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Record keeping for reported introductions - low-risk flavour or fragrance blend

For introductions of low-risk flavour or fragrance blends, you’ll need to keep certain records and provide them within 20 working days if we ask for them.

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

Records you must keep

Your record-keeping obligations depend on which scenario applies to your low-risk flavour or fragrance blend introduction:

  • your introduction meets Scenario 1 criteria at step 3.2 of the categorisation guide
  • your introduction meets Scenario 2 criteria at step 3.2 of the categorisation guide 

Scenario 1 record-keeping obligations

If your introduction meets scenario 1 criteria at step 3.2 of the categorisation guide, the following record keeping obligations apply. 

Chemical identity

  • The name of the flavour or fragrance blend that contains the chemical(s) you have introduced into Australia.
  • The names of any products that you have imported that contain your chemical.
  • If you don't know the CAS name, IUPAC name or eligible INCI plant extract name
    • a record of why you believe the person or business you mentioned in your pre-introduction report would give the CAS number (if assigned) and the CAS name, IUPAC name or eligible INCI plant extract name for the chemical to AICIS, if requested by you, following a request from the Executive Director. For example, this could be information in an email from the chemical identity holder or minutes of a meeting.

Introduction, use and exposure

  • Records to demonstrate the total volume you have introduced in a registration year of either A or B:

    1. flavour or fragrance blend
    2. products containing the flavour or fragrance blend.

    We’ll accept shipping documents for imported products and any associated calculations.

  • Records of each type of product at end use that you introduce that contains the flavour or fragrance blend (Note: an end use in a personal vaporiser isn’t authorised.) 

    We’ll accept product labels, a list of product names and product use types (for example, shampoo), or technical information sheets.
  • Records to demonstrate the maximum concentration of the flavour or fragrance blend in each type of product at end use. 

    We’ll accept technical information sheets or documents from your supplier.
  • Information to demonstrate concentration crtiterion met

    • If you know the CAS name, IUPAC name or eligible INCI plant extract name – records to demonstrate your chemical has a concentration at introduction and end use of less than or equal to 1%. 

      We’ll accept an SDS (safety data sheet), product labels, technical information sheets or documents from your supplier.
    • If you don’t know the CAS name, IUPAC name or eligible INCI plant extract name – records showing why you believe your chemical has a concentration at introduction and end use of less than or equal to 1%.

    We’ll accept information on maximum concentration in documents from your supplier or in product information sheets/labels.

Other records

You will need all the following records.

  • Records to demonstrate your chemical is not one that cannot be exempted or reported at step 1 of the categorisation process, i.e.:

    • isn’t listed in
      • Annex III of the Rotterdam Convention* or 
      • 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*.
      • *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.
    • your chemical isn’t listed on the Inventory with conditions of introduction or use that will be contravened

    For example, we’ll accept a signed and dated declaration that these checks took place.

  • Information to demonstrate the absence of hazard characteristics
    • If you know the CAS name, IUPAC name or eligible INCI plant extract name - records to demonstrate your chemical doesn't have any:
    • human health hazard characteristics in human health hazard band C
    • environment hazard characteristics in environment hazard band D
    • If you don't know the CAS name, IUPAC name or eligible INCI plant extract name - records showing:
      • why you believe your introduction does not have these hazard characteristics (for example, you have an email from your supplier indicating that the appropriate checks took place, including checking that the chemical is not on the list of chemicals with high hazards for categorisation and that it is not a salt or ester of specified chemicals)
        and
      • the name of the person or business who you believe (on reasonable grounds) would give the information to demonstrate the absence of these hazard characteristics to AICIS, if requested by you, following a request from the Executive Director
  • Either A or B:
    1. If you know the CAS name, IUPAC name or eligible INCI plant extract name – records to demonstrate: 
      1. your chemical was on the IFRA Transparency List (at the time the pre-introduction report was given). We’ll accept a dated record of this. Or 
      2. you provided the information specified below (‘specified information’) before your chemical was introduced. 

        1. CAS name, IUPAC name or eligible INCI plant extract name 
        2. CAS number (if assigned) 
        3. any known hazard characteristics 
        4. maximum concentration at introduction and end use 
        5. name of the flavour or fragrance blend 

        We’ll accept a dated record of this.

    2. If you don’t know the CAS name, IUPAC name or eligible INCI plant extract name – records to demonstrate: 
      1. why you believe your chemical was listed on the IFRA Transparency list (at the time the pre-introduction was given) or that the above ‘specified information’ was provided to AICIS prior to your chemical introduction AND 
      2. the name of the person or business who you believe (on reasonable grounds) would give the information to AICIS to demonstrate that the chemical was on the IFRA Transparency List or that ‘specified information’ was provided to AICIS, if requested by you, following a request from the Executive Director. For example, you have an email from your supplier.

Scenario 2 record-keeping obligations

If your introduction meets scenario 1 criteria at step 3.2 of the categorisation guide, the following record keeping obligations apply. 

Chemical identity

  • The name of the flavour or fragrance blend that contains the chemical(s) you have introduced into Australia.
  • The names of any products that you have imported that contain your chemical.
  • If you don't know the CAS name, IUPAC name or eligible INCI plant extract name
    • a record of why you believe the person or business you mentioned in your pre-introduction report would give the CAS number (if assigned) and CAS name, IUPAC name or eligible INCI plant extract name for the chemical to AICIS, if requested by you, following a request from the Executive Director. For example, this could be information in an email from the chemical identity holder or minutes of a meeting.

Introduction, use and exposure

  • Records to demonstrate one of the following (either A or B):

    1. the concentration of the chemical at introduction and end use is 1% or less and the total volume introduced by you in an AICIS registration is 1000 kg or less
    2. the total volume introduced by you in an AICIS registration year is 10 kg or less

    We’ll accept SDS, technical data sheets, shipping documents for imported products and any associated calculations. 

  • Records of each type of product at end use that you introduce that contains the flavour or fragrance blend. (Note: an end use in a personal vaporiser isn’t authorised.)  

    We’ll accept product labels, a list of product names and product use types (for example, shampoo), or technical information sheets. 
  • Records to demonstrate the maximum concentration of the flavour or fragrance blend in each type of product at end use.  

Other records

You will need all the following records.

  • Records to demonstrate your chemical is not one that cannot be exempted or reported at step 1 of the categorisation process, i.e.:

    • isn’t listed in
      • Annex III of the Rotterdam Convention* or 
      • 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*.
      • *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.
    • your chemical isn’t listed on the Inventory with conditions of introduction or use that will be contravened

    For example, we’ll accept a signed and dated declaration that these checks took place.

  • Records to demonstrate (such as an SDS or email from your supplier) that as far as you are aware, your chemical:
  • Records to demonstrate one of the following (either A or B):

    1. the your chemical was on the IFRA Transparency List (at the time the pre-introduction report was given).
    2. the information specified below (‘specified information’) was provided (by you or the information holder, for example your supplier) before your chemical was introduced.
       
      This information includes all of the following: 
      • CAS name, IUPAC name or eligible INCI plant extract name
      • CAS number (if assigned)
      • any known hazard characteristics
      • maximum concentration at introduction and end use
      • name of the flavour or fragrance blend

    We’ll accept a dated record of this or information in an email from your supplier. 

  • Records to prove that the chemical is being used in accordance with any applicable IFRA standards. For example, we’ll accept information in an email from your supplier.

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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