When people work with chemicals, safety is extremely important. To help keep everyone safe, the Occupational Safety and Health Administration (OSHA) requires that workplaces have clear information about any hazardous chemicals being used. This is done through a document called a Safety Data Sheet (SDS).
These sheets tell workers what the chemical is, what dangers it may have, how to use it safely, and what to do in an emergency. This article will explain what SDSs are, what they must include, and what employers need to do to stay in compliance. Read on.
Table of Contents
What is an SDS?
A Safety Data Sheet (SDS), formerly known as a Material Safety Data Sheet (MSDS), is a detailed informational document that outlines the properties of a particular chemical substance. It includes data on:
- potential hazards (health, fire, reactivity, environmental)
- how to safely handle and store the substance
- emergency procedures
- proper disposal methods
The SDS is a critical part of OSHA’s Hazard Communication Standard (HCS). It ensures that information about chemical hazards and associated protective measures is communicated to workers.
OSHA’s Hazard Communication Standard (HCS)
The Hazard Communication Standard (29 CFR 1910.1200) was originally implemented in 1983 and revised in 2012 to align with the Globally Harmonized System of Classification and Labeling of Chemicals (GHS). The standard aims to provide workers with understandable information through labels and SDSs.
The HCS requires:
Chemical manufacturers and importers to evaluate and classify the hazards of the chemicals they produce or import. This ensures consistency in hazard identification across different industries.
Employers are to provide proper labeling, access to SDSs, and training to employees who may be exposed to hazardous chemicals. This comprehensive approach ensures employees are protected from chemical-related risks.
The 16 Sections of an SDS
As per OSHA’s alignment with GHS, an SDS must include the following 16 standardized sections. Here are some of them:
- Identification
- Hazard(s) Identification
- Composition/Information on Ingredients
- First-Aid Measures
- Fire-Fighting Measures
- Accidental Release Measures
- Handling and Storage
- Exposure Controls/Personal Protection
- Physical and Chemical Properties
- Stability and Reactivity
- Toxicological Information
- Ecological Information
- Disposal Considerations
- Transport Information
- Regulatory Information
- Other Information
Note: OSHA enforces Sections 1 through 11 and Section 16. Sections 12 through 15 are included for consistency with the GHS but are not mandatory under OSHA’s jurisdiction.
Employer Responsibilities Under OSHA’s SDS Requirements
Employers are not only responsible for maintaining SDSs but also for ensuring that workers have immediate access to them during their shifts. Here are the main obligations:
Maintaining an SDS Library
Employers must have an SDS for every hazardous chemical used in the workplace. This library acts as a central resource for all chemical safety information.
The SDSs must be readily accessible to all employees, either in physical form (a binder or file cabinet) or digitally (with reliable access systems). Accessibility ensures employees can quickly consult SDSs during emergencies. It is also essential to consult experts or use online SDS to help in learning more about safety standards.
Ensuring SDS Accuracy
SDSs must be up to date. If a manufacturer updates information, the employer is responsible for obtaining and integrating the new version. Outdated SDSs can lead to incorrect safety measures or responses.
Employers should not alter SDS content unless translating or adding workplace-specific annotations without changing the original data. Tampering with SDS data could compromise safety and regulatory compliance.
Employee Training
Workers must be trained to understand SDS content and know how to locate and interpret the sheets. This knowledge empowers employees to take appropriate action when handling chemicals.
Training should be conducted at the time of initial job assignment and whenever a new chemical hazard is introduced. Regular updates reinforce understanding and adapt to changing workplace conditions.
Labeling and Documentation
Containers must be labeled consistently with the hazard information provided in the SDS. Proper labeling prevents confusion and accidental misuse of substances.
Employers must maintain written hazard communication programs that outline how SDSs are managed and how workers are trained. This documentation provides a framework for accountability and safety audits.
Benefits of Compliance
Complying with OSHA’s SDS requirements does more than just prevent penalties; it fosters a culture of safety. Some key benefits include:
Reduced incidents
Proper handling of chemicals leads to fewer accidents, spills, and exposures. This results in fewer lost workdays and lower workers’ compensation costs.
Preparedness
Employees are better equipped to respond to emergencies. Rapid response can significantly reduce harm and contain hazards more effectively.
Legal protection
Compliance reduces the risk of lawsuits or OSHA citations. It also provides a clear defense in the event of an incident investigation.
Environmental responsibility
Proper disposal and spill prevention help minimize environmental harm. Eco-conscious operations also improve a company’s public image and sustainability goals.
Penalties for Non-Compliance
OSHA has increased penalties in recent years. As of 2025, a serious violation related to SDS compliance can cost employers up to $16,131 per violation, and willful or repeated violations can reach $161,323. In addition to financial penalties, non-compliance can lead to:
- business disruption
- reputational damage
- employee injury
Best Practices for SDS Management
To ensure full compliance and improve safety, employers can implement these best practices:
Conduct routine audits of SDS inventories to confirm completeness and accuracy. Audits help identify outdated or missing SDSs before OSHA does.
Use digital SDS management systems to ensure accessibility and automatic updates. These systems also allow for quick searching and mobile access in the field.
Train supervisors and safety officers to lead chemical safety initiatives. Their leadership reinforces compliance at every level of the organization.
Label all secondary containers following the primary SDS information. This ensures consistent communication of hazards, even in temporary containers.
Incorporate SDS reviews into regular safety meetings and training. Ongoing discussion keeps chemical safety top-of-mind and encourages accountability.
Keep Your Employees and Business Safe
Safety Data Sheets are one of the most important tools for keeping workers safe when using hazardous chemicals. They give clear, useful information about how to handle, store, and dispose of these substances, and what to do if something goes wrong.
By following OSHA’s SDS rules, employers can create a safer workplace and avoid fines. Most importantly, they can help prevent accidents and protect their team’s health and well-being.
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