Safety Data Sheets (SDS) are standardized hazard communication documents required under OSHA’s Hazard Communication Standard (HazCom 2012) and aligned with the Globally Harmonized System (GHS). They provide detailed information about chemical hazards, safe handling procedures, storage requirements, emergency response measures, and protective precautions. 

SDSs play a critical role in workplace safety by ensuring that employees, employers, emergency responders, and safety professionals have access to consistent and accurate hazard information. OSHA requires chemical manufacturers, importers, and distributors to prepare and maintain SDSs for hazardous chemicals, helping organizations comply with regulatory requirements and reduce workplace risks.

What is an SDS? 

An SDS or safety data sheet is a critical document that provides hazard information about a toxic chemical product. Apart from sharing hazardous information, it also provides safety information that’s crucial for the safety of each employee. Thus, an employee will know all the key ingredients of a chemical product along with first aid and fire -fighting techniques. This document should also provide transportation guidelines in the right way to ensure safe shipping or shifting of the product.  

Earlier, MSDS (Material Safety Data Sheet) was known by this 16-section SDS format. It was initially implemented in the maritime sector in the late 1960s from a US regulatory perspective. OSHA mandated them in the manufacturing sector in 1983. Also, in 1987, this requirement was extended to all employers. OSHA released the updated Hazard Communication 2012 directive on July 20, 2015. Thus, the present-day SDSs came in a different format.  

What is GHS? 

The discussion of the present-day SDS format is incomplete without explaining GHS. It stands for a Globally Harmonized System of Classification and Labelling of Chemicals. It's mainly a framework developed by the United Nations to standardize the classification and labeling of chemicals. GHS aims to enhance the protection of human health and the environment. That's why it has mandated providing a globally harmonized approach to hazard communication. 

Key aspects of GHS include: 

Harmonized Classification Criteria: 

GHS provides standardized criteria for classifying the hazards of chemicals.  It is mainly based on their physical, health, and environmental properties. Thus, every facility has to prepare SDSs based on the standardized format of the GHS. 

Standardized Labeling Elements: 

Facilities these days also need to follow a standard format even for their secondary container and shipping labels. After all, GHS has also specified standardized label elements, including pictograms, signal words, hazard statements, precautionary statements, etc. Moreover, to convey hazard information on chemical containers and packaging, such pictograms are necessary. 

Safety Data Sheets (SDSs):  

The present-day 16-section format SDSs are mainly GHS recommended. That’s why each SDS must be prepared with a consistent presentation of detailed information about chemical hazards. Besides, each document should provide details on safe handling procedures and regulatory compliance. 

How is an SDS different from an MSDS? 

Although the purpose of both these documents is the same, they are different. How come? The points below will be explained in detail. So, take a look.  

Difference in Format: 

Currently, SDSs have 16 mandatory sections. However, any MSDS only had 9 sections to describe a chemical and its associated hazards. These MSDSs used to provide details on: 

• Product details. 

• Information on hazardous ingredients. 

• Physical data. 

• Explosion hazard details. 

• Toxicological information. 

• First-aid information. 

• Preventive measures. 

• Preparation details. 

• Reactivity information. 

The SDS provides some additional information, such as manufacturer details and detailed toxicological information. Also, it provides proper guidance on how to handle such chemicals and store them. Thus, it comes with detailed safety and hazard information. 

Scope of Information: 

With a more elaborate structure, an SDS provides more comprehensive information about hazards. Moreover, it also works as a guideline and resource to train all your employees. Also, it shares more details about regulatory compliance requirements compared to MSDSs. 

International Harmonization: 

SDSs are part of the Globally Harmonized System of Classification and Labelling of Chemicals (GHS). It mainly aims for global standardization of all such safety documents. MSDSs were often region-specific and lacked international harmonization. Therefore, the facilities could prepare any document to convey the hazards without following any specific structure or format. 

Language and Terminology: 

Another point that makes SDSs different from MSDSs is the use of standardized language and terminology. Thus, they are more comprehensive which makes them easier to understand across different regions and industries. MSDSs may vary in language and terminology and naturally, users may require more time to understand the information. 

