Factual system comparison
Hazardous substances register, spreadsheet, paper or network drive?
Every storage method can work at an appropriate scale. The number of contributors, sites, documents and required change records determines the practical fit.
| Criterion | GHSDoku | Spreadsheet | Paper folder | Network drive |
|---|---|---|---|---|
| Currency | Shared data state | Depends on file and maintenance | Manual for each folder | Depends on filing structure |
| Central availability | Browser-based by permission | Through file storage | At the physical filing location | Within the reachable network |
| Searchability | Fields, filters and document links | Table filters and free text | Index and manual search | Filename and system search |
| Permissions | Roles and areas | Usually file or folder rights | Physical access | Folder and file rights |
| Traceability | Audit and document history | Version filing required | Manual labelling | Depends on platform and process |
| Multiple users | Designed for separate roles | Depends on platform and locking | Only directly at the folder | Concurrent editing depends on format |
| Cross-site use | Company and site structure | Custom columns and file rules | Copies or transport | Through folder structure |
| Document maintenance | Document attached to substance | Links or separate files | Replace printouts | Folder convention required |
| Error exposure | Validated inputs and fixed relationships | Formulas and free text remain editable | Transcription and filing errors possible | Duplicates and inconsistent names possible |
| Backup | Database and documents backed up separately | File backup | Physical copy or scan | Depends on operator backup |
This comparison describes common characteristics. The actual capabilities of office, document management and network systems depend on product and configuration.
Decision support
Complexity is not determined by substance count alone
Multiple editors, separate sites, frequently changing PDFs and tiered permissions are usually where a structured specialist application adds value over a single file.
View featuresNext step
Bring hazardous substance data together from scattered sources
Use your own sites and documents to assess whether GHSDoku fits your processes.