Contents edition 09/2014

The latest on IMDS

Series: Frequently asked questions

Focus on: Versioning and Change-Management in IMDS Rel. 9

Focus on: Biocides

IMDS Training: New seminars on Release 9

IMDS Training: The imds professional webinars

IMDS-Training: IMDS seminars in Brazil

IMDS-Service: Conflict Minerals

Company information

The Latest on IMDS

IMDS Release 9 is now in use

Since 8th May 2014 the IMDS Release 9.0 has gone live. Information on all changes is given at IMDS Release 9.0 Information dated 12th June 2014.For further information please click on Tutorials at mdsystem.

Changes in Release 9

The IMDS Steering Committee has made yet another subsequent modification in Release 9.0 on 23 June,2014: in the newly defined check routine relating to sending/forwarding of identical part numbers, the 'Error'message has been changed to 'Warning'. This has simplified MDS submission for such cases. For furtherinformation on this please log on to IMDS Release 9.0 Information (PDF).

The new email address of the English language IMDS Service Center

Effective 20 June, 2014 the new email address of the English language IMDS European Service Center is asfollows: imds-helpdesk-english@hp.comThere is no change in all the other addresses. To access them click here.

Renault: Updating the IMDS Documents for Suppliers

Renault has updated its IMDS documents for suppliers. Further information on this is available at mdsystemunder OEM-specifc Information.

Series: Frequently asked questions - replies from our IMDS instructors

Question 1: My IMDS entry has been rejected on the grounds that under “name of data sheet” only“Copy” or (in German) “Kopie” is mentioned. I have been asked to delete “Copy” from the namefield. However, nowhere can I find “Copy” or (in German) “Kopie” in my IMDS entry. So, I do notknow what to change.

Reply: In the versions preceding the IMDS Release 9.0 version it was possible to copy accepted supplierMDSs. Thus there could be legacy data in your MDS, which mostly leads to rejection. “Copy” is an IMDS

indication for a change in ownership by the process of copying. The MDS is now saved in the name of yourcompany.In such cases, one has to check the names used in the German and English material language, as materialshave a name in German with a parallel term for that in English. Check under both the languages whetherthere is “Copy” or (in German) “Kopie” showing against “Name”.When you change the material language to English or to German you will see the “Copy_*” or “Kopie_*” (seeillustration 1).

Tip: You can choose the login language. Select “English” and open the MDS once again. This changes thebasic setting and all material names get displayed in English.

Illustration 1: The file name “Copy_” or "Kopie_" appears beside the material low alloy steel

Incidentally: Effective 8 May, 2014 foreign accepted or foreign published materials cannot be copied. Semicomponents and components of foreign origin can be copied as before. References to unpublished materialMDS are maintained within the system and can only be replaced in the event of further processing.

Question 2: What is the right way of depicting symbols to label materials? Reply: A symbol must describe the material. If it is an unfilled material, just entering the material is enough. Ifit is a filled material, as is often the case with plastics, the fillers have to be mentioned.

Example:

Illustration 2: Synthetic material POM, fiber-glass reinforced

Explanation of the illustration: according to ISO 1043-2, POM-GF25 stands for the synthetic materialpolyoxymethylene filled/reinforced with 25% fiberglass (GF25).

Short note: What is the ISO 1043 normThe EN ISO 1043 norm explains the correct use of codes and symbols/abbreviations for syntheticmaterials and is divided into 4 parts:Part 1043-1 comprises of the uniform use of codes and symbols of base polymers and the indicationof their special characteristics, e.g. ABS, PE, PP, PTFE…PP-E (impact-resistant polypropylene), PS-E(expandable polystyrene)Part 1043-2 describes what fillers and reinforcing materials are and how they are to be entered, e.g.POM-GF25, PVC-MD30

Part 1043-3 provides uniform codes for the emollients present, e.g. PVC-KD5 PPart 1043-4 indicates how to label the flame retardants employed.

E.g.: PET (FR)17 Polyethylene terephthalate with flame retardant (FR), 17 -aromatic brominatedcompounds; PE-LD FR (30+40) – Polyethylene low density (LD) FR (flame-retardant), 30 - nitrogencompounds, 40 - halogen-free phosphorous compounds

Example for entering a symbol:

Illustration 3: The illustration shows an erroneous symbol entry since information on the filler is missing in thesymbol

Illustration 4: This illustration shows the correct symbol entry, since the filler is specified

Question 3: Where can I find published materials?

Reply: You can find published materials on the “Materials” window/search screen on the right tile either byticking the “Published” box …

Illustration 5: The “Published" box has to be ticked to be able to see published materials

… or on the “Material References” window/search mask while creating the MDS:

Illustration 6: Adding References is selected here to call up published materials and to add it to a test part

You arrive at the same window/search screen as in illustration 5.

We recommend that you only select the following IMDS 001 suppliers as reliable sources of published data:

Illustration 7: The IMDS Committee materials, IMDS Committee/ILI metals, steel and iron lists

Note: The IMDS Steering Committee published materials MDSs are IMDS check routine-exempted:Guideline 4.4.1.1.a: The IMDS Steering Committee recommends the use of these material MDSs, providedthe material is manufactured as per a public standard or norm and is available in the IMDS.