User-Friendliness: 

According to OSHA's HCS, SDSs are designed to be more user-friendly. With clear sections and standardized formatting, it has become easier for users to find relevant information. Conversely, MSDSs were created with relatively few sections and sparse information.          

Accessibility: 

Another major difference associated with these two is that SDSs are more easily accessible these days due to online services. Thus, any authorized user can choose to use them electronically whenever they need to. Moreover, they are typically available electronically, allowing easier access and proper distribution. MSDSs were often in paper format, which could be less convenient to manage and share. 

GHS Alignment: How GHS Standardized SDS on a Global Basis 

The Globally Harmonized System of Classification and Labelling of Chemicals (GHS) was developed by the United Nations to provide a consistent system for the communication of chemical hazards worldwide. It provides a consistent approach to the classification of chemicals, labeling, and preparation of Safety Data Sheets (SDSs). 

• Why GHS? 

GHS is helping to improve the safety of the workplace through clear and consistent information about chemical hazards. Workers are given the information they need to understand the hazards and take the proper precautions. 

• Facilitating Global Chemical Trade 

The GHS facilitates the global trade of chemicals and minimizes the differences in regulations between countries through a common hazard communication system. 

• Standardized Hazard Categories 

GHS offers a common approach to classifying physical, health, and environmental hazards and for communicating hazard information worldwide. 

• Label Consistency  

GHS labels have standardized elements like signal words, hazard statements, precautionary statements, and supplier information that help in hazard communication. 

• GHS Pictograms  

Standardized pictograms (e.g., flame, skull and crossbones, corrosion, health hazard symbols) facilitate a quick visual identification of chemical hazards. 

• SDSs and GHS 

GHS has implemented the internationally harmonized 16-section SDS format, which improves compliance, worker protection, emergency response, and international consistency in chemical safety documentation.

Who is required to use safety data sheets? 

Most importantly, any facility that uses hazardous chemicals must maintain safety data sheets. Thus, this document is useful for employers and also the workers. To learn more about the users, review the points below. 

Employers:    

Employers must collect and distribute SDSs to ensure workplace safety. They are required to provide safety data sheets (SDSs) to their employees who handle hazardous chemicals. Employers of chemical manufacturing organizations. 

Employees:

Employees who work with, use, or are exposed to hazardous chemicals require SDSs. It helps them to understand the hazardous products in their workplace. That’s why they need to access and understand SDSs to keep themselves safe. 

Chemical Manufacturers and Importers: 

Manufacturers and importers of hazardous chemicals are required to prepare SDSs. It’s important because they need to provide this to their downstream users for their safety. 

Distributors: 

Distributors must also prepare SDSs, which they must circulate among the downstream users. This is helpful when they ship hazardous chemicals. 

Healthcare Professionals: 

Healthcare professionals also need SDSs, especially those who work with hazardous chemicals, such as in hospitals or laboratories. 

Emergency Responders: 

The emergency responders also use these documents. This includes firefighters and hazmat teams who use SDSs to assess risks. They try to determine appropriate responses during chemical emergencies. 

Various Types of Industries: 

There are many industries that require hazardous chemicals to continue with their manufacturing process. For instance, industries such as educational institutions, healthcare sectors, retail, and manufacturing industries need SDSs to manage a safe workplace for their employees. 

What are the SDS format requirements? 

So, what does an SDS look like? Well, it's mainly a user-friendly 16-section long format that includes all safety details. Moreover, the manufacturers must know that some of these parts of the document are also non-mandatory. Continue reading the following points to understand the SDS format in detail. 

Section 1: 

Objectives: 

Section 1 lets consumers find the chemical product and get immediate access to the producer or supplier for emergencies, technical questions or compliance concerns. 

Content Required: 

• Product name and identifier. 

• Recommended use and limitations on use. 

• Name, address, and contact details of the manufacturer or distributor. 

• Emergency telephone number. 

