Safety Data Sheet (SDS) Explained
Safety Data Sheet (SDS) Explained
If your company uses products containing chemicals, you have probably heard about safety data sheet (SDS), but might not know exactly why they are required, what they must contain, and how to manage them effectively. This article explains the essentials.
What Is a Safety Data Sheet (SDS)?
An SDS is a formal document that provides detailed information on the safe use, handling, and storage of a specific chemical. It outlines what the substance is, what hazards it presents, and what to do in the event of an accident.
Every SDS follows the same internationally recognised 16-section format, making it easy to locate the right information quickly and ensure consistent understanding.
Why Safety Data Sheet Are Important
SDS are not just helpful, they are a legal and practical requirement. They:
- Protect employees and contractors from exposure risks
- Support compliance with chemical safety regulations such as REACH and CLP
- Guide first-aid and firefighting procedures
- Help prevent spills, contamination, and accidents
- Provide essential reference material during audits, inspections, and risk assessments
Safety Data Sheet vs. Chemical Inventory
It is easy to mix up the two terms, but they serve different purposes:
- Safety Data Sheet (SDS): Provides details about one specific chemical or product
- Chemical Inventory: Lists all chemicals used within an organisation, each supported by its own SDS
Together, they form the backbone of effective chemical safety management.
Safety Data Sheet as Part of the HSE Strategy
SDS play an essential part of any organisation’s health, safety, and environmental (HSE) strategy, and are required by law under international chemical safety regulations such as REACH and CLP.
SDS also helps employees understand the risks associated with each chemical, support correct storage and labelling, and outline what to do in the event of exposure, fire, or spills.
Situations Where SDS Are Essential:
- When receiving new chemicals into the workplace
- During transport or shipment of hazardous materials
- In the event of a fire, spill, or exposure incident
- When carrying out risk assessments or audits
- Before introducing new substances into a process
- When disposing of or recycling chemical waste
- During inspections by regulatory authorities
What Information a Safety Data Sheet Contains
Each SDS follows a standard 16-section structure:
- Identification: Product name and supplier details
- Hazard identification: Key health, fire, and environmental hazards
- Composition: Chemical ingredients and hazardous components
- First-aid measures: Immediate actions to take in case of exposure
- Firefighting measures: Suitable extinguishing methods and safety precautions
- Accidental release measures: Procedures for managing leaks or spills
- Handling and storage: Safe practices and storage requirements
- Exposure controls / Personal protection: Exposure limits and protective equipment
- Physical and chemical properties: Appearance and other physical data
- Stability and reactivity: Conditions that may trigger dangerous reactions
- Toxicological information: Effects on human health
- Ecological information: Environmental impact and persistence
- Disposal considerations: Safe disposal and waste management
- Transport information: UN number and transport requirements
- Regulatory information: Relevant laws and regulations
- Other information: Additional details
Roles and Responsibilities
Chemical suppliers must prepare accurate and up-to-date SDS for all hazardous products they provide. These documents should be freely available, clearly written, and revised whenever new hazard information or regulatory changes occur.
Employers are responsible for maintaining an up-to-date chemical inventory and SDS database. This means:
- Checking each SDS before introducing new chemical products
- Replacing outdated versions when new information becomes available
- Ensuring employees know where to find and how to read SDS
- Verifying that all safety guidance is followed in daily operations
If an SDS is incomplete or unclear, it is the employer’s duty to request clarification or a revision from the supplier.
Employees also have a vital role in maintaining a safe working environment by following established procedures and using the information provided in SDSs correctly.
Common Issues and How to Avoid Them
Keeping Information Up to Date
When chemicals are sourced from several suppliers, updates to SDS can arrive at any time and in different formats. Without a reliable system for tracking these changes, outdated or incomplete documents may remain in circulation, potentially putting safety at risk.
To stay compliant and ensure accuracy, organisations should have clear routines for reviewing and updating their chemical inventory. Using a digital management system that automatically flags new or expired documents can make this process far more efficient and reliable.
Ensuring Access and Understanding
It is not enough for SDS to exist. Employees must be able to find and understand them easily. Whether staff are working in a production area, construction site, or on a remote location, they need quick access to the relevant SDS whenever required.
Equally important is comprehension. Workers should know how to interpret hazard symbols, understand key safety instructions, and recognise which sections to consult during routine work or emergencies. Regular training and refresher sessions can help turn SDS from static documents into practical tools for everyday safety.
When SDS are well managed, they do more than satisfy legal requirements – they help create a safer, more confident workplace for everyone who handles hazardous chemicals. By keeping documents current, accessible, and understood, SDS become more than just a formality, they become a part of everyday practice.