Safety Data Sheet (SDS)

A Safety Data Sheet (SDS) is a standardized document, prepared by a chemical's manufacturer or importer, that describes the chemical's hazards, safe handling and storage, protective measures and emergency procedures. Under OSHA's Hazard Communication Standard, every SDS follows a fixed 16-section format, and employers must keep one available for each hazardous chemical in the workplace.

SDSs are the backbone of chemical safety. Workers use them to understand what they are handling, supervisors use them to choose controls and PPE, and emergency responders use them when something goes wrong.

What Is a Safety Data Sheet (SDS)?

An SDS is the detailed companion to a chemical's label. The label gives a quick summary at the container, while the SDS provides the full technical picture: what is in the product, how it can harm people, how to control exposure and what to do in a fire, spill or exposure.

OSHA's Hazard Communication Standard, 29 CFR 1910.1200, sets the requirements. Paragraph (g)(1) states that chemical manufacturers and importers "shall obtain or develop a safety data sheet for each hazardous chemical they produce or import," and that employers must have an SDS for each hazardous chemical they use. SDSs must be in English, although employers may also keep copies in other languages.

Before 2012, these documents were called Material Safety Data Sheets (MSDSs) and had no required format. OSHA's 2012 update aligned the standard with the United Nations Globally Harmonized System (GHS) and introduced the uniform 16-section SDS. In 2024, OSHA published a further update aligning the standard with a later revision of the GHS, with phased compliance dates that OSHA has since extended, so check OSHA's current guidance for the deadlines that apply to you.

Who Is Responsible for SDSs?

• Manufacturers and importers classify the chemical's hazards and write the SDS. When they learn of significant new information about a chemical's hazards or protective measures, they must add it to the SDS within three months.
• Distributors must pass SDSs along to their customers with the first shipment and after an SDS is updated.
• Employers must keep an SDS for each hazardous chemical on site, make it readily accessible to employees and train workers to use it. If an SDS is missing, the employer must request one from the supplier.

The 16 Sections of an SDS

OSHA requires the same section order on every SDS so workers can find information quickly, no matter who made the product. The sections, as listed in OSHA's Safety Data Sheets QuickCard, are:

1. Identification: product name, recommended use, and the supplier's contact and emergency phone numbers.
2. Hazard(s) identification: hazard classification, signal word, hazard and precautionary statements, and pictograms.
3. Composition/information on ingredients: chemical names, CAS numbers and concentrations, subject to trade secret rules.
4. First-aid measures: symptoms and the immediate care needed for each route of exposure.
5. Fire-fighting measures: suitable extinguishing media and fire-specific hazards.
6. Accidental release measures: spill containment, cleanup and protective equipment.
7. Handling and storage: safe handling practices and incompatible materials.
8. Exposure controls/personal protection: exposure limits, engineering controls and recommended PPE.
9. Physical and chemical properties: appearance, odor, flash point, vapor pressure and similar data.
10. Stability and reactivity: conditions and materials to avoid, and hazardous decomposition products.
11. Toxicological information: routes of exposure, symptoms and acute and chronic health effects.
12. Ecological information
13. Disposal considerations
14. Transport information
15. Regulatory information
16. Other information: including the date the SDS was prepared or last revised.

Sections 12 through 15 must appear on the SDS for consistency with the GHS, but OSHA does not enforce their content because those subjects fall under other agencies, such as the EPA and the Department of Transportation.

Key OSHA Requirements for Employers

Accessibility

Under 1910.1200(g)(8), SDSs must be "readily accessible during each work shift to employees when they are in their work area(s)." Electronic access is allowed, but only if it creates no barriers to immediate employee access. A system that requires a password only a supervisor knows, or a computer locked in an office on night shift, does not meet that test.

Training

Employees must be trained on the hazardous chemicals in their work area, including how to read and use labels and SDSs, when they are first assigned and whenever a new chemical hazard is introduced. See hazard communication for the full program requirements, including the written program and chemical inventory.

Recordkeeping

OSHA's access to exposure records rule, 29 CFR 1910.1020, treats SDSs as employee exposure records. Employers must keep them, or a record of the chemical's identity and where and when it was used, for at least 30 years. Archive old SDSs rather than throwing them away when a product is discontinued.

