Safety Data Sheets (SDS) are foundational documents in chemical safety management, serving as the primary means of communicating hazard information to workers, distributors, and emergency responders. However, an SDS is not a static document created once and forgotten. Regulatory frameworks, scientific discoveries, and evolving product formulations necessitate regular updates to maintain accuracy and compliance. Understanding when and why manufacturers must update SDS is critical for protecting worker safety and avoiding costly regulatory violations. 

The Foundation: Who Holds Responsibility? 

Who is responsible for providing and maintaining safety data sheets? This question sits at the heart of hazard communication compliance. The answer encompasses multiple parties working along the distribution chain. Manufacturers and importers bear the primary responsibility for creating and maintaining accurate SDS documents. However, their obligations extend beyond initial creation; they must continually monitor for new information and revise their SDS accordingly. Distributors and suppliers must pass the most recent, unchanged versions to their downstream customers, while employers are required to maintain a current SDS library accessible to workers. 

This shared responsibility ensures that hazard information flows accurately through the entire supply chain. Each party serves as a checkpoint, verifying that the most current information reaches workers who handle hazardous chemicals. 

Regulatory Framework Driving SDS Updates 

The primary regulatory drivers for SDS updates vary by jurisdiction but converge on common principles: 

1. United States – OSHA Hazard Communication Standard

Under the OSHA Hazard Communication Standard (29 CFR 1910.1200), manufacturers must obtain or develop SDS for each hazardous chemical they produce or import. The revised HCS, effective July 19, 2024, aligns with the United Nations’ GHS Revision 7 and introduced stricter requirements for SDS accuracy and timeliness.  

Manufacturers must update SDS within three months of becoming aware of significant new information about chemical hazards or protective measures. Once updated, manufacturers are required to send revised SDSs to customers with the first shipment following the update, or upon request.  

2. Canada – WHMIS Regulations

Under Canada’s Hazardous Products Act and WHMIS 2015 framework, manufacturers and suppliers must update SDS within 90 days of discovering significant new data that changes the hazard classification or ways to protect against hazards. Employers in federally regulated workplaces must review or replace SDS at least every three years.  

3. European Union – REACH Regulation

REACH Article 31 mandates that suppliers update SDS without undue delay when new information affecting hazard classification or risk management becomes available. Revised SDS must be provided to all previous and new recipients within 12 months.  

4. Australia

Manufacturers and importers must review and update SDS every five years, regardless of whether new information has emerged. 

Critical Triggers for SDS Updates 

SDS updates are event-driven rather than calendar-driven. Certain circumstances automatically necessitate revision: 

Update Trigger	Why It Matters	Timeline
New hazard information discovered	Reflects current toxicological data and health effects	Within 3–90 days
Changes in product composition or formulation	May alter hazard classification	Immediate
New or modified regulatory list status	Changes to substance restrictions or classifications	Within 3–90 days
Occupational exposure limit updates	Affects worker protection measures	Within 3–90 days
Regulatory standard adoption or revision	Alignment with GHS revisions or new frameworks	Per regulatory deadline
Changes in protective measures	Obsolete or improved safety protocols	Within 3–90 days

1. New Hazard Information

The most common trigger for SDS updates is the discovery of new scientific data about a chemical’s hazardous properties. This might include updated toxicological studies, newly identified health effects, or previously unknown exposure risks. Manufacturers must scan published literature, consult with toxicologists, and monitor emerging research to capture relevant findings.  

2. Changes in Composition

When product formulation changes—whether due to ingredient substitution, process improvements, or regulatory restrictions—the hazard profile may shift significantly. If the new composition alters hazard classifications, the SDS must be updated accordingly.  

3. Regulatory Changes

GHS revisions introduce updated classification criteria, new hazard categories, and modified labeling requirements. The 2024 OSHA HCS update is a prime example: it revised hazard classification criteria and introduced stricter communication requirements, necessitating SDS updates across affected product categories.  

4. Occupational Exposure Limit Revisions

When regulatory agencies establish new occupational exposure limits (OELs) or biological exposure indices, these must be reflected in the SDS. Such changes directly impact recommended exposure control measures and personal protective equipment recommendations. 

