OSHA SDS Requirements for Employers: Managing Safety Data Sheets

Safety Data Sheet (SDS) management is an important part of workplace chemical safety. Under OSHA's Hazard Communication Standard (HCS), employers must maintain required SDSs and make chemical hazard information accessible to employees. For organizations handling hundreds of chemicals or operating multiple facilities, maintaining an organized SDS library can be challenging.

Understanding OSHA's requirements and establishing practical procedures can help employers improve document access, reduce administrative work, and support their Hazard Communication programs.

Key Takeaways

• Employers must maintain required SDSs and make them readily accessible during each work shift.
• Paper and electronic systems are permitted, provided employees have immediate access without barriers.
• Employers should maintain an organized SDS library, address missing documents, and keep appropriate records.
• An organized digital library can simplify SDS searches, document reviews, and multi-location access.

What Are OSHA's SDS Requirements for Employers?

Under OSHA's Hazard Communication Standard (29 CFR 1910.1200), employers must:

1. Maintain required SDSs for hazardous chemicals used in the workplace.
2. Provide employee access to SDSs during every work shift in employees' work areas.
3. Maintain a written Hazard Communication program addressing labeling, SDS availability, and employee information and training.
4. Obtain missing SDSs from manufacturers, importers, or distributors when required documents are not provided.
5. Train employees at initial assignment and whenever new chemical hazards they have not previously been trained about are introduced.

Special provisions apply to certain operations, including laboratories and sealed-container workplaces.

How Must Employers Provide Access to SDSs?

OSHA requires SDSs to be readily accessible during every work shift. Paper binders and electronic SDS libraries are both acceptable, provided neither creates barriers to immediate employee access.

Can SDSs Be Stored Electronically?

Yes. When using a digital SDS management system, employers should consider four questions:

• Access: Can employees find the SDS without unnecessary delays?
• Training: Do employees know how to retrieve and interpret relevant SDS information?
• Reliability: What happens if an internet connection or device fails?
• Backup: Is an alternative way to obtain SDS information available during an outage?

OSHA's electronic SDS guidance discusses employee training, reliable equipment, backup access, and printed information when needed.

How Long Must Employers Retain Safety Data Sheets?

Under 29 CFR 1910.1020, applicable employee exposure records generally must be preserved for at least 30 years.

However, employers do not necessarily have to retain every historical SDS for that entire period. The standard allows certain SDS records to be replaced by records identifying the chemical, where it was used, and when it was used, provided those records are preserved for at least 30 years.

SDSs required for hazardous chemicals currently used in the workplace must still remain accessible. Employers should review applicable recordkeeping obligations before deleting historical documents.

Six Practical Steps for Organizing an SDS Library

1. Match documents to inventory. Compare SDSs with chemicals used at each facility and keep product identifiers consistent.
2. Centralize documentation. Organize SDSs in a searchable repository rather than relying on disconnected files or binders.
3. Organize by location. Help employees find SDSs relevant to their facility or work area.
4. Review regularly. Check for missing SDSs, duplicates, supplier revisions, and inventory changes.
5. Test employee access. Show employees how to retrieve information and verify that backup procedures work.
6. Track revisions. Use version information and document history where appropriate.

These steps support SDS administration without transferring an employer's Hazard Communication responsibilities to a software provider.

How CHEMTREC SDS Management Can Help

CHEMTREC SDS Management helps organizations centralize, search, organize, share, and manage Safety Data Sheets.

Our service is tailored specifically to each customer’s need for access and document management. Whether you need employee-only access or full enterprise distribution, our secure, easy-to-access SDS repository allows you to determine who has access to your documents. Other features include QR-code sharing, bulk uploads, reporting, AI-assisted search, additional regulatory support tools, and access to CHEMTREC's extensive repository of Safety Data Sheets.

The platform helps streamline SDS administration and support Hazard Communication programs, while employers remain responsible for their applicable workplace requirements. Organizations needing assistance with preparing or revising SDS documents can also explore CHEMTREC SDS Authoring.

To explore more capabilities, read 6 SDS Management Features Our Experts Love.

Looking for a more efficient way to manage your SDS library? Explore CHEMTREC SDS Management and request a demo to see how the platform can support your organization's needs.