The transition from Material Safety Data Sheets (MSDS) to Safety Data Sheets (SDS) represents a significant evolution in chemical hazard communication, driven by the adoption of the Globally Harmonized System (GHS) by OSHA in 2012. Understanding these differences is crucial for workplace safety compliance and proper chemical handling procedures. 

Understanding MSDS and SDS Documents 

Material Safety Data Sheets (MSDS) and Safety Data Sheets (SDS) are comprehensive regulatory documents that provide detailed information about the characteristics, hazards, and safe handling procedures for chemical substances and mixtures. An MSDS is a document that contains information on the potential hazards (health, fire, reactivity and environmental) and how to work safely with the chemical product, while SDS represents the modernized, internationally standardized version of these safety documents. 

These documents serve as essential starting points for developing complete health and safety programs in workplaces where hazardous chemicals are present. They contain much more information about chemical materials than simple warning labels, providing detailed guidance on use, storage, handling, and emergency procedures related to chemical hazards. 

 

Key Differences Between MSDS and SDS 

  1. Standardized Format Structure

The most fundamental difference lies in the document structure and formatting requirements. MSDS formats varied significantly, with documents containing anywhere from 8 to 16 sections depending on the manufacturer. There was no standardized format requirement, leading to inconsistency across different chemical suppliers. 

In contrast, SDS follows a strict 16-section format mandated by the GHS guidelines. All SDS documents must contain exactly 16 sections in a specific order, ensuring uniform presentation of information across all manufacturers and suppliers. This standardization makes it significantly easier for workers to locate critical safety information quickly, regardless of the chemical source. 

  1. Global Harmonization and Compliance

MSDS documents were developed without adherence to any international standard, resulting in variations between countries and regions. When OSHA mandated the creation of MSDS, it did not establish a standard format, allowing facilities to create documents with varying structures and information depth. 

SDS documents comply with the United Nations’ Globally Harmonized System (GHS) standard, creating international consistency in chemical hazard communication. This global harmonization ensures that safety data sheets provide the same information structure whether used in the United States, European Union, or other GHS-adopting countries, facilitating international trade and improving worker safety across borders. 

  1. Introduction of Signal Words and Enhanced Hazard Communication

One of the most visible differences is the absence of signal words in MSDS documents. Traditional MSDS formats did not include standardized signal words to indicate hazard severity levels. 

SDS documents incorporate two specific signal words: “Danger” for more severe hazards and “Warning” for less severe hazards. These signal words appear prominently on both labels and safety data sheets, providing immediate visual cues about the relative severity of chemical hazards. This enhancement significantly improves the speed and accuracy of hazard recognition in workplace settings. 

  1. Enhanced Pictogram System

MSDS documents lacked a standardized pictogram system, and chemical classification and labeling processes varied significantly between manufacturers. This inconsistency often led to confusion among workers trying to understand chemical hazards quickly. 

SDS documents feature standardized GHS pictograms – diamond-shaped symbols with red borders containing black hazard symbols on white backgrounds. The GHS system includes 9 specific pictograms representing physical, health, and environmental hazards. These visual elements make hazard identification faster and more intuitive, particularly beneficial for workers with varying literacy levels or those working in multilingual environments. 

  1. Environmental Hazards Section

Perhaps the most significant content difference is the treatment of environmental hazards. MSDS documents did not require a dedicated section for environmental hazards, leaving gaps in environmental risk assessment and disposal guidance. 

SDS documents must include Section 12 – Ecological Information, which provides comprehensive environmental impact data. This section covers ecotoxicity, persistence and degradability, bio accumulative potential, mobility in soil, and results of PBT (Persistent, Bio accumulative and Toxic) assessments. This addition reflects growing environmental awareness and regulatory requirements for proper chemical disposal and environmental protection. 

 

SDS Authoring and Preparation 

  1. Professional Requirements

SDS authoring requires professional knowledge in fields such as toxicology, environmental science, occupational safety, and transportation. REACH states that a “competent person” must prepare for the SDS, although the regulation does not specify what qualifications this person needs. The person writing the SDS should have appropriate expertise and have access to the product formulation and information on its correct hazard classification. 

  1. Authoring Process

SDS authoring is done by first sampling the chemical product and sending samples to a laboratory for analysis. This data determines the roadmap for classification and interpretation by the SDS author. Classification is the foundation for building a Safety Data Sheet and requires the skill of an experienced SDS author. SDSs are now authored to a Global Harmonized Standard but still need to be authored by country due to local variances and regulations. 

  1. Quality Assurance

The ideal steps for SDS creation include: identifying applicable regulatory requirements, gathering necessary information about the product including its identity, composition, physical and chemical properties, and health and environmental hazards, writing the SDS in a clear and concise manner ensuring all required information is included, and reviewing the SDS to ensure accuracy and compliance with all applicable regulatory requirements. 

 

Implementation Timeline and Current Status 

  1. Transition Requirements

The transition from MSDS to SDS became mandatory on June 1, 2015, when manufacturers were required to provide updated 16-section SDS documents with all chemical shipments. Distributors had until December 1, 2015, to complete the transition. Today, while both documents may still be encountered in some workplaces, SDS is the only acceptable format for new chemical shipments and safety compliance. 

  1. Global Implementation Status

As of 2017, the GHS system has been enacted to significant extents in most major countries of the world. Today, GHS is more than an idea, having been implemented or partially implemented in some 67 countries. The tenth revised edition of the GHS (GHS Rev.10) published in 2023 is the most recent revised edition available, with a new revised edition expected to be published in 2025 following the 2-year cycle of work of the GHS Sub-Committee of Experts. 

  1. Future Developments

The GHS continues to evolve every two years as needs arise, and experience is gained in its implementation. Countries are encouraged to implement the GHS as soon as possible, with ongoing efforts to achieve full global harmonization of chemical hazard communication systems. The strength of the original GHS idea has sustained development through decades, and with recent successes, it appears to be gaining momentum globally. 

 

Best Practices and Recommendations 

  1. Document Management

Proper SDS management requires maintaining current versions of all safety data sheets, ensuring easy accessibility for workers and emergency responders, and implementing systems for regular review and updates. Organizations should establish clear procedures for receiving, reviewing, and distributing updated SDS documents throughout their operations. 

  1. Training and Awareness

Regular training sessions and refresher courses help maintain a high level of awareness and compliance with chemical safety requirements. Personnel must be educated in recognizing signal words and their meanings, understanding associated hazards and risks, and following recommended precautionary measures. Training should be conducted in workgroups and involve one-on-one instruction as workers demonstrate their competency in different tasks. 

  1. Regulatory Compliance

Organizations must stay current with evolving GHS requirements and local regulatory variations. This includes monitoring updates to classification criteria, labeling requirements, and SDS content standards across different jurisdictions where chemicals are manufactured, imported, or used. Regular compliance audits and documentation reviews help ensure ongoing adherence to applicable requirements.