Implementation Timelines and Compliance Deadlines 

The transition to OSHA’s revised HCS illustrates the phased compliance approach manufacturers must navigate: 

Compliance Milestone	Date	Requirement
Effective date of revised HCS	July 19, 2024	SDS and labeling framework updates begin
Substance labels and SDS update deadline	January 19, 2026	All substances must comply with new standard
Mixture labels and SDS update deadline	July 19, 2027	All mixtures must comply with new standard
Transition period	July 19, 2024 – January 19, 2026	May comply with either revised or 2012 standard

During transition periods, manufacturers and employers may maintain compliance by following either the old or new standard, or both simultaneously. However, manufacturers are encouraged to update proactively to avoid confusion and ensure worker safety.  

The Distribution Obligation 

Once a manufacturer or supplier updates their SDS, the distribution of responsibility becomes paramount. OSHA mandates that updated SDSs be provided to customers with the first shipment after the update or within six months at maximum.  

In Canada, suppliers must provide updated SDS within 90 days of discovering new information. In the European Union, revised sheets must reach recipients within 12 months under REACH regulations.  

The distribution process includes: 

• Sending updated versions to all previous customers 

• Providing SDS with every new customer purchase 

• Maintaining an incremental versioning system to identify changes 

• Documenting revision dates and change rationales 

Importantly, employers retain responsibility for ensuring that updated SDSs promptly reach their workforce. Once received, SDSs must be incorporated into the workplace library, and workers must be trained in any significant changes. 

Manufacturer’s Accountability Framework 

Manufacturers must establish systematic processes to ensure SDS accuracy and timely updates: 

1. Data Sourcing and Validation

Manufacturers conduct extensive research to understand chemical properties and hazards, drawing from scientific literature, testing results, and previous studies. This data must be validated for reliability and cross-referenced against regulatory classifications.  

2. Review and Revision Protocols

Manufacturers typically implement routine review schedules—often triggered by changes in production methods, formulations, or substances. Cross-departmental teams including research and development, quality assurance, and regulatory affairs collaborate on revisions.  

3. Training and Competency

Safety personnel must receive regular training on current regulations and SDS management for best practices. Knowledgeable staff identify gaps in information more readily, prompting timely revisions.  

4. Technology Integration

Electronic SDS management systems centralize storage, automate updates, and enable immediate distribution to stakeholders. Cloud-based solutions ensure employees and emergency responders have instant access to the most current safety information.  

5. Documentation and Traceability

Manufacturers must maintain systematic records of all revisions, including the rationale for changes. This documentation supports compliance audits and provides transparent revision history. 

Consequences of Non-Compliance 

Failing to update and distribute accurate SDS carries significant penalties. OSHA inspections prioritize accuracy and currency of every SDS; non-compliance can result in substantial fines and legal liability. Beyond regulatory consequences, outdated SDS expose workers to unrecognized hazards, creating workplace injury risks and potential lawsuits. Emergency responders who lack current hazard information may make incorrect decisions during chemical incidents, endangering lives. 

 

Best Practices for Manufacturers 

Manufacturers committed to excellence in SDS management should: 

• Establish a dedicated compliance team to monitor regulatory changes and emerging scientific data 

• Subscribe to hazard databases and regulatory update services 

• Implement quarterly or annual SDS review cycles even when no changes are apparent 

• Use electronic management systems for centralized document control 

• Maintain version control with clear revision numbering and change logs 

• Communicate proactively with customers about significant updates 

• Train employees comprehensively on SDS interpretation and update procedures 

• Collaborate with industry associations and regulatory bodies to stay abreast of evolving standards 

 

Conclusion 

The imperative to update Safety Data Sheets reflects a fundamental commitment to worker safety and regulatory compliance. While manufacturers bear primary responsibility for creating and maintaining accurate SDS, this obligation extends throughout the supply chain, requiring coordination with distributors and employers. Understanding the regulatory framework, recognizing update triggers, and implementing systematic management processes enable manufacturers to fulfill these obligations effectively. As regulations continue to evolve—particularly with the implementation of OSHA’s revised HCS and ongoing GHS developments—maintaining vigilance and proactive SDS management practices remains essential for protecting workers and sustaining organizational credibility in chemical safety stewardship.