• Chemical name, synonyms, CAS No. (if applicable). 

Common Compliance Errors: 

• Missing or outdated emergency contact information. 

• Incorrect container labels for product name(s). 

• Failure to update supplier information following company changes. 

• Insufficient information on recommended use. 

Real-World Example:  

An employee working with sulfuric acid spills it. Referring to Section 1, the safety manager rapidly identifies the supplier and calls the emergency hotline for instructions on containment and cleanup procedures.

Section 2: 

Objectives: 

This section is all about the hazards of the chemical so that the workers are aware of the risks before they work with, store, or transport the material. 

Content Required: 

GHS hazard classification: 

• Signal Word—Danger or Warning. 

• Statements of hazard. 

• Precaution statements. 

• Hazard pictograms. 

Information on hazards not otherwise categorized (HNOC) 

Common Compliance Errors: 

• Use of old GHS categorization. 

• Hazard pictograms are missing. 

• SDS and product labels have conflicting hazard statements. 

• This does not include physical and health hazards. 

Real-World Examples 

The SDS for sulfuric acid states that the product causes serious eye damage and skin burns. Section 2 is reviewed by workers prior to usage, and PPE is worn to decrease exposure risks.

Section 3: 

Objectives 

Section 3 lists the chemical constituents in a material or mixture and gives information essential for hazard evaluation and emergency response. 

Required Content: 

• Chemical Name. 

• Synonyms and vernacular names. 

• CAS No. 

• Ingredients, contents, or concentration ranges. 

• Impurities and stabilizing chemicals that lead to risk information. 

Common Compliance Errors: 

• Exclusion of harmful elements. 

• Providing incorrect concentration ranges. 

• Missing CAS numbers. 

• We are not disclosing substances that contribute to classified hazards. 

Real Worl Example: 

There should be a medical emergency involving a cleaning solvent; healthcare providers use Section 3 to identify the harmful constituents of the product to guide appropriate treatment.

Section 4: 

Objectives: 

This section includes first aid measures for persons exposed to hazardous chemicals by inhalation, skin contact, eye contact, or ingestion. 

Required Content: 

• First aid measures for each route of exposure. 

• The most essential symptoms and effects. 

• Health impacts (short- and long-term). 

• Recommendations for Urgent Medical Attention or Special Treatment. 

Common Error in Compliance 

• General first aid guidelines, no chemical-specific information. 

• Failure to recognize delayed symptoms. 

• No advice for immediate medical care. 

• Previous Medical Response Information. 

Real World Example 

A worker gets splashed in the eyes with a corrosive chemical. Section 4 gives instructions to rescuers to cleanse their eyes with water for at least 15 minutes and seek emergency medical assistance. This helps to lessen the harm. 

Section 5: 

Objectives: 

Section 5 provides emergency responders and facility personnel with essential information to safely control chemical fires and prevent escalation during fire events. 

Required Content: 

• Extinguishing media—appropriate and inappropriate. 

• Particular fire and explosive hazards. 

• Combustion products—hazardous. 

• Special safety equipment for firemen. 

• Firefighting techniques and safety precautions. 

Common errors in Compliance 

• Missing flash point data. 

• No detection of combustion by-products. 

• Generic instructions for firefighting. 

• Partial explosion danger data. 

• Example in Practice. 

Section 5 requires the use of foam extinguishers rather than water, which enables emergency personnel to safely deal with the incident. 

Section 6: 

Objectives 

This section describes the processes needed to respond adequately to spills, leaks, or other unintentional releases of hazardous substances. 

Content Required 

• Emergency procedures. 

• Guidelines for Personal Protective Equipment. 

• Containment methods. 

• Cleaning methods. 

• Environmental precautions. 

Common Compliance Errors 

• No instructions for spill containment. 

• Bad environmental standards. 

• You cannot tell whether it is a small spill or a large one. 

Real World Example 

Handling a drum of caustic liquid that leaks. Section 6 directs workers to contain the spill, use chemical-resistant PPE and isolate the area before cleaning up. 

