Frequently asked questions about safety data sheets: Your A to Z guide

SDS Basics: Purpose & Management

What is the purpose of safety data sheets (SDS)?

The purpose of safety data sheets (SDS) is to provide comprehensive information about chemical substances or mixtures. An SDS includes details on handling, storage, disposal, safety precautions, and first-aid measures. SDS are critical for ensuring the safety of workers who may be exposed to hazardous chemicals, helping them understand the risks and how to mitigate them. Content requirements may vary by region, but the general principle remains consistent.

What is SDS management?

SDS management is the ongoing process of organizing, updating, and distributing safety data sheets within an organization. Effective SDS management includes the following attributes:

• Compliant: An effective SDS management program ensures SDS meet legal requirements like the Globally Harmonized System of Classification and Labelling of Chemicals (GHS) labeling standards and Occupational Safety and Health Administration (OSHA) regulations.
• Accessible: SDS should be available in real time to employees who handle and/or are exposed to hazardous substances.
• Enhance workplace safety: SDS should equip teams with critical information to prevent incidents and respond effectively if they occur.
• Localized: For companies with locations worldwide, SDS should be localized to comply with local regulatory guidelines and should also be made available in the local language for ease of use.

As the number of regulations increases and updates become more frequent, it becomes increasingly burdensome to manage and update SDS manually. Automation increases speed and accuracy related to SDS management.

How can I ensure our SDS comply with regional regulations such as OSHA, GHS, and REACH?

Compliance with regional regulations, such as OSHA's Hazard Communication Standard (HCS) in the U.S., the Global Harmonized System (GHS) for hazard classification, and REACH (Registration, Evaluation, Authorization, and Restriction of Chemicals) in the European Union, requires that SDS are updated according to the specific legal frameworks in each region. Regular audits and updates should be conducted to ensure that SDS reflect the latest regulations and hazard classifications relevant to your location and the chemicals you handle.

When should SDS be reviewed and updated?

SDS must be updated whenever new information becomes available about a chemical, such as new hazards or changes in regulatory status. At a minimum, SDS should be reviewed annually to ensure they reflect the latest information. Chemical manufacturers are required to provide updated SDS whenever new information about their chemicals is discovered.

SDS Use: Optimizing Effectiveness of SDS

How do I ensure SDS are accessible to employees?

SDS should be readily accessible to all employees who may be exposed to chemicals. You can maintain a hard copy binder in key work areas, but an electronic SDS management system is recommended for ease of access, especially in larger or more dispersed operations. Be sure employees know where and how to access SDS and train them on how to use the information effectively.

What is the difference between an SDS and a label?

While both SDS and labels communicate essential safety information, they serve different purposes. SDS provide detailed, in-depth information about the chemical, including potential hazards, handling and storage guidelines, and emergency measures. Labels, on the other hand, offer a concise summary of the chemical's hazards and safety instructions. The label is the first point of contact in an emergency, while the SDS is a more comprehensive resource.

What should I do if I receive an SDS with incomplete or inaccurate information?

If you receive an incomplete or inaccurate SDS, you should immediately contact the supplier or manufacturer for clarification or an updated version. Regulatory bodies in many regions, such as OSHA, REACH, and local authorities, require chemical suppliers to provide accurate and complete SDS. If the issue cannot be resolved, you may need to report it to the appropriate regulatory body.

How do I train employees to read and understand SDS?

Employee training on SDS should focus on helping them understand the structure of the document, particularly the 16 sections. Key areas to highlight include Section 2 (Hazard Identification), Section 4 (First-Aid Measures), and Section 8 (Exposure Controls/Personal Protection). Regular training sessions and drills on how to use SDS in an emergency are essential for ensuring that employees can quickly and effectively respond to chemical exposures.

What should be included in an emergency response plan related to SDS?

An emergency response plan should include clear procedures for chemical spills, exposure incidents, or accidents. This includes having SDS readily accessible for all chemicals in use, understanding the specific hazards of those chemicals, and knowing the appropriate response actions (e.g., first-aid measures, fire suppression, evacuation plans). The plan should be tailored to each region's regulatory requirements and be regularly reviewed and practiced through drills. It may be helpful to have access to a 24×7 call center to help answer questions or provide instructions in case of an accident.

SDS: Behind the Scenes – Authoring & Management

How does SDS management software help with chemical inventory management?

SDS management software provides detailed information about chemicals used in a particular facility as well as information about thresholds, and safety precautions alongside lists of chemicals of concern and regulatory data. By having the information centrally located online, companies can easily access information to respond to inspections, employee questions or ad hoc inquiries. Software makes quick identification and response possible without tying up teams to do research manually.

What is the advantage of online safety data sheet management versus keeping safety data sheets in binders?

Maintaining SDS in binders is challenging in light of the quickly evolving regulatory landscape. Online SDS management offers the following advantages:

• Accessibility: When SDS are stored online, it provides quick and easy access to critical stakeholders, 24×7. Employees can also access SDS on mobile devices for on-the-go reference during emergency responses.
• Searchability: SDS stored online can be quickly searched using key words or CAS numbers, versus thumbing through a binder, page by page.
• Centralized: With online management, users can ensure access to SDS in a single location. For companies with large product volumes, there may be multiple binders, making it difficult to locate the specific SDS needed.

How does SDS management software reduce risk?

By allowing for centralized storage, tracking, and updating of safety data sheets, SDS management software makes it easier to ensure documentation is updated on a timely basis and that it meets the latest compliance requirements. Software solutions often offer features like automated alerts when SDS updates are required, making it easier to maintain compliance. Often these solutions contain embedded intelligence that automatically incorporates the latest substances of concerns, regulatory guidelines and latest compliance deadlines to ensure SDS are fully and correctly updated, reducing risk of non-compliance, which could result in fines. By making it quick and easy to access critical information in case of an emergency or spill, companies reduce the risk of damages or human harm.

How do I handle and store SDS in a multilingual work environment?

SDS must be easily accessible to all employees who may be exposed to hazardous chemicals. In multilingual or multinational environments, providing SDS in the language(s) understood by your workforce is critical. This can be done by translating SDS or using a digital management system that provides multilingual access. Ensuring employees know where and how to access this information is essential for compliance and safety.

How can I streamline the management of SDS across multiple sites or facilities?

To manage SDS across multiple locations, consider implementing an SDS management software system that allows for centralized storage, tracking, and updating of SDS. This ensures consistency across sites and helps you meet compliance requirements. Many software solutions offer features like automated alerts when SDS updates are required, making it easier to maintain compliance.

3E's SDS management solutions that can support you with everything from authoring SDS to maintaining accurate and up-to-date SDS. Schedule a consultation to learn more!