Government agencies are responsible for keeping people and the environment safe from harmful substances. But another major challenge is understanding and following all the safety rules while handling these materials properly. To do this effectively, agencies must track and verify compliance with various safety regulations. However, doing it manually can be slow, confusing, and prone to error. 

U.S. government agencies work with many types of hazardous materials in areas like defense, transportation, healthcare, and environmental protection. These materials can exist in different forms—such as gases, liquids, or solids—and are not only used in operations but can also be generated as waste. One of the biggest challenges is making sure these materials are handled according to all relevant safety and compliance regulations, which can be complex and difficult to track. 

Staying informed about current regulatory requirements and using real-time monitoring makes it possible to track compliance effectively. However, government agencies can take it a step further by simplifying the entire process. Want to know how? Keep reading to discover smart ways to simplify compliance tracking. 

 

Types of Hazardous Materials Government Organizations Handle 

 

Government organizations like environmental agencies, defense departments, health institutions, and research labs often work with different types of hazardous materials in their daily activities. These can include chemicals used in labs, cleaning agents, or even radioactive substances used in medical and nuclear work. 

 

Different Kinds of Hazardous Materials Government Workers Use 

These materials are categorized into nine classes by the U.S. Department of Transportation (DOT): 

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i) Explosives (Class 1)

These are materials that can blow up or detonate if not handled properly. Government agencies may use them in defense, construction, or emergency response. Examples include: 

  • Military explosives and bombs 
  • Fireworks used in public events 
  • Blasting materials for road or building demolition 

 

ii) Gases (Class 2)

These are substances stored under pressure that can be harmful if released suddenly. They can be flammable, toxic, or simply take up space and push out air. Examples include: 

  • Oxygen tanks used in hospitals 
  • Propane for heating or cooking 
  • Industrial gases like chlorine used in water treatment plants 

 

iii) Flammable and Combustible Liquids (Class 3)

These are liquids that can catch fire easily. Agencies handling vehicles, machinery, or labs often store these. Check out the examples below: 

  • Gasoline and diesel fuel 
  • Paint thinners and cleaning solvents 
  • Alcohols used in research labs 

 

iv) Flammable Solids, and Spontaneously Combustible Materials(Class 4)

These materials can catch fire from heat, moisture, or even when rubbed or dropped. Examples include: 

  • Magnesium used in fireworks 
  • Sodium that reacts with water 
  • Phosphorus that ignites on contact with air 

 

v) Oxidizers and Organic Peroxides (Class 5)

These substances can cause or speed up a fire by supplying oxygen to other materials. They are common in labs and some industrial processes. Examples include: 

  • Hydrogen peroxide used in disinfection 
  • Ammonium nitrate used in fertilizers or explosives 
  • Bleaching agents used in water treatment 

 

vi) Toxic and Infectious Substances (Class 6)

These are dangerous materials that can poison people or spread disease. They are often handled in the healthcare and pest control sectors. Examples include: 

  • Medical waste from hospitals 
  • Laboratory samples containing viruses 
  • Pesticides used by health departments 

 

vii) Radioactive Materials (Class 7)

These give off invisible energy (radiation) and are used in medicine, research, and nuclear power. They need very careful handling. Examples include: 

  • Cancer treatment isotopes 
  • Research samples in universities 
  • Nuclear fuel handled by the Department of Energy 

 

viii) Corrosive Substances (Class 8)

These substances can burn through skin, metal, or other surfaces. They’re commonly found in cleaning supplies or chemical labs. Examples include: 

  • Strong acids like sulfuric acid 
  • Alkalis like sodium hydroxide 
  • Battery fluid 

 

ix) Miscellaneous Dangerous Goods (Class 9)

These are hazardous materials that don’t fit into the other categories but still pose risks during transport or handling. Examples include: 

  • Lithium batteries used in devices 
  • Dry ice used for preserving samples 
  • Environmentally harmful chemicals used in cleaning or lab processes 

 

Types of Hazardous Material Regulations Government Agencies Must Comply With 

 

OSHA’s Hazard Communication Standard (HCS) 

 The Occupational Safety and Health Administration (OSHA) requires all workplaces, including government facilities, to follow the Hazard Communication Standard.  

Key Requirements: 

  • Maintain accurate Safety Data Sheets (SDSs) for every hazardous chemical 
  • Ensure proper labeling on all containers 
  • Provide employee training on chemical hazards and safe handling practices 

Why it Matters: 

This regulation protects government employees by making sure they are informed about chemical hazards in their workplace. It also promotes safer handling and quicker emergency response. 

 

EPA’s Emergency Planning and Community Right-to-Know Act (EPCRA)

The Environmental Protection Agency (EPA) enforces the Emergency Planning and Community Right-to-Know Act (EPCRA). This law requires government agencies and other facilities to report where hazardous substances are stored and how they are managed.  

Key Requirements: 

  • Submit Tier II reports on chemical inventories 
  • Report chemical releases through the Toxic Release Inventory (TRI) 
  • Coordinate with local emergency planning committees (LEPCs) for emergency preparedness 

 

Why it matters:
EPCRA helps keep local communities, first responders, and environmental agencies informed. It ensures they are prepared to handle chemical emergencies or environmental risks effectively. 