Section 7: 

Objectives: 

Section 7 gives rules for safe handling and storage of hazardous chemicals, making it easier for facilities to avoid accidents. 

Content Required: 

• Safe use guidelines. 

• Storage instructions. 

• Incompatible substances. 

• Ventilation requirements. 

• Sanitation tips. 

Common Compliance Errors 

• Excluding storage temperature requirements. 

• Failure to identify incompatible substances. 

• General. Directions for handling. 

• No ventilation guidance. 

Real World Example 

Section 7 is checked at a nitric acid storage facility, and it is found that the product should be stored away from organic compounds and reducing agents to prevent hazardous reactions. 

Section 8: 

Objectives: 

This section provides guidance to businesses to help protect workers from chemical exposures and offers suggestions for engineering controls and PPE. 

Content Required: 

• Occupational Exposure Limits (OELs).   

• Engineering Control. 

• Guidance on respiratory protection. 

• Eye, face, hand, and body protection requirements. 

• Hygienic practices. 

Common Compliance Errors 

• OSHA exposure limits are missing. 

• Inadequate PPE guidance. 

• Failure to implement engineering controls. 

• Old exposure data. 

Real-life example 

Employees working with hydrochloric acid should see Section 8 for PPE recommendations for the selection of chemical-resistant gloves, eyewear, and breathing protection. 

Section 9: 

Objectives: 

Technical information contains information essential to identify the chemical and to understand its behavior during handling, storage, and emergency. 

Content Required: 

• Physical properties and odor pH. 

• Melting and boiling points. 

• Flashpoint. 

• Vapor pressure solubility. 

• Physical properties, such as density. 

Common Compliance Errors 

• Key physical properties are absent. 

• Incorrect data values. 

• Failure to update updated test results. 

• Conflicting information between documents. 

Real World Example 

A safety expert utilizes the vapor pressure data in Section 9 to determine whether more ventilation is needed in a work location. 

Section 10: 

Objectives: 

Explains the stability of the chemical and possible reactions. 

Content Required: 

• Reactivity Data. 

• Chemical stability. 

• Dangerous Reactions. 

• Prevent diseases. 

• Non-matching materials. 

Common Compliance Errors: 

• Failure to diagnose reactive disorders. 

• No incompatibility data. 

• Risks of incomplete breakdown. 

Real Life Example 

This section lists incompatible substances separated in a proper facility to prevent harmful reactions. 

Section 11: 

Objectives: 

Contains health dangers and toxicity information. 

Content Required 

• Routes of exposure. 

• Acute toxicity.  

• Long-term impact. 

• Signs and symptoms. 

• Carcinogenetic information. 

Common Compliance Errors 

• Toxicity data is missing. 

• Limited information on exposure. 

• Cannot detect chronic health risks. 

Real World Example 

Occupational health practitioners use toxicological data to assess the dangers of long-term exposures. 

Section 12: 

Objectives: 

This section describes environmental threats and effects. 

Content Required: 

• Degradability and persistence. 

• Potential for bioaccumulation. 

• Soil displacement. 

Common Compliance Errors 

• Sparse environmental data. 

• Unsubstantiated ecological claims. 

• Failure to update research on the environment. 

Real-World Example 

When chemicals are spilled near waterways, environmental experts evaluate the potential effects before responding. 

Section 13: 

Objectives: 

Safe disposal of chemicals and containers. 

Required Content: 

• Ways of disposal. 

• Guidance for contaminated packaging. 

• Regulatory Issues. 

Common Compliance Errors 

• Disposal Instructions – General. 

• Failure to dispose of containers. 

• Disregarding local rules. 

• Real-world use case. 

Facilities dispose of hazardous leftovers through certified trash contractors, following disposal regulations. 

Section 14:

Objectives:

This section provides transportation and shipping needs.

Required Content:

UN Number.

Name of shipment.

Class of risk.

Packing group.

Special precautions.

Common Compliance Errors:

Incorrect classification of transportation.

Lack of UN numbers.

Transport info is old.