Source: IMDS-Guidelines 001, Guideline 4.4.1.1.a

Excursus:In your own interest, for new sampling operations you should search in the respective current version of eachpublished material.

Illustration 8: The version (e.g. current) and the language both can be set in the search mask to the left.

We will give you some tips below on how to get the searched material displayed. Examples for particular material groups on the basis of type and use:

a. Sealants

The published Committee Materials can be found by using the search item "coating film" (here in part):

b. Coatings

The conventional coatings in the IMDS can be found simply via material search/search by material, enter theIMDS-Committee with the company ID “423” or the “IMDS-Committee / ILI Metals” as the source.

c. Electroplating Surfaces

A search by “e-plate” will show standard electroplated layers.

Material language: German, search item “e-plate*” here only a section:

d. Electrolytic coatings as extract

In this connection there are Japanese and international entries, which are partly similar with differing namesand divergent norms.

The search item “*e-plated” yields the following:

Data source: Norms / Standards Norm “EN 10271”, from the steel institute VDEh (Verein DeutscherEisenhüttenleute / The German Association of Iron and Steel Research)

For the English search item: “Electrolytically plated” here's our search tip:Enter “ELp-*”and then under “Name” enter the periodic table name of the basic substance that has to befound.

Example: “ELp-Cu” = electroplated copper as per the Japanese industry norm “JIS H8645”

Search tip “Electrodeposited”: “Ep-*”and then under “Name” enter the periodic table name of the basicsubstance that has to be found. Example: “Ep-Cu” = electroplated copper as per the delivery specification of Japanese automotivemanufacturers “JAMA H4444”

We look forward to your feedback on the published materials you were able to find in the IMDS, howyou found them, and where you use them.

Question 4: There are English and German terms for the materials, which language should I use tocreate a material?

Reply: There are English and German material names both while creating and searching (for) materials.English names take precedence over the German ones because of their international usage in theautomotive industry.

Illustration 9: Language option can be selected from the “Material language” drop-down.

The material names must be entered in English, failure to comply constitutes a breach of rules:

Source: IMDS General Rules and Guidelines, August 2012, pg. 11

It is important that literally an English material name be entered in the “Material Name” field on the “English”version view. Also, under “Material names” in English there should always be a descriptive name for thematerial (if necessary a chemical one, i.e. in the case of metals as per technical declaration or as perstandard description), since this simplifies the search for users all over the world. Instead of a Germanmaterial name you can also use a language other than German on the “Material name German” versionview.

Incidentally: For components and semi components the use of English names is merely recommended andnot mandatory:

Components:

Semi components:

Source: IMDS General Rules and Guidelines, August 2012, pg. 6-8

For changes in material names HP offers the following tip in its document “Create Tips – Material”:

Question 5: When I try to filter my suppliers search, the suppliers often do not get displayed. How should I go about it?

Illustration 10: The MDS/Module search in the IMDS

Reply: On the MDS/Module search window in the right tile, under the supplier MDS, first tick the box next to“accepted MDSs” or “published MDSs” or both boxes (marked yellow in illustration 10). Thereafter you cantick against the “Enable search by suppliers” box. Now, upon clicking on the box marked in red (seeillustration 10) the mask for supplier search/search by supplier will appear (illustration 11).

In the search process delete the tick next to “only root companies” (marked red in illustration 11) or else thesearch will get restricted to root companies. Thus a Daimler search will fail to show Evobus, which alsobelongs to Daimler.

Illustration 11: Should the "only root companies" box be ticked the search will get restricted to only those firms.

Question 6: I entered the wrong password thrice and now it’s locked. What should I do?

Reply: Go to the www.mdsystem.com homepage and there you will find "Request new password" in the left tile under Anmeldung/login (marked yellow in illustration 12):

Illustration 12: The mdsystem homepage with the menu item "Request new password" to the left.

Now enter the user ID and the user e-mail in the window that has opened up:

Subsequently a new password is sent to the user.

Alternately, a company admin can also log in and reset the password. To do this he has to go to the Administration menu point (see illustration 13) and click on User.

Illustration 13: "User" is selected under the menu item 'Administration'.

A search for the corresponding user has to be run and opened for processing. Now click on "Re-setpassword" and confirm. The new password is sent to the stored e-mail address of the user:

Illustration 14: Before sending the new password the receiver e-mail address has to be verified.

Focus on: Versioning and Change Management in IMDS Rel. 9

To support IMDS Change Management compliance, check routines have been implemented in the IMDS ofthe recently published Release 9 version. Since Change Management has always been a significant issue inoperating the IMDS, in this article we shall look into the various aspects of Change Management andinnovations, and explain the terms.

Standard IMDS MDS-reporting calls for the following points to be observed:

The IMDS data flow must present the materials/components as given in the automobilemanufacturer's supply chain.

The first material entry marks the beginning of the IMDS data flow (see sampling rules in VDA Vol. 2,PPAP).

Material datasheets are passed on from supplier to supplier right up to the automobile manufactureracross the supplier chain.

As a rule, all the used components and materials have to be revealed in the supply chain (legalbasis: Type Approval Guidelines 2005/64/EG, Appendix IV).