How to Read an SDS

Workers do not need to read all 16 sections every time. For most tasks, a few sections answer the important questions.

• "What can this do to me?" Read Section 2 for hazards and Section 11 for health effects.
• "How do I protect myself?" Read Section 8 for exposure limits, ventilation and personal protective equipment, and Section 7 for handling and storage.
• "What do I do if something goes wrong?" Read Section 4 for first aid, Section 5 for fire and Section 6 for spills.
• "What can I store it with?" Read Section 10 for incompatible materials.

Check the revision date in Section 16 as well. If your copy is several years old, ask the supplier whether a newer version exists.

How to Manage an SDS Program Step by Step

1. Build a chemical inventory. Walk every area, including maintenance shops, janitorial closets and outdoor storage, and list each hazardous product by the name on its label.
2. Match an SDS to every product. The product identifier on the label should match the SDS. Request any missing SDSs from the supplier and follow up in writing.
3. Choose an access method. Use binders, an electronic system or both, and confirm every worker on every shift can reach them without delay.
4. Set up an approval process for new chemicals. Require an SDS review before a new product is purchased or brought on site, and use it to complete a risk assessment for the new chemical.
5. Train workers. Teach employees where SDSs are kept and how to find key information quickly.
6. Keep it current. Replace SDSs when suppliers issue revisions, remove discontinued products from the active list and archive their SDSs.
7. Audit regularly. Compare the inventory against what is actually on shelves, since unapproved products tend to creep in over time.

SDS vs. Chemical Label

Both are required parts of hazard communication, and they work together. A shipped container label must show the product identifier, signal word, hazard statements, pictograms, precautionary statements and the supplier's name, address and phone number. It is designed for a quick decision at the point of use. The SDS carries far more detail, including exposure limits, physical properties, toxicology and emergency procedures. A worker should be able to move from a label to the matching SDS using the product identifier.

Common Mistakes to Avoid

• Missing SDSs for "ordinary" products. Cleaners, lubricants, paints and aerosols are often hazardous chemicals. Consumer products are exempt only when used in the same way and at the same frequency as a typical consumer would use them.
• Outdated MSDSs still in binders. Old-format sheets should have been replaced with current SDSs years ago.
• Access barriers. Locked offices, unreliable internet connections and unknown passwords all fail the readily accessible requirement.
• Inventory drift. Products added without review mean the SDS collection no longer matches reality.
• Training on location only. Workers should know how to use an SDS, not just where the binder is.

How SMS360 Helps

The SMS360 Safety Data Sheets module gives organizations a central, searchable library for storing and organizing SDSs. Mobile access helps workers on every shift reach the right sheet quickly, and records of current and archived SDSs support OSHA recordkeeping. Tracking and reminders help teams spot missing or outdated sheets, and reporting gives safety managers visibility of chemical records across sites.

Frequently Asked Questions

What is the difference between an MSDS and an SDS?

An MSDS (Material Safety Data Sheet) was the older document used before OSHA aligned its Hazard Communication Standard with the GHS in 2012. MSDSs had no required format, so information appeared in different places on different sheets. An SDS follows a mandatory 16-section format with standardized hazard classification, which makes key information easier to find and compare.

Do employers have to keep paper copies of SDSs?

No. OSHA allows electronic access to SDSs as long as it does not create barriers to immediate employee access. Employees must be able to reach SDSs during every shift while they are in their work areas. Many employers keep a backup method, such as printed copies or offline access, in case of power or network outages.

How long must you keep a Safety Data Sheet?

Under 29 CFR 1910.1020, SDSs are considered employee exposure records and must be kept for at least 30 years. As an alternative, an employer may keep a record of the chemical's identity and where and when it was used for the same period. Keep archived SDSs for discontinued products instead of discarding them.

How often do Safety Data Sheets need to be updated?

OSHA does not set a fixed expiration date for an SDS. Manufacturers and importers must update an SDS within three months of learning significant new information about a chemical's hazards or how to protect against them. Employers should replace their copies whenever suppliers send revised versions and periodically check that they hold the latest versions.