Real World Example

Shipping workers confirm hazard classes prior to shipping corrosive substances.

Section 15:

Objectives:

This section lists applicable safety, health, and environmental regulations.

Content Required:

OSHA standards.

Federal regulations.

State rules.

Information on international regulations.

Common Compliance Errors

Old regulatory references.

Missing requirements that are particular to the jurisdiction.

Incomplete disclosure of compliance.

Real-life example

Compliance managers analyze regulatory lists to ensure that chemical management techniques are legal.

Section 16:

Objectives:

This section provides additional information on the SDS.

Content Required:

Date revised

Version history

Disclaimers:

For further reading

Common Compliance Errors:

Revision dates missing

History: No update

Not following document changes

Real World Example:

Auditors evaluate revision records to determine that employees are utilizing the most current version of the SDS available.

How does CloudSDS help ensure appropriate SDS formatting? 

CloudSDS, the best SDS management software, comes with some amazing features that make the creation of SDS easier. But how does it make sure each of your SDSs is properly prepared and compliance-ready? Continue to explore the following points, and they will explain.   

Provides Formatting Guidelines:  

This is a cloud-based platform that gives templates and formatting guidelines. This will help ensure that SDSs are properly formatted to regulatory standards. 

Organizes each section: 

The platform automatically sorts information into relevant sections. For example, it will not be difficult to use this software with the necessary hazard details.    

Reducing Formatting Errors: 

Users can enter data easily into pre-defined fields. Primarily, it reduces the risk of formatting errors and ensures that all necessary information is included. 

Real-Time Validation Check: 

This cloud-based platform performs real-time validation checks to confirm your SDSs are compliant with regulations. It then flags any formatting issues or missing information that needs to be corrected. 

Common Errors in SDS Format Compliance 

Even companies that otherwise keep their SDSs current can run into compliance problems if they have incomplete, inaccurate or out of date SDSs. Here are some of the most common SDS format errors that could result in legal violations and pose a danger to workers' safety. 

Lack of Essential Sections 

An SDS is required to have all 16 sections in the specified order. If critical information is missing, it could lead to non-compliance, and workers may not be able to get critical safety information. 

Inaccurate Hazard Categorizations 

Chemical hazards shall be classified according to the relevant GHS and legal standards. Misclassification can lead to improper handling, storage and emergency response procedures. 

Out-of-date Supplier Data 

Update names, addresses, emergency phone numbers, and other identifying information of manufacturers or suppliers. Outdated information may hinder communication during emergencies. 

Unusual Formatting 

Using a format other than the standard 16-section SDS format can lead to confusion for employees, inspectors and emergency responders. 

Inadequate Toxicological Information 

Section 11 shall include relevant toxicological data, including probable routes of exposure, symptoms, and health effects. Users may not be aware of potential health hazards due to missing data. 

Inadequate Tracking of Revisions 

SDSs should have accurate records of changes made and should have revision dates. Without tracking, employees could be working with outdated hazard information. 

Difference Between MSDS and SDS 

The terms MSDS (Material Safety Data Sheet) and SDS (Safety Data Sheet) are often used interchangeably, but SDS is the modern standard required under the Globally Harmonized System (GHS). 

Why the Change? 

Traditional MSDSs lacked a consistent format, making safety information difficult to locate. To improve hazard communication, GHS introduced the standardized 16-section SDS format used worldwide. 

Why It Matters 

The transition from MSDS to SDS improves workplace safety, simplifies international chemical trade, and ensures consistent hazard communication across industries. Today, SDSs are the globally recognized standard for chemical safety and regulatory compliance. 

The Advantages of SDS Management Software in Ensuring Compliance 

Companies with large and changing chemical inventories and legal requirements may struggle to manually manage Safety Data Sheets (SDS). SDS management software cuts administrative costs and eases compliance by putting all chemical safety information in one location.   

SDS Process Automation 

Today, electronic SDS management systems allow you to automatically collect, organize, and update SDS paperwork from suppliers and manufacturers. By doing this, workers always have access to the latest safety information, and it reduces the need for manual data entry. 