Changes in Release 9:In the IMDS Release 9, changes have been made in the check routines and there are new versioning rulesfor identical part numbers. Pgs. 8 to 10 of the Release 9.0 Information give information on the changes.

Change-Management Criteria and the Reasons for VersioningChange Management specifies the conditions to regenerate or update a material datasheet. Illustration 15from the IMDS Guidelines " IMDS General Rules and Guidelines" given below shows when a MDS has to beregenerated, and the cases of MDS updating where the ID remains the same.

Illustration 15: Change Management flow from the "IMDS General Rules and Guidelines”, August 2012, pg. 5

Clarification on the illustration:

Box 1: - Relevant Change in GADSL (Global Automotive Declarable Substance List)

Note: The GADSL is a standard for the automotive industry and gives information on basicsubstances with respect to prohibitions and restrictions. For further information on theGADSL please refer to our Journal 04/2014 in the article on "GADSL and Application

Codes".

Rule 3.2.1.D: When there is a change to the GADSL (suppliers to Renault: BGO list), all MDSs that have ajoker/wildcard in their tree structure must be reviewed to determine whether the substance that thejoker/wildcard replaces is now declarable or prohibited. All substances marked as confidential must undergothe same review to identify if any confidential substance is now declarable or prohibited. Should that be thecase, a revised submission with a full non-confidential disclosure of the declarable or prohibited substance isrequired by the date in the legislation. If no date is given or the date is longer than 6 months, theresubmission must occur no later than 6 months from the publication date of the updated GADSL (OEMsmay determine a longer timeframe).

Box 2: New part number or new material

Only in the case of a new part/code number or a new material is a new ID necessary. In allother cases the ID remains the same and just requires a higher version number.

Rule 3.2.1 A: When a new part or material is introduced to a customer for the first time, a new MDS (newIMDS ID) has to be created if the part or material is also new on the supplier side. If the part or materialalready exists on the supplier side, the supplier may add the customer as a new recipient to the latest MDSversion.

Box 3: Add or delete material(s) Rule 3.2.1.B: The addition of any new material(s) or the elimination of any already reportedmaterial(s) contained in a part requires the revision and resubmission of the correspondingMDS.

Box 4: Relevant change in part mass

Rule 3.2.1.C: A change in mass of a part exceeding the allowed deviation listed on theproduction part drawing or in customer requirements requires the revision andresubmission of the corresponding MDS. Small changes made over a period of time mayaccumulate to be significant, and, in that case, a resubmission of the MDS is required. The

customer may determine the significance of the change according to Quality Management Guidelines.

Box 5: Special requests related to law

Changes in statutory provisions and guidelines also automatically make an MDS updatemandatory, e.g. when new banned substances are included in the GADSL and whenpermissible maximum values are exceeded.

In which cases can the MDS ID be retained and when is an entirely new ID created? Rule 3.2.2.A and 3.2.2.B in Rec. 001 define when an MDS requires a new IMDS ID and when a new versionof an already accepted MDS is called for (with the same ID):

Source of the rules mentioned above: IMDS General Rules and Guidelines, pg. 3-4.

An interpretation of the above mentioned rules imply:

New MDS ID: A new MDS ID is necessary when a new part/code number is entered (Rule 3.2.2.A). This canarise due to copying of an existing MDS or creation of an entirely new MDS.

Unchanged MDS ID: The ID remains the same in updating an MDS. It may, however, not carry a newpart/code number (Rule 3.2.2.B). The “new version” procedure in such cases retains the same ID andincrements the version number. As described above, box nos. 1 and 3 to 5 trigger updates in the IMDS.

How is a new version created in the IMDS?

Right click the mouse on the relevant dataset, then go to “Copy” and left click the mouse on “new version”(marked here in yellow):

The dataset is now ready for re-processing and forwarding. The ID remains the same in this case, only theversion after the forward slash (/) is a level higher.

Excursus: Proper Interpretation of Alarm and Error Messages in the IMDSA check routine may generate an Error or Alarm message possibly necessitating new versioning. We havetherefore compiled some information below to enable you to interpret Alarm and Error messages properly.

The IMDS carries out a check routine prior to the following actions, even if the customer checks the MDS foracceptance or rejection:

Actions: Forwarding / Recommending / Internal release / PublicationIn this there are two types of messages: Warning or Error messages

Wherein lies the difference?An Error denotes that your MDS contains something non-permissible. There can be no further processingwithout rectification of this error.

Due to new requirements in the IMDS an MDS, which may have been permissible in an earlier version, doesnot now conform to new requirements and thus needs to be updated.

An Alarm indicates that the MDS would not be accepted by all customers. You can continue withoutresolving this alarm. The MDS can very likely be accepted by your customer despite the alarm, however, it islikely that the next user in the supplier chain may not accept it. Due to new requirements in the IMDS, anMDS which earlier may not have displayed warning messages in the check routine now sets off alarms.

An Alarm can be an error, but can also serve as a warning.

