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Record keeping for exempted introductions – chemicals that are comparable to listed chemicals

You must keep certain records for introductions of chemicals that are comparable to listed chemicals, which you’ve categorised as exempted. You must provide these records within 20 working days if we ask for them.

Before you read this page’s content, make sure you’ve already read and understood information on our record-keeping overview page.

Records you must keep

The type of records you must keep for chemicals that are comparable to listed chemicals depends on whether you know the CAS number, CAS name, IUPAC name or eligible INCI plant extract name. 

An introducer is taken to know the CAS number, CAS name, IUPAC name, or eligible INCI plant extract name if it would be reasonably practicable for them to find out that number/name.

This means introducers must proactively try to find this information, including checking for it with their chemical supplier.  

Chemical identity

  • If you know the CAS number – written or electronic record of the CAS number for the chemical and one of the following: 
    • CAS name
    • IUPAC name or 
    • INCI name for the chemical.
  • If you don’t know the CAS number or it is not assigned – written or electronic record of one of the following: 
    • CAS name 
    • IUPAC name 
    • eligible INCI plant extract name
  • If you don’t know the CAS number or it is not assigned, and you don’t know the CAS name, IUPAC name or eligible INCI plant extract name - written or electronic record of:
    • names you use to refer to the chemical
    • name of the person or business who you believe (on reasonable grounds) would give the CAS number (if assigned), and the CAS name, IUPAC name or eligible INCI plant extract name of the chemical, if requested by the introducer, following a request from the Executive Director 
    • why you believe the information holder will give the required information to AICIS. For example, this could be information in an email from the chemical identity holder or minutes of a meeting. 

Introduction requirements

You will also need the following records:

  • Records to prove your chemical is not one that cannot be exempted or reported at step 1 of the categorisation process. That is:
    • isn’t listed in Annex III of the Rotterdam Convention* or 
    • isn't listed in Part 1 of Annex A, B or C of the Stockholm Convention* 
    • the Persistent Organic Pollutants Review Committee has not decided that your chemical meets the POPs screening criteria set out in Annex D of the Stockholm Convention*
    • the AICIS Executive Director has not decided that your chemical meets the Annex D screening criteria for POPs while making the decision about issuing an assessment certificate for that chemical*. 
    • the AICIS Executive Director has not decided that your chemical meets the Annex D screening criteria for POPs based on an AICIS evaluation done on that chemical*.
    • your chemical isn’t listed on the Inventory with conditions of introduction or use that will be contravened

      We'll accept a signed and dated declaration that these checks took place. 

      *unless it is introduced solely for use in research or analysis and the amount that you introduce in a registration year does not exceed 100kg.

If you know your chemical’s identity

You must have records to demonstrate that your chemical introduction meets the criteria for introduction of a chemical that is comparable to a listed industrial chemical – see checkboxes below.

If someone else holds information about your chemical’s identity

You must have records showing all 3 below:

  1.  Why you believe your chemical introduction meets the criteria for introduction of a chemical that is comparable to a listed industrial chemical. These criteria are detailed in the checkboxes below.
  2. The name of the person or business who you believe (on reasonable grounds) would give AICIS the records to demonstrate that the criteria for introduction of a chemical that is comparable to a listed industrial chemical are met, if requested by you, following a request from the Executive Director. 
  3. Why you believe the information holder will give the required information to AICIS. For example, this could be information in an email from the holder of the information or minutes of a meeting.
  • A record of the CAS name and CAS number (if assigned) for the listed chemical.
  • If the terms of the Inventory listing for the listed chemical include a defined scope of assessment – records to prove that you are introducing or using your chemical in accordance with that defined scope. The information that we’ll accept depends on the defined scope of assessment.
  • If the terms of the Inventory listing for the listed chemical include conditions relating to its introduction or use – records to prove you are complying with those conditions for your chemical. The information that we’ll – records to prove you are complying with those conditions for your chemical. The information that we’ll accept depends on the conditions relating to its introduction or use.
  • If the terms of the Inventory listing for the listed chemical include specific requirements to give us information – records to prove that you are meeting those requirements for your chemical. The information that we’ll accept depends on the specific requirements.

How to print the checklist

Use your browser to print the record-keeping checklist content on this page by:

  1. clicking the print button at the top-right this page / or pressing Ctrl P 
  2. selecting your printer or choosing the 'Save as PDF' option
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