Sharing or replacing information protected by the authorship

Sharing confidential information protected by the authorship is an option. If no authorship is shared, only the person who entered the confidential information can see it. Even a main user can only see the confidential information that he has either entered himself or that has been shared with him.
Under Documents at the bottom of this page, you will find FAQs and examples of how to share confidential information protected by the authorship.

Sharing information protected by the authorship

Confidential information (authorship) can be shared by the author with other user accounts from the same company. These user accounts become co-authors with equal rights. The primary purpose of this function is to improve data quality in the product register for chemicals (RPC), simplify collaboration within a company and reduce the risk of data loss due to employee turnover.

As the author of the confidential information, which also includes user accounts with which you share authorship, you will find the section ‘Authorship’ for each notification type (preparations, biocides, substances, etc.). This gives you the option of sharing your three authorships, namely

the composition
In the case of substances and preparations dangerous to the environment: the quantity likely to be placed on the market annually
Information on nanomaterial

with one or more authorised user account(s) for the same company (see image).

As the author, you decide which of this confidential information you want to share and with whom, e.g., only the composition or the composition and nanomaterial, etc. However, you are not obliged to share anything.

For sharing confidential information (authorship), the following options are available (multiple choices possible):

Last edited by (user account name – change the author)
This box indicates the account that either entered or last changed the confidential information. The assignment is automatic and cannot be removed.

If only this box is activated, only the user account listed by name has access to the confidential information
The function change the author allows the user account listed by name to transfer the corresponding authorship to another user account of the same company (e.g. if this user was the author and leaves the company)
Please note: Only the user account listed by name can change the author. All other user accounts with which the authorship has been shared do not have this option.
All authorised authors of the corresponding authorship can see the user account name

All main user
If this box is activated, all main users from the same company will be given equal rights as authors. In addition to the former author, all main users can also view, edit and delete the selected confidential information and manage the access.

If a new main user is authorised for the same company at a later date, this user will immediately have access to the shared authorship(s)

All sub-user internal
If this box is activated, all sub-users internal from the same company will be given equal rights as authors. In addition to the former author, all sub-users can also view, edit and delete the selected confidential information and manage the access.

If a new sub-user internal is authorised for the same company at a later date, this user will immediately have access to the shared authorship(s)

Selection of single users (independent of user role)
Activating this checkbox allows the sharing of confidential information with one or more specifically selected user accounts within the same company. These will be given equal rights as authors. In addition to the former owner, all specifically listed user accounts can also view, edit and delete the selected confidential information and manage the access.

Access is granted by entering the correct email address with which the user account that is to be authorised has been registered
All authorised authors of the corresponding authorship can see the email address(es)

Additional information on user roles can be found here: User roles (admin.ch)

Important
Since all user accounts that share an authorship are also able to manage the access, caution is required! It is the responsibility of the author to authorise only legitimate user accounts with appropriate care.

The Chemicals Notification Authority accepts no responsibility for the inadvertent disclosure of confidential information by any of the authors.

Should all authorships be withdrawn by mistake, the user account that was the author or made the last change will always remain as the author (i.e. the user account name shown under ‘Last edited by’).

Replacing information protected by the authorship

For confidential information that is outdated and has a generic author name*, the corresponding authorship must be linked to a user account of the company by by re-entering. Replacements can only be made by main users and sub-users internal of the same reporting company.

* Does not correspond to any authorised user account name of the company. In these cases, the authorship always lies with the FOPH (e.g. Technical User-bag-ws-private-prod).

In other words, when you for example replace a composition, the existing one will never be revealed. Instead, it is deleted and the empty composition template is shown, allowing you to enter a new composition.