How does one proceed in the event of Alarms and Error messages?An Error is undeniably a breach of the IMDS rules or internal IMDS system regulations. As against an Alarm,an Error is a definitive indication of the presence of an error. This error needs to be rectified before acustomer side notification comes up.One can no doubt proceed in the presence of an error not shown by an error message display on account ofthe IMDS system not picking up the error. But usually your customer will detect it and this can lead to arejection of the MDS.In the case of an Alarm, it needs to be ascertained whether there really is an error, or it is just a warning. If itproves not to be an error, then continue operations despite the warning sign.

Focus on Biocides

Biocide - What is it?

A biocide is a chemical substance or microorganism which can deter, render harmless, or exert a controllingeffect on any harmful organism by chemical or biological means. Biocides are commonly used in medicine,agriculture, forestry, and industry. Biocidal substances and products are also employed as anti-fouling agentsor disinfectants under other circumstances: chlorine, for example, is used as a short-life biocide in industrial

water treatment but as a disinfectant in swimming pools. Many biocides are synthetic, but a class of naturalbiocides, derived from, e.g., bacteria and plants.

A biocide can be: A pesticide: this includes fungicides, herbicides, insecticides, algicides, molluscicides, miticides and

rodenticides. An antimicrobial: this includes germicides, antibiotics, antibacterials, antivirals, antifungals,

antiprotozoals and antiparasites. See also spermicide.

Biocide can also refer to the destruction of life, a form of omnicide that affects every living thing, not justhumans; one who wishes that everything in the entire world, or universe, face extinction, is labeled a'Biocidist', or having 'biocidal' ideologies.(Source: Wikipedia)

Biocides are used in many areas of personal and professional life, for e.g. as an antibacterial cleaning anddisinfecting agent, ranging from wood preservative to mosquito and ant repellents. There are 22 knownproduct types pooled in four main groups:

Disinfecting agents

Cleaning agents

Insecticides

other biocidal products

The new Biocidal Product Regulation (EU) No. 528/2012 is in force since 1st September 2013 and itsimplementation across Europe is mandatory. It has replaced the Guideline 98/8/EC, in place since 1998.

The Biocidal Act regulates introduction of biocidal products in the market and their use to protect humans,animals, materials or products from harmful organisms like pests or bacteria. Biocides are reviewed beforeuse and before putting them into circulation.

Amongst others, the new Act consists of modifications for authorization of biocidal products. Wherebyprovision for a simplified procedure is made for products with sound environmental and health profiles. Thelatest on this issue is that a record of goods treated with biocides is being prepared, and that the approval fora substance may be denied at the national level on ecological grounds, even if they are in use in anothermember country.

One of the most important new aspects of the Act is going to come into force on 1 September 2015, by whichbiocidal products may only contain those active substances by companies that are included in the ECHAAuthorized List (Union list of approved active substances).

As a result of the change in the legal basis there are new requirements for the application documents andformal requirements (for instance deadlines) for the authorization for biocidal products.

The Act offers various new authorization procedures to companies wanting to place their products in themarket:

EU-wide authorization

Parallel authorization in various members states

Simplified authorization procedure (for products with active substances listed in Appendix I of theAct)

Authorization for product families (same intended use for the same active ingredients but differentco-formulants)

The Act pays particular attention to the use of nanomaterials. If they are used in a product they should beexamined separately from others in the authorization dossier and the product labels should bear thenanomaterial name.

The Biocide Act thus constitutes the third regulatory mechanism besides REACH and CLP on safe handlingof hazardous material.

Who is affected by this? Manufacturers and importers from the EU, who manufacture and import products containing pesticides,cleaning agents, preservatives or other biocidal products. What relevance do biocides have in the automotive branch?

Companies of all sectors, i.e. including the automotive industry, have to check whether biocides are presentin their own products and whether they are restricted by the Biocidal Act. If present then appropriatemeasures have to be taken to prevent the use of that biocide. If not prohibited by the Biocidal Act it has to beentered in the IMDS by searching for the CAS number of the biocide and entering it under materials. In theabsence of a CAS number, the same has to be applied for.

Important: While doing so one has to check without fail whether not just the product but even the packingmaterial contains biocides since they can enter the product from the packingmaterial.

Example for packaging: In 2007/2008 it became known that the poisonous dimethylfulmarate permeated into leather sofas from the silica dessicant packs.

REACH stipulates that packaging and products be regarded as separate entities.IMDS does not support entries on packaging material, but this is possible in the CDXsystem. Only in exceptional cases, i.e. at the express wish of the automobilemanufacturer, are packaging material entries to be found in the IMDS.

Can biocides be filtered in the IMDS?There are in fact filters for individual basic substance in the IMDS but no filter orsearch functions for biocides exist as yet.

The CDX (Compliance Data Exchange), a counterpart of the IMDS and a databasealso administered by HP, supports (so far) partial searches or filters for individualbasic substance groups/lists in the MDS. The assumption here being that it concernsbiocides. The basic substance groups/lists available are:

1. “Methylbromide” CAS. No. 74-83-9 – is used, for instance, to fumigate pallets for bug extermination (banned in Germany since 2006)

2. Organostannic compounds (REACH Appendix XVII “organostannic compounds”) – these poisonous metallic compounds are used in exterior painting of ships to inhibit algae and mussel buildup.

3. Carbon tetrachloride, CAS No. 56-23-5, reacts with light and moisture to form the poisonous phosgene gas that destroys more than just marine organisms.