 

DOT’s Hazardous Materials Regulations (HMR) 

The Department of Transportation (DOT) oversees the Hazardous Materials Regulations, which apply to all agencies involved in transporting hazardous materials.
  

Key Requirements: 

  • Follow proper packaging, marking, and labeling protocols 
  • Use shipping papers and emergency response information 
  • Train employees in hazmat handling and transport safety 

Why it matters: 

These rules help reduce the risk of accidents during the transport of hazardous materials. They make sure that government vehicles and contractors safely move these materials by road, air, rail, or water. 

 

Globally Harmonized System (GHS) 

The Globally Harmonized System (GHS) is not a law on its own. Instead, it is adopted through OSHA’s Hazard Communication Standard (HCS) and is supported by many countries around the world.  

Key Requirements: 

  • Use standard pictograms and signal words on chemical labels 
  • Ensure uniform hazard classification across all chemicals 
  • Align SDS formats with global templates (16-section format) 

Why it matters: 

GHS improves consistency in how chemical information is shared worldwide. This helps government agencies work smoothly with international partners and vendors while staying compliant. 

 

How to Track and Verify Compliance? 

Here’s how government agencies can manage this more effectively: 

 

1. Keep a Centralized Record

Instead of storing documents in multiple locations, it’s better to use a single system. It should allow an organization to hold all important chemical safety data. This includes Safety Data Sheets (SDSs), inspection reports, chemical inventory lists, and training records. Having everything in one place saves time when searching for specific documents and reduces the risk of losing critical information.  

2. Conduct Regular Audits

Regular internal audits help identify gaps in compliance before they become major issues. These audits can include checking whether SDSs are up to date, properly labeled, and accessible to employees. They also involve reviewing storage areas, employee safety practices, and waste disposal procedures. Audits help ensure that every part of the regulation is being followed and provide a chance to fix any issues early. 

 

 3. Train Employees

Employees who work with or around hazardous materials must be trained regularly. This training should cover how to read and understand SDSs, recognize hazard symbols, handle chemicals safely, and respond in case of a spill or emergency. Proper training helps prevent accidents and improves overall safety. 

 

4. Use Digital Tools

 Manual tracking using paper files or spreadsheets can be time-consuming, hard to manage, and often leads to mistakes. A smarter way to handle this is by using digital tools like SDS management software. These platforms simplify the entire compliance process by allowing agencies to store and update records in real time, access important data from anywhere, and receive automatic alerts for audits or document updates. This not only saves time but also improves accuracy and makes it much easier to keep up with changing regulations. 

 

How Does an SDS Management Software Help? 

An SDS management software can make a big difference in how agencies manage hazardous material data. Here’s how: 

1.Centralized SDS Access 

With a cloud-based SDS management system, employees can search, view, and download SDSs anytime, from any location. Gone are the days of searching through physical files or multiple systems. All safety data sheets are stored in one place, ensuring that no documents are misplaced or outdated versions used. This centralized access makes it easy for employees to find the exact SDS they need quickly and efficiently. 

 

2.24/7 Access from Anywhere 

A major benefit of cloud-based SDS management systems is the ability to access critical safety information at any time, from anywhere. Whether staff members are in the office, on a construction site, or working remotely, they can get real-time access to the safety data they need.  

 

3.Automatic Updates and Alerts 

Keeping SDSs up-to-date is vital for compliance and safety. With automated alerts, the system notifies users whenever an SDS has been updated by a supplier. This ensures that every employee is always working with the most current version of a safety data sheet, preventing outdated or inaccurate information from causing safety issues or compliance violations. 

 

4.Mobile Access 

In industries where employees may be on the move or working in the field, mobile access to SDSs is crucial. With mobile compatibility, field staff can quickly search for chemical information, access safety protocols, and make informed decisions during inspections or emergencies. This instant access to critical data helps to improve safety and response times, especially in time-sensitive situations. 

 

5.Audit and Reporting Tools 

Modern SDS management software includes powerful audit and reporting tools that allow agencies to easily track compliance. These tools can generate reports that show compliance status, document who accessed what information, and when. With this data, agencies can prepare for audits, demonstrate compliance during inspections, and ensure their team is up-to-date with regulatory requirements. 

 

6.Role-Based Access 

A user-friendly SDS system offers role-based access. Thus, it allows employees to view only the information relevant to their specific role. For example, safety managers might need access to all chemical safety data, while field officers or inspectors may only need information on specific chemicals or materials.  

 

Conclusion: 

For government agencies handling hazardous materials, regulatory compliance isn’t just a box to check. It’s essential for protecting people, property, and the environment. However, relying on manual systems or disconnected records makes this task harder than it needs to be. 

With an SDS management solution like CloudSDS, agencies can centralize their chemical safety data, automate compliance tasks, and gain real-time access to critical information—anytime, anywhere. It’s not just about meeting legal requirements. After all, it’s also about building a safer, more organized, and more responsive workplace. 

Upgrading to a digital SDS system is a smart investment in both compliance and operational excellence.