Record keeping for exempted introductions – chemicals that are imported and subsequently exported

Before you read this page’s content, make sure you’ve already read and understood:

• why you must keep records
• written undertakings as records (if you’ve relied on information held by another person — such as a supplier or manufacturer — to categorise your introduction)

Go to our record-keeping overview page for this information.

Records you must keep

The type of records you must keep depends on whether you know the CAS number or the proper name (CAS, IUPAC or INCI for plant extracts under certain criteria) for your chemical. Work through the information on this page to understand your record-keeping obligations for this type of introduction.

Chemical identity

• If you know the CAS number – written or electronic record of the CAS number and either the CAS name or INCI name for the chemical.
• If you don’t know the CAS number – you must have either A or B:
  
  A. Written or electronic record of the CAS name or IUPAC name. An INCI name can only be used if the chemical and its name meet all 4 criteria:
  
  i. the chemical does not have a CAS or IUPAC name
  
  ii. the chemical is a plant extract – examples are extracts of flowers, seeds, or leaves of trees, shrubs, herbs, grasses, ferns, and mosses
  
  iii. the name of the plant extract is an INCI name based on a proper botanical name – for example, 'Helianthus Annus Leaf/Stem Extract' is acceptable but 'Sunflower extract' is not acceptable
  
  iv. the plant extract cannot be chemically modified –  for example, the chemical cannot be hydrolysed, acetylated or hydrogenated
  
  B. Written or electronic record of the names you use to refer to your chemical and a written undertaking from the supplier or manufacturer that they will give us the proper name (CAS or IUPAC) and CAS number (if assigned) if we ask for them.

Introduction, use and exposure

• Records to prove the total volume introduced in a registration year. We’ll accept shipping documents.
• Records to prove the total volume exported in a registration year or that the total volume of your chemical will be exported out of Australia. We’ll accept shipping documents.
• Records to prove that the packaging in which your chemical is immediately contained is not opened at any time while your chemical is in Australia. We’ll accept a signed and dated declaration.
• Records to prove that your chemical is under the control of either customs or the introducer at all times while it is in Australia. The information that we’ll accept depends on the circumstances of your introduction or export. 

Introduction requirements

You will need all the following items. If you don’t know the proper name, you will need a written undertaking from the supplier or manufacturer confirming each of the following items. They must provide records to prove each of the following items if we ask for them. 

• Records to prove your chemical was introduced (imported into Australia) and the total volume introduced in a registration year. We’ll accept shipping documents.
• Records to prove your chemical:
  
  • isn’t listed in Annex III of the Rotterdam Convention or Part 1 of Annex A, B or C of the Stockholm Convention on POPs (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)
  • 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.