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Exposure register template (Excel & PDF) under Section 10a GefStoffV

Excel register of employees working with carcinogenic, germ cell mutagenic or reproductive toxic substances in Germany – with level and duration of exposure, measured values, calculated retention date and a PDF extract for employees who leave.

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Employers whose staff work with carcinogenic, germ cell mutagenic or reproductive toxic substances of category 1A or 1B must keep a register if the risk assessment (Gefährdungsbeurteilung) shows a risk to their health (Section 10a (1) of the German Hazardous Substances Ordinance, GefStoffV). It records the activity and the level and duration of exposure – so that, if someone falls ill decades later, it is possible to trace how heavily they were exposed.

The Excel template keeps the exposure register (Expositionsverzeichnis) per person, substance and period, with drop-down lists for classification, risk range and assessment method, and a column that calculates the retention period of 40 or 5 years from the end of exposure. A second sheet helps decide who must be included. The PDF contains the register for printing and the extract that employees receive when they leave.

What the template contains

  • Excel register with 22 columns, from person and activity to level and duration of exposure, retention date and ZED notification
  • Automatic “retain until” calculation: 40 years for carcinogens and germ cell mutagens, 5 years for reproductive toxicants
  • Second worksheet with eight questions on inclusion in the register
  • Landscape PDF with the register and an extract for employees who leave, with acknowledgement of receipt

How to use the template

  1. 1

    Identify those affected

    Go through the hazardous substances register for substances with H340, H350 or H360 and for carcinogenic activities. Use the “Check inclusion” sheet to clarify for whom the risk assessment shows a risk, and justify any non-inclusion.

  2. 2

    Enter exposure

    For each person, enter the activity, substance, period, duration and frequency and the level of exposure from the measurement report or assessment – without any deduction for respiratory protection. Keep the register up to date while exposure continues and add the end of exposure.

  3. 3

    Retain and hand over

    Keep the register until the calculated date or send the data to the DGUV Central Exposure Database. When an employee leaves, hand over the extract and have receipt confirmed.

Hazardous substances management in AMS GoManage safety data sheets centrally, let AI extract classification and H statements with source references and assign hazardous substances to sites, departments or areas of use.

Legal basis

  • Section 10a (1) and (2) GefStoffV: exposure register, retention for 40 or 5 years, extract on leaving
  • Section 10a (3) and (4) GefStoffV: transfer to the accident insurance institution, access to the data
  • Section 6 (8) no. 5 GefStoffV: justification if employees are not included
  • TRGS 410: exposure register for risks from CMR substances of categories 1A or 1B
  • Section 5 (3) and Annex Part 1 para. 3 of the Ordinance on Occupational Health Care (ArbMedVV): follow-up health care and transfer to the accident insurance institution

Frequently asked questions

How long must the exposure register be kept?

At least 40 years after exposure ends for carcinogenic and germ cell mutagenic substances of category 1A or 1B, and at least five years for reproductive toxicants (Section 10a (2) GefStoffV). The “retain until” column calculates the date from the end of exposure and the classification.

May the exposure register be kept digitally?

Yes, the Hazardous Substances Ordinance does not prescribe a particular form. As personal data is involved, the safeguards of Section 22 (2) of the Federal Data Protection Act (BDSG) apply accordingly – such as restricted access rights. Alternatively, you can send the data to the DGUV Central Exposure Database (ZED), which fulfils the retention and handover duties (Section 10a (3) GefStoffV).

Who may inspect the exposure register?

The doctor carrying out occupational health care and the competent authority, as well as each employee for their own data. Employee representatives have access to data without personal reference (Section 10a (4) GefStoffV).

You may use and adapt the template freely in your own company and for your own clients. It reflects the regulations named as they stand.

Never search a spreadsheet for a deadline again

In AMS Go, what this template covers lives in one system with reminders, history and records at the push of a button – mobile and with AI support.

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