4. Dimethylfumarate (anti-mold agent)

The basic substance lists are not yet grouped under the generic “biocides”.

Illustration 16: The basic substance “Methyl bromide”, which is a biocide, is present in the CDX-System

Interview on the topic of Biocides

What do biocides mean for the supplier chain? Biocides are being dealt with by automobile manufacturersthrough their own organization, the new Biocide Task Force.

Jonathan Swindell (Jaguar Land Rover), Chairman of the Biocides Task Force and Timo Unger(Hyundai Motor Europe), Chairman of the REACH Task Force of automobile manufacturers havekindly agreed to reply to some questions on this topic. Many thanks from the imds professional teams for this informative interview!

imds professional: How exactly are biocides currently being listed as Declarable and/or Prohibited on theGlobal Automotive Declarable Substance List www.gadsl.org and thus highlighted or underlined in IMDS? How will car manufacturers (possibly) add biocides to the basic substances groups/lists in order to identifythem in MDS?

Timo Unger / Jonathan Swindell: Where biocidal active substances are identified as being used in theautomotive industry and/or its supply chains, these substances will be added to GADSL.The automotive industry is looking at opportunities in IMDS to identify biocidal substances that areintentionally added for their biocidal properties and, where applicable, the corresponding product-types.Different options for the Biocides Regulation compliance support are being discussed at the moment both bythe IMDS Steering Committee and the responsible GADSL Group. In event of the use of biocidal substancesin the automotive industry or the supplier chain and even in the presence of mere traces of them in theautomobile they have, for instance, to be added to the GADSL.

The automotive industry continues to look for possibilities in the IMDS to identify biocidal substancesknowingly added for their biocidal characteristics and, if applicable, the related product types.Furthermore, the ACEA TF BPR is in the process of preparing an automobile-specific guideline on theBiocides Regulation on the lines of the Automotive Industry Guidelines on REACH AIG V3.1 (available at:http://www.acea.be/reach), which will offer requirements and solutions relating specifically to the automobileindustry.

imds professional: As automotive supplier, what do I need to request from my suppliers?

Timo Unger / Jonathan Swindell: Under the BPR, the obligation for communication of biocidal informationfalls on the suppliers. Suppliers of active substances, biocidal products (i.e. substance or mixture containingone or more active substances), and treated articles are required under the BPR to provide relevantinformation to their customers to enable safe handling, use and disposal. This will normally be done byfollowing the usual requirements for safety data sheets and labelling under the CLP Regulation (No1272/2008), with some additional requirements for labelling under the BPR. For treated articles, even thosewithout labelling obligations under the BPR, the supplier must provide a consumer, on request, withinformation on the biocidal treatment of the treated article.

Remarks by imds professional:The stipulated period for provision of information to private parties is 45 days from the date or receipt of the consumerinquiry. This is not applicable for those business dealings where communication follows immediately upon change inownership (even without payment) from one business partner to the other.

The Biocidal Products Regulation (BPR, Act (EU) No. 528/2012) regulates the placing of biocidal products on themarket and their use.

The CLP-Regulation stands for: Regulation on Classification, Labelling and Packaging of Substances and Mixtures

imds professional: Are there any obligations to register, similar to REACH?

Timo Unger / Jonathan Swindell:Active substances must be approved (at EU level) for the appropriateproduct-type. Companies wishing to approve active substances that they manufacture or import into the EUmust submit approval dossiers, which are comparable with REACH Registration dossiers, to ECHA(www.echa.eu).

Active substances that meet REACH substance of very high concern (SVHC) criteria will not usually beapproved. Decisions on approval and non-approval are published in the Official Journal of the EuropeanUnion.

ECHA maintains a list of approved active substances & suppliers, which is continuously updated:http://echa.europa.eu/web/guest/information-on-chemicals/biocidal-active-substances

All biocidal products must get an authorization before they can be made available on the market. Companiescan choose between several alternative processes, depending on their product and the number of countrieswhere they wish to sell it:

• National authorization – if the product will be placed only on a single market, authorization from thatcountry is sufficient.

• Mutual recognition – if a company wishes to place the product on the market in several countries.• Union authorization – for companies that wish to apply for an EU-wide authorization in one go. • Simplified authorization – for products which meet certain specified criteria (BPR Article 25)

Remarks by imds professional:The REACH Regulation stands for: Regulation on Registration, Evaluation, Authorization of ChemicalsThe REACH-Regulation (EC) No. 1907/2006 on Registration, Evaluation, Authorization of Chemicals constitutes afundamental modification of the EU Legislation on Chemicals.

imds professional: What is the competent authority for registration/authorization of biocides?

Timo Unger / Jonathan Swindell: There are different Competent Authorities responsible for implementingthe Biocidal Products Regulation in each EU member state. The European Commission provides a list ofthese, along with information on relevant helpdesk numbers and stakeholders:

https://circabc.europa.eu/sd/d/955f72d0-144e-4d52-a1c8-44a24be96706/Competent%20authorities,%20helpdesks%20and%20stakeholders.pdf

Remarks by imds professional:Regulation: this is directly applicable Europe-wide without adapting to national laws (e.g. BPR, REACH) Directive: Guidelines -these provide a framework that is elaborated upon in the process of national adaptation(examples: ELV, RoHS II)

imds professional's services for biocides:

From September 2014 onwards seminar/webinars on the topic of Biocides are on offer that not only targetIMDS or CDX users but are meant for all interested professionals (designers, engineers, logisticians).Contact us for advance enquiries.

