This guide addresses administrative SDS control. Use current OSHA requirements, site safety review and qualified professional advice for specific compliance decisions.
Start with the chemical inventory
The SDS library should reconcile to the workplace chemical list. Each inventory item should have a product identifier, supplier or manufacturer, site location, department owner and SDS status. Missing or duplicate SDS files should be visible as exceptions, not buried in folders.
Keep the SDS product-specific
Generic hazard summaries are not a substitute for the product-specific safety data sheet. Match the SDS to the product identifier on the container label, and keep manufacturer, revision date and emergency contact information available for review.
Make access practical during the work shift
OSHA requires employers to maintain required SDS copies and ensure they are readily accessible to employees in their work areas during each work shift. Electronic access can work, but the process should not create barriers to immediate access.
Control missing and revised SDS records
A good SDS process tracks requested date, supplier contact, follow-up owner, received date, revision date and replacement status. When a revised SDS arrives, update the library and consider whether training, labels, PPE or storage instructions need review.
Preserve audit evidence
Keep a reviewable trail showing which SDS was current, where the chemical was used, who owned follow-up and when exceptions were resolved. This is the difference between a file cabinet and an operating control.
Use OSHA HazCom 2024 to connect SDS records to inventory, labels and training.
OSHA HazCom 2024 is designed to keep the chemical record, SDS, workplace label review and training follow-up together.
Official resources
- OSHA Hazard Communication overview
- 29 CFR 1910.1200 Hazard Communication
- OSHA Appendix D: Safety Data Sheets
Educational information only; not legal advice or a certification of compliance.