Handling a wide range of chemical products is a routine part of operations for many organizations—especially in laboratories, where these substances are essential and often irreplaceable. But how can you tell which chemicals are safe to work with and which require extra caution? That’s exactly where the Material Safety Data Sheet (MSDS) plays a crucial role. 

A Material Safety Data Sheet—now commonly referred to as a Safety Data Sheet (SDS)—is a critical document that offers essential details about a chemical, including safe handling procedures, emergency response steps, and proper storage or disposal methods. However, for many workers, understanding the information in an SDS can be challenging or even overwhelming. 

In this blog, we’ll walk you through everything you need to know: 

  • What an MSDS is 
  • How to read it section by section 
  • How technology can make it easier to access and understand 

By the end, you’ll be more confident navigating safety data sheets in any work environment.  

 

What is a Material Safety Data Sheet (MSDS)? 

A Material Safety Data Sheet (also known as an SDS – Safety Data Sheet – under the newer global format) is a document that provides detailed information about hazardous chemicals. It is usually provided by the manufacturer or supplier and is required by regulatory agencies such as OSHA (Occupational Safety and Health Administration) in the United States. 

An MSDS provides important information such as the chemical identity, potential hazards, and guidelines for safe handling and storage. It also outlines emergency procedures like first aid measures and firefighting instructions. In addition, it offers details on exposure limits and the appropriate personal protective equipment (PPE) needed to ensure safety while working with the chemical. 

Originally, the MSDS format varied from one manufacturer to another. But today, under the Globally Harmonized System (GHS), MSDSs follow a standardized 16-section format, making them easier to read and compare. 

 

How to Read a Material Safety Data Sheet? 

Let’s break down the key sections you’ll find in an MSDS and how to understand them: 

  1. Identification

This section includes the product name, recommended uses, and supplier information. It also provides emergency contact information. 

What to look for: 

  • Product name or trade name 
  • Manufacturer’s contact info 
  • Emergency phone numbers 

 

  1. Hazard Identification

Here, you’ll find the chemical’s classification (e.g., flammable, corrosive) and label elements such as pictograms, signal words (like “Danger” or “Warning”), and hazard statements. 

Tip: Learn the meaning of pictograms like the flame (flammable), skull and crossbones (toxic), or health hazard symbol. 

 

  1. Composition/Information on Ingredients

This section lists all hazardous ingredients in the product and their concentrations. 

Important for: 

  • Knowing if the chemical contains carcinogens or other toxic substances 
  • Understanding what you’re exposed to in the workplace 

 

  1. First-Aid Measures

Describes immediate medical steps to take in case of exposure through inhalation, ingestion, or skin/eye contact. 

Quick use: 

  • Keep this section handy for emergencies. 
  • It outlines symptoms and whether you need medical attention. 

 

  1. Fire-Fighting Measures

Details the type of fire extinguishing methods to use and what to avoid. It also mentions any unusual fire hazards. 

Example:
Some chemicals may react violently with water. This section will help your fire team respond correctly. 

 

  1. Accidental Release Measures

This is the sixth section of an MSDS. Instructions for dealing with spills, leaks, or releases, including containment and cleanup, can be collected from it. 

Tip:
This helps prevent environmental damage or worker exposure during an accidental spill. 

 

  1. Handling and Storage

This section shares best practices for safely using and storing the chemical, including incompatible materials or conditions to avoid. 

Why it matters:
 

 Incorrect storage (like mixing acids and bases) can lead to dangerous reactions. That’s why it’s important to carefully read and understand every detail in this section.  

 

  1. Exposure Controls/Personal Protection

This is the eighth mandatory section which provides Occupational Exposure Limits and guidance on PPE (like gloves, goggles, or respirators). 

Essential for: 

  • Ensuring worker protection 
  • Planning ventilation or engineering controls in the workplace 

 

  1. Physical and Chemical Properties

The nineth section lists details like the chemical’s boiling point, odor, appearance, flashpoint, etc. 

How does it: 

  • Identifying unknown substances 
  • Preventing unsafe exposure during use 

 

  1. Stability and Reactivity

It shares information on chemical stability and conditions to avoid (like heat, light, or air). Besides, it also mentions incompatible substances. 

Important for: 

  • Preventing chemical reactions 
  • Ensuring safe long-term storage 

 

  1. Toxicological Information

From this particular section users can get data on how the chemical affects health—short and long-term.  

Useful for: 

  • Understanding symptoms of overexposure 
  • Training staff on long-term risks 

 

12-15. Ecological, Disposal, Transport, and Regulatory Information 

These sections cover environmental effects, disposal guidelines, transportation classifications, and safety regulations. 

Why it matters: 

  • You can avoid fines or environmental damage. 
  • It ensures chemicals are transported legally and disposed of properly. 

 

  1. Other Information

This is the last part of every MSDS. It includes the date the MSDS was prepared or revised and any additional notes. 

 

How to Use Technology to Go Through an MSDS? 

Once you’re familiar with what each section of an MSDS contains, the next step is learning how to quickly find the information you need. The easiest and most efficient way to do that is by using technology. Here’s how: 

 

  1. Digital SDS Management Systems

Platforms like CloudSDS allow organizations to store thousands of safety data sheets online. Their smart SDS search feature makes SDSs easily accessible. You can search by product name, manufacturer, or chemical.  

Benefits: 

  • Access any MSDS in seconds 
  • Always have the latest version 
  • No paper clutter or lost documents 

 

  1. Mobile Access

Choose a platform which is accessible through mobile apps. Such platforms allow workers to access MSDSs from a phone or tablet. 

Why it helps: 

  • Perfect for emergencies or on-the-floor access 
  • No need to run back to a binder 

 

  1. Smart Search Tools

Some digital systems are designed to highlight key terms such as “hazard,” “first aid,” or “PPE.” This feature allows users to quickly scan the document and pinpoint the exact information they need, saving time and reducing the risk of missing critical safety details. 

Use Case: 

Search “eye contact” and go directly to the relevant first-aid instructions. 

 

  1. Multilingual Support

Digital systems often offer support for multiple languages, which is especially important for global or multilingual teams. For example, CloudSDS lets users select a preferred language so that all SDS documents can be viewed in that language. This makes safety and hazard information easier to understand and more accessible to everyone on the team.  

 

  1. Use QR Scanning

To improve accessibility, organizations can use systems that enable employees to scan QR code with their smartphones. This allows instant access to the relevant MSDS, making it quicker and easier to retrieve critical safety information whenever and wherever it’s needed. 

 

Conclusion 

Understanding how to read and use an MSDS isn’t just a regulatory requirement. Rather, it’s a critical step toward building a safer, more informed workplace. For organization owners, EHS professionals, and lab technicians alike, the ability to interpret chemical safety data means fewer risks, faster emergency responses, and better protection for everyone on site. 

With the right training and digital tools, your team can quickly access important safety information, stay compliant with regulations, and handle hazardous substances with confidence. Prioritizing MSDS awareness and easy access isn’t just good practice. It’s a crucial part of maintaining a safe and efficient workplace.