In addition, we will show you what you have to do in practice to tackle the issue of biocides in our seminarsIMDS - Requirements and Guidelines (No. 6172) and IMDS - checking, analyzing and reporting of MDS (No.6160).

Focus on: How to create an MDS Prototype?

IMDS users often do not know that MDSs can be named as Development Sample in the IMDS. All users inthe supplier chain should get acquainted with the topic to be able to face such a task.

Background Information on Development SamplesThe legal basis for creation of preliminary MDSs in the development phase is the Type Approval as per2005/64/EC for introduction and sale of automobiles in the European market or even just special customerrequirements. Timely compilation of information in the IMDS enables automobile manufacturers to calculatethe rates for re-usability, recyclability and recoverability of motor vehicles.

What are the entries that I have to make?The minimum requirement for entries in a Development Sample is laid down in the IMDS Guidelines 023"Preliminary MDS during the Prototype Phase":

At the Product Level the part/code number, name and the part weight have to be given next to'Development Sample'. For the MDS to have the right identification tick the "Development Sample"box before sending.

At the Material Level the VDA 231-106 classification and material weight have to be entered next toDevelopment Sample. To do this you can avail of the existing prototype materials (ProtMat).

In the material field the creator has to enter all GADSL basic substances (if known at that point intime) and the field next to 'Rest up to 100%' is filled up by using the joker "not yet specified, not todeclare" (see illustration 17).

Component A made from material with GADSL basic substance

Component A made from material with ProtMat (100% Joker)

Illustration 17: Component A made from material with GADSL basic substance

Creating a Development Sample in the IMDS

Developments samples are created using the same, customary process of creating conventional MDSs. At

the topmost level, the Development Sample box has to be ticked.

Part - Tick next to Development Sample

Material - Tick next to Development Sample

Illustration 18: The Development Sample box is ticked.

At this early stage of development of a new product, about 8 to 16 months before the deadline for provisionof samples, all the components and materials are mostly not known. For this reason the materials for theDevelopment Sample are published in the IMDS.

Illustration 19: MDS with known (component C) and unknown components (components A & B)

Easy Search for Prototype MaterialsYou can click on “Material Search” from the menu bar “Functions” to enter “Prot” in the field next to “Name”.Then in the “Supplier MDS” tile click on “Published MDS” and under that click on “Enable search by supplier”.By doing this you narrow your search to ProtMat of the IMDS companies (IMDS-Committee 423, IMDS-Committee/ILI Metals 18986 and Stahl und Eisen Liste/Steel and Iron Lists 313).

Entering the material name Narrowing the search result

Illustration 20: Search for prototype materials

Thereafter you can click as usual on "Search" and find all published materials as ProtMat for the respectiveclassification that you then use in your products:

Results of the ProtMat search component/part 1 Results of the ProtMat search component/part 2

Illustration 21: Results of the ProtMat search component/part 1

How will I know whether I have to make a Development Sample?It is in fact customary to receive a request by email, telephone or in sampling documents to report prototypesin the IMDS. Nevertheless, an MDS request function is also available for this in the IMDS. The customer canprovide all important information if a request for Development Sample is made using this function. The IMDSuser should, therefore, subscribe to emails (see Illustration 22) under "Personal Setting" (Function Ctrl+U) ifhis company has received an MDS request.

Illustration 22: Personal Setting - subscribe to emails to receive MDS request

Other customer specifications for Development SamplesDepending on the OEM or customers there can be other specifications regarding the method of processingIMDS data in the Development Sample. Ask your own company as well the customer how these initialsamplings are to be handled. Examples of such specifications are given at the Info Point of imdsprofessional.

Example: BMW Guidance for suppliers V9 pt. 2.6http://www.imds-professional.com/en/info-points/imds/helpful-links/57-nicht-kategorisiert/151-imds-imds-recommendations-automobile-manufacturers.html

Note on Renault from the latest IMDS user manual, page 151:Renault does not wish to receive any components marked "Development Sample". Upon Renault receivingsuch a datasheet an error message is triggered and the MDS cannot be sent or submitted to Renault.

http://public.mdsystem.com/documents/10906/16811/imds_usermanual_9.0_en.pdf

IMDS-Training

Current Seminars and Webinars on Release 9

Since publication of the new Release 9 we have new seminars and webinars on offer on this topic. Thetraining courses provide support for safe operation of Release 9.

The new IMDS Release 9.0 (No. 6122)The seminar mainly imparts information on the changes and new functions of the Release 9 version and theirimpact on daily work. Participants learn to work efficiently with Release 9 and avail of the advantages of thenew version. The seminar is good for users already proficient in working with the IMDS, who just want toknow about the changes in the new version.

IMDS Release 9.0 - Increasing process efficiency (No. 6125)Changes in Rel. 9 have an impact on the IMDS processing practices followed until now. You learn to adaptyour processes and to organize them efficiently in this seminar.

