Your organization probably already has a binder or digital library full of Safety Data Sheets (SDSs). But here’s the problem: having SDSs isn’t enough. They must be up to date. Outdated SDSs can misclassify hazards, omit new protective measures, or fail to reflect regulatory changes. The result? Workers make decisions based on incorrect data. Besides, compliance gaps appear, and audits reveal deficiencies. In the worst cases, safety incidents occur. 

For many organizations, managing Safety Data Sheets (SDSs) can be challenging because several issues keep coming up. Sometimes, suppliers change chemical formulations but fail to inform downstream users. Consequently, they are left with outdated information. In other cases, new scientific or toxicological findings may change the hazard classification of a substance, making the old SDS inaccurate. Besides, regulations also evolve frequently.  Another common problem is that it’s often unclear who within the organization is responsible for keeping the SDSs updated.  

So, the big questions your team needs answers to are 

  • Is there a fixed schedule for SDS updates? 
  • What triggers an SDS revision? 
  • How do organizations make sure they always have the latest SDSs? 
  • What’s the best practice for managing SDS lifecycles in a chemical-handling company? 

Continue reading this guide, which will help you explore all these answers. 

SDS Update: In Brief 

Safety Data Sheets (SDSs) aren’t static documents. Rather, they need to be reviewed and updated regularly. Every time there’s new information about a chemical’s hazards, composition, or safe handling procedures, the SDS must be revised. Updates are also required when regulations change or when the manufacturer modifies the product formulation. Keeping SDSs up to date ensures that everyone handling chemicals has the most accurate and reliable safety information. In short, regular SDS updates help protect workers, maintain compliance, and build a safer workplace. 

Is there a Fixed Schedule for SDS Updates? 

The answer is no, as there isn’t a single global rule that sets an “expiration date” for Safety Data Sheets (SDSs). Updates are usually required when new information or regulatory changes occur. However, most organizations treat a 3–5-year review cycle as a best practice to stay compliant and up to date. 

OSHA Requirements (United States) 

  • No Fixed Renewal Period:  

OSHA does not specify an exact time frame for SDS renewal. 

  • Update Trigger:  

 If a manufacturer or importer learns new details about a chemical’s hazards or safety measures, they must revise the SDS within 3 months of discovering that information. 

  • Label updates:  

 Any label changes reflecting new hazard data must be made within 6 months. 

Recommended Review Practices 

Even when no major changes occur, experts recommend reviewing each SDS every 3 to 5 years. It helps you to confirm: 

  • New scientific or toxicological data hasn’t been released. 
  • Regulations or standards haven’t changed. 
  • The current version still reflects safe handling and control measures. 

 

Other Regional Requirements 

In some countries, local laws require faster updates: 

  • Suppliers must revise SDSs within 90 days after finding new hazard information. 
  • Under GHS frameworks, updates must happen “without delay” once new risk or hazard data 

Who is Responsible for Ensuring SDSs are Up to Date? 

Manufacturers & Importers 

They must prepare and maintain SDSs for each hazardous chemical they produce or import. When they become aware of new hazard information, they must revise SDSs and labels accordingly. Moreover, they must provide updated SDSs with subsequent shipments.  

Distributors 

Distributors are responsible for sharing updated SDSs they receive from manufacturers. Whenever a product’s SDS is revised, distributors must send the latest version to their customers with the first shipment that follows the update. This ensures that everyone in the supply chain has the most recent safety information. 

Employers  

It’s the responsibility of the employers too. Employers must make sure that the SDSs available in their workplace are always up to date. When they receive a revised SDS, they should replace the old one immediately and ensure that all workers use the new version. If an SDS looks outdated or older than expected, employers should contact their suppliers to request the latest version. 

How do Organizations Ensure they Always have the Latest SDS? 

Here are practical strategies and best practices: 

  1. Maintain a Central SDS Library

Keep all your Safety Data Sheets in one place using a centralized digital SDS management platform. This helps you track version numbers, revision dates, and updates easily. It’s also a good idea to keep physical copies or binders in key areas like laboratories or production zones as backups. Make sure your SDS library is searchable by chemical name, manufacturer, identifier, or CAS number so that employees can quickly find what they need during emergencies or inspections. 

 

  1. Implement a Revision Monitoring System

Set up automatic reminders or alerts to review SDSs that haven’t been updated for 3 to 5 years. This helps ensure no document slips through unnoticed. Keep a clear version history for each SDS so you can track changes over time. You can also maintain a review queue. It helps you find older SDSs flagged for evaluation to confirm they still meet safety standards. 

 

  1. Strengthen Supplier Communication

Develop a simple policy to contact your suppliers or manufacturers at least once a year (or according to your review cycle) to ask for updated SDSs or confirmation that no revisions have been made. Include SDS revision clauses in supplier contracts to make sure they notify you whenever product information changes. It’s also wise to monitor regulatory updates, supplier notifications, and industry bulletins for any changes that could affect your chemical safety documents. 

 

  1. Use a Trigger-Based Review System

Your SDS policy should clearly define what events trigger an immediate review. Your team must stay alert by regularly checking scientific journals, product safety bulletins, and official databases. You can also subscribe to external SDS services that send notifications whenever an updated version becomes available. 

 

  1. Integrate SDS Updates into Change Control

Whenever there’s a change in formulation, packaging, supplier, or process, create an SDS review task automatically. Make SDS updates a mandatory part of your change control workflow across departments like R&D, procurement, and quality assurance. This ensures that every operational change is supported by an accurate, up-to-date SDS. 

  1. Train and Communicate with your Team

Ensure that everyone involved, from safety officers to procurement teams, understands your SDS revision policy. Provide regular training sessions to help employees identify outdated SDSs, such as missing hazard details. When updates occur, inform all relevant departments immediately so that procedures and safety measures are adjusted accordingly. 

 

  1. Conduct Regular Audits and Compliance Checks

Perform routine internal audits of your SDS library to find missing, outdated, or incorrect documents. Include SDS version verification as part of external inspections or compliance reviews. Always keep records of SDS requests, supplier communications, and revision logs, as they serve as important audit trails and prove your commitment to compliance and worker safety. 

Conclusion 

Keeping your Safety Data Sheets (SDSs) current isn’t just about meeting compliance requirements. It’s about protecting your people and strengthening your organization’s safety culture. Since there’s no universal expiry date for SDSs, staying proactive is key. Regular reviews, close communication with suppliers, and built-in update alerts can help you avoid outdated information that might put workers at risk.