You wouldn’t drive with an expired license, so why risk compliance with outdated Safety Data Sheets?
Regulations change, chemical formulations evolve, and hazard classifications shift -yet many companies leave their SDSs collecting dust. That’s a costly mistake.
Keeping your SDS information current isn’t just about ticking a compliance box; it’s about protecting your team, ensuring regulatory compliance, and avoiding operational disruptions. The good news? Staying up to date is easier than you think.
Let’s go through, how often does SDS information need to be updated?
SDS Compliance Requirements
The Occupational Safety and Health Administration mandates that Safety Data Sheets be updated within three months of a manufacturer, importer, or distributor discovering significant new information about a chemical’s hazards.
OSHA does not impose a fixed schedule for Safety Data Sheets updates beyond the three-month rule for new hazard data. But, companies must always provide the most current SDS version to employees and customers.
This means that workplaces must stay proactive in obtaining updated SDSs from suppliers and ensuring that older versions are replaced. Some industries, such as pharmaceuticals and industrial manufacturing, may have stricter SDS review policies.
What Triggers an SDS Update?
One of the most common triggers for an SDS update is the discovery of new hazards. As scientific research and industrial testing evolve, new toxicological data may reveal:
- Previously unknown health effects
- Carcinogenic properties
- Environmental risks
- Newly identified reactive or explosive properties
- Updated safety thresholds for airborne concentrations
If a substance is found to pose greater risks than previously documented, the SDS must be updated to reflect the revised hazard classification, exposure limits, and necessary precautions. This ensures that users are aware of potential dangers and can take the proper safety measures.
Changes in a chemical’s formulation or composition also necessitate an SDS update. If a manufacturer alters the ingredients in a product, whether to:
- Improve performance
- Reduce costs
- Comply with new regulations
The SDS must be revised to include updated ingredient lists, hazard statements, and recommended protective measures.
Even minor adjustments in concentration levels can impact chemical behavior, requiring modifications to handling, storage, and disposal instructions. Employers using such chemicals must obtain the revised SDS to ensure continued compliance and worker safety.
International Changes
Regulatory changes at the national or international level frequently lead to SDS updates. Compliance with updates to OSHA’s Hazard Communication Standard, the Globally Harmonized System, the Environmental Protection Agency, or the Department of Transportation may require modifications to:
- SDS classifications
- Labeling requirements
- Hazard communication elements
For businesses operating internationally, adherence to evolving regulations under Canada’s WHMIS, the European Union’s REACH, or other regional safety programs may also necessitate updates.
Another key trigger is the introduction of new exposure limits. If permissible exposure limits, threshold limit values, or recommended exposure limits are revised for a given substance, the SDS must reflect these new standards.
Updated exposure limits may impact workplace safety protocols. Employers will have to reassess engineering controls, ventilation requirements, and personal protective equipment recommendations.
Discontinued Products
SDSs may need updating when a manufacturer discontinues a product. If a business transitions to using a new formulation or substitute chemical, they must obtain and review the updated SDS to confirm that employees are aware of any changes in handling procedures, storage requirements, or emergency response measures. Employers should also train workers on any significant differences in workplace safety standards between the old and new SDSs to prevent misuse or accidental exposure.
Consequences of Using Outdated SDSs
Outdated SDSs may contain incorrect hazard classifications, incomplete handling instructions, or missing emergency response information, increasing the risk of workplace accidents and chemical exposures. When employees rely on old safety information, they may:
- Unknowingly use inadequate personal protective equipment
- Follow improper storage guidelines
- Be unaware of newly identified health risks associated with a chemical
- Fail to recognize incompatible substances
This can result in problems that could have been prevented with accurate, up-to-date documentation.
First responders and medical personnel rely on SDSs for critical information. If an SDS is outdated, emergency teams may not have the correct procedures for neutralizing spills, extinguishing fires, or treating chemical-related injuries. Having the latest SDS available ensures that all emergency measures are based on the most current scientific data and best practices.
Workplace accidents and chemical mishandling due to incorrect safety data can result in increased workers’ compensation claims, lost productivity, equipment damage, and liability lawsuits. If a company is found negligent in maintaining accurate SDS records, they may also face reputational damage that affects their standing with clients, industry partners, and regulatory agencies.
Best Practices for Staying Compliant
One of the most effective ways to stay compliant is to conduct regular SDS audits. Employers should review their SDS inventory at least once a year to verify that all documents are current, properly stored, and accessible to employees.
While maintaining physical SDS binders in work areas is an OSHA requirement, electronic SDS systems offer:
- Real-time updates
- Better searchability
- Remote access
- Reduced clutter
- Multi-device compatibility
For employees and safety personnel. Many companies use SDS management software that automatically notifies them when a manufacturer updates an SDS. Digital management tools also help standardize hazard communication across multiple locations, ensuring that all employees are using the most recent safety guidelines.
Employee Training and Awareness
- How to locate and read SDSs
- Understand hazard classifications
- Follow updated safety precautions
If an SDS is revised with significant changes, employers must inform employees and provide retraining if necessary. A well-trained workforce ensures that employees recognize when an SDS update is relevant to their tasks and follow proper safety protocols accordingly.
How Often Does Sds Information Need to Be Updated? Now You Know
How often does SDS information need to be updated? It depends, but now that you know the circumstances you should be able to keep your company compliant!
Stay compliant and stress-free with KHA’s SDS management. Regulations change, chemicals evolve, and outdated SDSs put your business at risk.
KHA has been a trusted leader in SDS management since 1985, offering cutting-edge solutions like Online-SDS to keep your safety data up to date effortlessly. Don’t let compliance slip through the cracks – schedule a demo today and see how easy SDS management can be.