Webinars (120 min.):

IMDS Release 9.0 - What’s new? (No. 6124) webinar informs you about the innovations introduced andchanges made in Rel. 9.

IMDS Release 9.0 - How it affects your processes (No. 6126)This webinar shows you how and where changes have been made in the IMDS workflow and how best tointegrate these changes.

IMDS Release 9.0 - What managers should know (No. 6128)The web-consult briefly and concisely recaps the Release 9 changes and their impact on the IMDS workflow.The new functions offer serious potential to optimize your own process and to thereby cut costs. If you are incharge of IMDS operations at the managerial level you stand to gain substantially from this course.

imds professional Webinars:imds professional offers public and exclusive webinars. For exclusive seminars just let us know the desiredtopic and training dates and we will take care of the details.

The webinar is conducted like an "actual" seminar: there is a live trainer who sits at the computer like you;you listen, ask questions, complete exercises and can converse with other participants. All this is done byusing modern communication media: the internet, a PC or laptop and a headset (optionally a speaker ormicrophone). It's all very easy! A practical quick reference guide is available for your convenience.

The webinars that we constantly upgrade are offered in German, English, Spanish and Portuguese. A PDFversion of the Webinar Schedule 2014 is available for downloading:

Webinar Schedule 2nd Half Year 2014

Webinar on the IMDS Advanced Accelerator (IMDS-a2)

The IMDS-a2 is gaining importance in the field of IMDS since it simplifies and accelerates data entry in theIMDS and since it significantly increases the productivity of an IMDS user. Special functions and configurabletests enable the IMDS process to improve data management and quality.

We are currently offering this webinar to help in operating the IMDS-a2 and in optimal use of the functions:

Webinar (60 Min.): IMDS - Faster with IMDS-a2 (No. 6145)Date: 16th October 2014Time: German Webinar: 11.00 – 12.00 h / English Webinar: 15.00 – 16.00 hPrice: 120 EUR (plus VAT)

Content: You learn about the areas of application and the range of functions of the IMDS-a2. You canassess the potential and advantages of the a2 for your work. Your understand the ways in which the IMDSa2 simplifies the creation of material datasheets and the convenience of using the a2 examiner in checking

them. You get acquainted with the basic functionality in order to compare two material datasheets or moduleseffortlessly, which in turn simplifies the search for the modifications made.

New: imds professional offers IMDS training courses in Brazil

Effective immediately imds professional has IMDS training courses on offer in Brazil, initially in Sao Paolo.imds professional is the first and only HP authorized training partner in Brazil.

The practice-oriented training courses are conducted by a Brazilian trainer in Portuguese. We constantlyendeavor to increase the seminar offers and in future they will be provided in other parts of Brazil as well.

Additionally, we offer webinars (virtual classroom training courses) in Portuguese. It is mentioned in thewebinar schedule for the 2nd Half Year 2014.

This is especially pertinent for those of you with a partner or supplier in Brazil. Do recommend us toyour business associates and any other potential customers!

You may forward these links if required:Information in English: http://www.imds-professional.com/en/Information in Portuguese: http://www.imds-professional.com/br/

Training offers in Brazil - Schedules and Fees:Overview of current seminars: Training Schedule Brazil 2014Overview of current seminars: Webinar Schedule 2014

Seminars and Webinars:Basics seminar: IMDS (Sistema Internacional de dados de materiais) - Básico“ (No. 6120)

Advanced course: IMDS (Sistema Internacional de dados de materiais) - Avan ç ado (No. 6121)

Seminar on Rel. 9: Nova versão 9.0 do IMDS“ (No. 6122)

Webinars (virtual classroom) on Rel. 9: Nova versão 9.0 do IMDS (No. 6124) – 120 min.

Do you have further queries on the seminars or require consultancy? Your contact person Ms. RagnaKerkmann would be happy to assist you and looks forward to your call or email:

Ragna KerkmannSales and Management IMDS TrainingTel.: 00 49 /6083/9130-31E-Mail: ragna.kerkmann@imds-professional.com

IMDS Service

Organizational structures for efficient IMDS processesThe concept of organizational units is implemented in the IMDS to improve structuring of companiesregistered in the IMDS and to send information systematically to individual organizational units.Organizational units thus help in an efficient IMDS process. Further information on organizational units isavailable in this earlier edition of our journal: imds professional journal Sept. 2010This information is still relevant and the theme has again become very topical. And this on account of onesimple reason: IMDS has been in use now for 14 years. This period has seen companies and originalorganizational structures undergo fundamental changes in part. For a lot of companies different, modernorganizational structure in the IMDS would have meant lower processing costs and efforts.

If you want to create organizational units in your company or check whether they are suited for your IMDSprocess we will provide you with consultancy and situation analysis. We can, on your demand, smoothlyimplement the process, right from formation of organizational units or "merge" down to MDS relocation andactivation of users. We can also take on the task of executing a direct merge with HP, for you.

Your service contact person Mr. Herr Alexander Detroy will be happy to advise you on this topic:Tel.: 00 49 6083/9130-32, E-Mail: alexander.detroy@imds-professional.com

Conflict Minerals - how to handle this?

