or above threshold quantities—maintaining comprehensive and accurate PSI is not just a regulatory requirement; it’s essential for protecting personnel, assets, and the environment.
In this post, we’ll explore the key elements of PSI, the expectations for maintaining records, and how leveraging modern document management tools—like Microsoft SharePoint—can ensure PSI remains accurate, accessible, and current throughout the facility lifecycle.
What is Process Safety Information?
PSI includes the technical data and documentation that define the physical and chemical hazards of the processes and materials used in a PSM-covered process. It serves as the foundation for conducting Process Hazard Analyses (PHAs), Management of Change (MOC), Operating Procedures, and Training Programs.
Key Categories of PSI:
- Hazards of Chemicals Used in the Process
- Safety Data Sheets (SDS)
- Toxicity, reactivity, corrosivity, flammability
- Permissible exposure limits (PELs), threshold limit values (TLVs)
- Technology of the Process
- Process flow diagrams (PFDs)
- Piping and instrumentation diagrams (P&IDs)
- Maximum intended inventory
- Safe upper and lower operating limits
- Consequences of deviations
- Equipment Information
- Design codes and standards
- Materials of construction
- Relief system design and design basis
- Electrical classification
- Ventilation system design
- Safety systems (e.g., interlocks, alarms, emergency shutdown systems)
Record Retention and Maintenance
While OSHA 1910.119 does not prescribe specific timeframes for retaining PSI records, best practices indicate that records should be:
- Maintained for the life of the process or facility, especially when used to support PHAs, MOC decisions, or mechanical integrity programs.
- Updated as part of MOC procedures when changes occur in process chemicals, technology, or equipment.
- Periodically reviewed to ensure accuracy, particularly prior to PHAs, audits, and major maintenance turnarounds.
Outdated or missing PSI can lead to flawed hazard assessments, inaccurate procedures, and compromised operational safety.
Why Electronic Document Management is Essential
Traditional PSI systems—such as paper records or loosely organized shared drives—are prone to issues like version control errors, accessibility problems, and inconsistent updates. To address these challenges, implementing an electronic document management system (EDMS) is now recognized as a best practice.
Microsoft SharePoint: A Strategic Platform for PSI
Microsoft SharePoint offers a secure, flexible, and enterprise-grade solution to manage and distribute PSI. Key benefits include:
- Centralized storage with role-based access
- Version control and audit trails to track document history
- Metadata tagging and searchability for faster retrieval
- Automated review and approval workflows
- Integration with Microsoft 365 apps for seamless collaboration
By adopting SharePoint, organizations can ensure that PSI is not only compliant but also actionable, reducing administrative burden while supporting safe operations.
Conclusion
An effective PSI management strategy is essential for compliance and risk reduction in PSM-covered processes. By understanding what information must be included, maintaining records through the lifecycle of the process, and leveraging electronic platforms like SharePoint, facilities can ensure that PSI supports informed decision-making and sustained operational integrity.
Don’t let critical safety information become obsolete or inaccessible. A modern, electronic approach to PSI management is not just recommended—it’s essential for regulatory compliance and process safety excellence.