 Better version tracking 

Regulations and chemical formulations are constantly evolving. Cloud SDS software provides companies with the ability to track updates, archive previous versions, and notify users when new SDSs are available, ensuring the accuracy of document versions. 

Better Accessibility & Searchability 

Employees no longer have to rummage through dozens of folders and filing cabinets. They can easily retrieve SDSs by product name, chemical identity number, CAS number, or manufacturer. 

Regulations on Monitoring 

SDS management software helps organizations keep track of documentation requirements, identify missing or outdated SDSs, and comply with OSHA Hazard Communication Standard (HazCom) and GHS regulations. 

Simple Audit Preparedness 

With centralized electronic SDS management, you have organized records and revision histories, which makes it easy to audit and reduces the risk of non-compliance. 

Encouraging a better compliance program 

Software can go a long way toward improving document management, accessibility, and regulatory readiness, but it can't replace a solid safety program.  

SDS Update Requirements: When Should a Safety Data Sheet Be Updated? 

SDSs, or safety data sheets, are dynamic documents.  When important new information that could impact employee safety, chemical hazard communication, or regulatory compliance becomes available, it should be examined and updated. 

Hazard Reclassification 

If a chemical's hazard classification changes in accordance with GHS or other relevant rules, an SDS needs to be updated. Revision of hazard statements, preventative measures, or label features may be necessary if new scientific understanding necessitates a revised classification of a chemical. 

Updated Information in Toxicology 

SDSs must be updated by manufacturers and suppliers whenever new environmental, health, or toxicological data becomes available. This gives businesses and employees the most recent information to assist them in better grasping the potential risks of chemical exposure. 

Modifications to the product's makeup 

The SDS should be updated with new ingredient information, concentrations, risks, and handling guidelines whenever a chemical product's formulation is substantially altered. 

Modifications to the Manufacturer or Supplier 

 If supplier information, emergency contact numbers, business addresses, or other identifying details in Section 1 of the SDS change, updates can also be required. 

Modifications to the Rules 

SDSs may need to be updated to stay compliant with changes to the OSHA Hazard Communication Standard (HazCom), GHS requirements, transportation regulations, or other chemical safety laws. 

Regular SDS Reviews are the best practice. 

Even in the absence of significant changes, it is a good idea for businesses to examine SDSs on a regular basis to make sure the data is correct, comprehensive, and compliant. Keeping SDSs up to date makes the workplace safer, makes audit readiness easier, and communicates hazards to the entire company.

Conclusion:

Compiling correctly formatted SDSs is necessary for each organization. After all, staying compliant is necessary, and this is not possible without the help of SDS management software. Therefore, reliable software like CloudSDS is necessary which has some amazing features to help facilities experience a better SDS formatting process. 

Frequently Asked Questions (FAQs) 

What are the 16 sections of an SDS? 

The SDS is broken down into 16 standardized sections containing information on identification, hazards, ingredients, first aid, fire-fighting measures, handling, storage, exposure controls, toxicology, transport, regulatory information, and more. 

Are SDS formats required by OSHA? 

Yes. OSHA’s Hazard Communication Standard (HazCom) requires SDSs to be presented in the standardized 16-section format consistent with GHS requirements. 

What is the difference between SDS and MSDS? 

MSDS was the predecessor, a non-standardized format. The SDS is the current GHS-compliant format and is based on a consistent 16-section structure. 

How often should SDS documents be updated? 

Safety Data Sheets should be updated when new hazard information, toxicological information, supplier information or regulatory changes are available. 

What happens if an SDS is non-compliant? 

Non-compliant SDSs can lead to regulatory penalties, failed audits, workplace safety risks, and ineffective hazard communication. 

Are digital SDS systems OSHA compliant? 

Yes. Electronic SDS systems are OSHA compliant, provided you have up-to-date SDS information available to employees at all times. 

Who is responsible for maintaining SDS records? 

Chemical manufacturers develop and update SDSs. Employers must ensure that employees have access to the most current SDSs.