From 31st May 2014 listed companies are required to declare whether they use minerals originating from theDemocratic Republic of Congo or a neighboring country byte Wall Street Dodd Frank Act. This being thecase they have to submit a yearly report to the SEC of USA revealing the origin and trade chain. The reportcompiled is valid for the preceding year, i.e. the report for year 2013 is due for submission on 31st May 2014.A two-year transitional period also allows for minerals to be described as "DRC - Conflict Undeterminable"(instead of "DRC conflict free"). The transition period for small-sized companies is four years. Even suppliersto listed companies in USA are affected since inquiries are passed on across the supplier chain right down tothe material manufacturer, as in the IMDS. Further information on conflict minerals is available at ourhomepage and in the October 2013 Edition imds professional journal.

The EU has already published a draft of its own Conflict Minerals Act on the lines of the American Wall StreetReform and Consumer Protection Act. It is however not restricted to Central Africa, the EU has extended it tocountries belonging to all areas of conflict globally. The English version of the draft of the Act that is not yetlegally binding is available here.

How can companies develop a suitable strategy on conflict minerals?Often the required information on how to deal with it or how a proper process is supposed to be is missing incompanies. This could lead to, say, errors in identifying conflict minerals while reporting or even as early asat the supplier communication stage.

We have compiIed some points below which can serve as guidelines for you. Go for a proactive approach ineach case.

Is your company a US listed company or supplies to any such company directly or indirectly?

If yes: run an analysis of the database for conflict minerals and identify the goods containing conflictminerals and metals made from them.Note: IMDS and CDX can help you with this: whether potential conflict minerals are present in thematerial is indicated in the IMDS system, though declarations are not possible here. The conflictminerals module (Conflict Mineral Declaration, CMD) in the CDX system on the other hand supportsdeclaration and reporting. Other databases that support filtering out of conflict minerals are: iPoint,BOMCheck and JAMA/JAPIA-Sheet.

The next steps are dependent on the specifications of one's own company and those of thecustomer. Other possible steps could be:

a) Along with suppliers reveal the origin from the supplier chains:Request information on foundries and mines if needs be(Get clarification on relevant metals possibly originating from scrap recycling while doing so)

Good communication with the suppliers is critical for success in one’s own conflict mineralprocess. The suppliers need therefore to be informed early about the in-house supplierguidelines even before potentially sending requests on conflict minerals.

b) Customers may ask for formal reports on the utilization of critical minerals. Communicationcan be carried out with suppliers via the CMD application within the CDX.

c) A company reporting to the SEC may ask for support for this report. Even when CDXstandard materials containing potential conflict substances are used, ask for a CMD from thesupplier. For this too the CDX can be used irrespective of the information on the productbeing already entered there.

Get information in time on how to make an exhaustive and correct report.

Arrangements for responding to potential customer requests

A requirement mainly for big companies: development of a suitable process structure

In general: comprehensive information on the topic

imps professional offers you support for the points mentioned above, plus comprehensiveconsultancy and services on conflict minerals:

Since conflict minerals can affect not just the automotive industry but all industries, our services are directedtoward all industries involved in the application of conflict minerals.

From database analysis for potential conflict minerals to compiling and forwarding of conflict mineral reports,right down to defining and developing processes, we offer comprehensive consultancy and services, whichalso includes supplier management. We also provide you with advice on the use of IT-based processing likethe CDX or other IT tools.Additional information on consultancy is available in our imds professional journal October 2013.

Do you need consultancy on conflict minerals?Your contact person Alexander Detroy will be happy to respond to your calls and emails:Alexander DetroyTel.: 00 49 6083/9130-32E-Mail: alexander.detroy@imds-professional.com

Seminar on Conflict Minerals:The "Conflict Minerals" seminar is available in the form of 1-day live training or 2-hour Webinar. Relevant for employees of all industries affected by conflict minerals.

Seminar content: The seminar helps you recognize when you are affected, how you can identify conflictminerals and how to meet your reporting requirements. You get to learn about the IMDS and CDX filtermechanisms and their basic substance groups, and to employ them safely for early identification of conflictminerals. You become conversant with forwarding information, specifications and obligations correctly acrossthe supply chain. You also acquire the ability to prepare exhaustive reports for a product, supported by theIMDS system or the CDX.

The dates and fees for the 2-hour webinar on this topic are given at Webinar Schedule 2014. New dates are being set at the moment for the 1-day seminar.

Kind regards from TaunusYour imds professional team

ImprintEditor:imds professional GmbH & Co. KGManagement Board: Heide FreundLocal Court Königstein: HRA 104787 - Sales Tax-ID: DE 249 46 47 59Waschweg 361276 Weilrod/GermanyTel.: +49-6083-9130-30Fax: +49-6083-9130-930 Homepage: http://www.imds-professional.com/en/

Disclaimer: All articles and information provided in this newsletter have been thoroughly researched. However, any liability for the content is excluded.

RecommendationDo you know of colleagues actively using the IMDS and for whom the contents of the imdsprofessional journal might be interesting too? If so, please forward this mail to them, your recommendation is highly appreciated!

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Disclaimer: All contributions and contents of this newsletter have been thoroughly researched.Nevertheless, any form of liability is explicitly ruled out irrespective of its legal basis.