Schools, colleges, and universities typically store chemicals in multiple locations such as science labs, research centers, and classrooms. This scattered setup makes it challenging to ensure that every area has up-to-date and easily accessible Safety Data Sheets (SDSs), which are essential for maintaining safety and compliance. 

Without an organized system in place, educational institutions may endanger the safety of students and staff while also risking non-compliance with important regulations like OSHA’s Hazard Communication Standard. Proper SDS management is not just about organization—it’s a critical step in ensuring safety and meeting legal requirements. So how can schools and colleges effectively manage SDSs when chemicals are stored across multiple locations? This article has the answer as we break down the key strategies and essential information every institution should know.  

Keep reading to discover the key challenges your institution could face without an effective SDS management system in place—and why addressing them is essential for safety and compliance. 

 

Challenges Educational Institutions Face When Chemicals Are Stored in Multiple Locations 

When chemicals are stored across multiple labs, classrooms, or research facilities, it becomes challenging to keep track of all safety data sheets (SDSs), ensure consistency, and maintain compliance. Educational institutions often struggle with outdated documents, lack of centralized access, and poor communication between departments—all of which can lead to safety risks and regulatory penalties. 

 

 What are the Main Challenges? 

Educational settings come with a unique set of challenges when it comes to managing SDSs: 

  1. Lack of Centralized Access

Each lab or classroom might have its own set of chemicals, often maintained by different staff or faculty members. Without a central SDS management system, this can lead to inconsistent records and outdated data. 

 

  1. Paper-Based SDS Binders

Many schools and colleges still use printed SDSs kept in binders. These are often hard to update and easy to lose. During emergencies, they are not easy to access quickly. This can lead to safety and compliance issues. 

 

  1. Untrained Staff or Students

Instructors and lab assistants may not be fully trained on how to manage SDSs or why it’s important to keep them updated. Students who use chemicals during lab sessions often don’t have access to the safety information they need. 

 

  1. Compliance Risks

When chemicals are stored in multiple locations, it becomes easier to overlook important details. If an SDS is outdated or missing, the institution could face serious legal issues—especially during inspections or after an accident. 

 

Real Incidents from Educational Labs: 

Poor chemical safety management has led to several serious accidents in educational institutions over the years. To truly understand the importance of improving access to chemical safety information, it’s essential to look at some real-life incidents that serve as powerful reminders. Here are a few noteworthy cases that highlight why making SDS access easy and effective should be a top priority: 

 

University of California, Los Angeles (UCLA), 2008
 

In December 2008, a 23-year-old research assistant at the University of California, Los Angeles, was badly burned in a lab accident and passed away 18 days later in the hospital. The investigation found major safety failures and clear violations of OSHA rules. 

 

Source: https://cen.acs.org/safety/lab-safety/10-years-Sheri-Sangjis-death/97/i1 

 

Texas University Explosion 2010
 

On January 7, 2010, a graduate student at Texas Tech University was badly injured when a chemical he was working with exploded. He lost three fingers, suffered burns on his hands and face, and injured one eye. During its investigation, the Chemical Safety Board (CSB) found that serious safety problems at the university played a big role in the accident. 

 

Source: https://praxilabs.com/en/blog/2018/10/30/the-most-famous-four-laboratory-accidents-in-history/

 

The Best Ways to Manage SDSs When Chemicals Are Stored in Multiple Labs or Classrooms 

 

  1. Implement a Centralized SDS Management System

A cloud-based SDS management software like CloudSDS makes it easy for institutions to store, update, and share Safety Data Sheets in real time. No matter if you manage 3 labs or 30, everyone can instantly access the most up-to-date information with just a click—ensuring consistency, safety, and compliance across all locations. 

 

  1. Digitize Your Existing Records

Digitizing your SDSs is the most effective way to ensure easy and consistent access across multiple locations. Clearly, it’s time to move beyond outdated binders—begin by scanning your existing SDSs and uploading them to a centralized digital system. This way, every lab can access accurate, up-to-date safety information anytime, from any device, improving both safety and compliance. 

 

  1. Utilize QR Code scanning

Some SDS platforms offer a feature to generate QR codes for each chemical, which can be placed on containers or storage shelves. When scanned, these codes instantly take users—whether staff or students—directly to the corresponding SDS. Platforms like CloudSDS go a step further with location-specific QR codes, helping users not only access safety data but also identify the exact storage location of a chemical within the facility. This enhances both safety and efficiency in managing hazardous materials. 

 

  1. Assign Lab Safety Coordinators

Every lab should have responsible and well-trained personnel to maintain a safe environment. Assign dedicated individuals in each lab or department to oversee chemical inventory and ensure that SDSs are consistently reviewed and kept up to date. This proactive approach helps maintain compliance and enhances overall safety for everyone involved. 

 

  1. Schedule Regular Audits

Conducting quarterly or bi-annual reviews helps identify missing or outdated SDSs and keeps your institution compliant. Using SDS management platforms with automated alerts can streamline the process, ensuring that updates are never missed, and safety standards are consistently met. 

 

  1. Train Faculty and Students

Make sure that everyone handling chemicals—students, staff, or lab assistants—knows how to access and understand SDSs. Even a short 30-minute training session at the beginning of each semester can significantly improve safety awareness and preparedness. 

 

Conclusion: 

Managing SDSs for chemicals across multiple labs or classrooms can feel overwhelming—but with the right approach and tools, it becomes both simple and efficient. Cloud-based platforms like CloudSDS help centralize your safety data, keep SDSs up to date, and ensure instant access during emergencies. 

Educational institutions have a crucial duty to safeguard students and staff. By adopting modern SDS management solutions, schools and colleges can stay compliant with regulations while creating a safer and more prepared learning environment.