Explore the Best SDS Software Solutions for Your Business
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More than nine out of ten people in offices in the U.S. have felt frustrated when trying to find a document somewhere on their company’s systems. So much so that 13% describe being “regularly frustrated”, according to Business.com. However, when the issue is finding a Safety Data Sheet, the problem isn’t only one of documentation, but one of safety.

With this waste of time and the difficulty of handling so many documents across a larger area, modern SDS software can become very attractive.

Below, we offer advice for businesses planning on choosing such a system and the best way to ensure that whichever you select meets U.S. and EU rules. Finally, we offer a comparison of a few such platforms.

So, read on to discover why we believe KHA’s Online-SDS system offers everything you need to make your workplace much safer.

Paper SDS Binders Are Long-Outdated

If you still use paper SDS binders, you will know how much work it is to keep them up-to-date and audit them. You need to:

  • Reprint sheets when new data comes in
  • Handle storage limits for thousands of chemicals
  • Stay vigilant for misfiles
  • Check whether any binder is missing sheets
  • Maintain specific locations for storing binders
  • Replace sheets if they become damaged

At the same time, having physical binders means that those responding to emergencies will lose critical minutes paging through such a resource. If this occurs in the dark, it is much harder, and the time taken leaves them blind to potential hazards or other tasks.

Escalating Regulatory Complexity

The regularity with which the sheets update makes this even more challenging, requiring you to make widespread changes to your system. For example, OHS Online reports that OSHA’s GHS Revision 7 update from 2024 has led to 94% of SDSs needing updates. This effort is significant in any business, let alone one where the documents exist over a larger area.

Similarly, other companies may have different requirements, such as Canada’s WHMIS or UK REACH, compounding the problem for each international location you work with and meaning that you need to update them even more often. A manual system will struggle to keep up with these updates in real-time, putting staff in potential danger and leaving the business liable to litigation or fines.

With OSHA standards as strict as they are, and 32 million workers encountering dangerous substances regularly across the United States, companies are taking the problem seriously. Nobody wants to face:

  • OSHA regulators
  • Potential penalties
  • Risks to the company’s reputation
  • Further litigation

With the possibility of a $165,514 fine for every violation, ignoring the issue could cause enormous problems for a company.

Five Essential Features in SDS Software

Any company sourcing comprehensive chemical management software will find several on the market. At the very least, you should ensure that it includes the following systems:

1. Auto-Updating Safety Data Sheet Tools

The system should scan manufacturer databases or other central systems to pull their most recent SDS data into a database. These should also use version control to retain historical sheets for auditors, allowing people to see what the SDS was on any specific date.

The system should also inform supervisors of when specific chemical SDSs update to help with training, and users should have the option to download these to give them access even when away from a network connection.

2. Granular Multi-Field Search

Such a system will need to allow users to search for several potential inputs to help them find chemicals with limited data. At the same time, it should include AND and OR operators, helping staff find more specific records.

If you have multiple facilities, optionally limiting a search by where you expect such chemicals to be is also very useful.

3. Offline Mobile Access

Quickly downloading SDS data into a mobile library will help in the case of an emergency. They will not always be able to access a computer quickly, and so having SDSs on the go is beneficial in situations such as:

  • Firefighting
  • Interacting with emergency services
  • First-aid
  • Spill responses

These should automatically sync to allow the user to always reference the latest version.

4. GHS Label Generator

When a user needs a label for a container or location, the automatic creation of appropriate imagery is imperative for accurate signage. The feature should pull the data from any SDS, preventing human error and automatically translating in the case of multinational sites.

5. Real-Time Regulatory and SDS Updates

Modern SDS compliance software systems should remove the potential of human error by automatically monitoring groups such as:

  • OSHA
  • ECHA
  • GHS
  • WHMIS
  • REACH

When they offer APIs with information on SDSs, the database should automatically update its listed regulations in response. The dashboard should then flag up information that needs action, such as:

  • Legacy SDSs
  • Withdrawn products
  • Relabeled products
  • Hazard classification changes

These help safety personnel keep documents up-to-date.

Comparing Leading SDS Software Options

Several options exist for a business looking to update its SDS solution. The leaders in the field have their own benefits that you may need to weigh up. The USP of each option includes:

VelocityEHS offers an extensive SDS database and 24/7 automatic updating. It works well as an Enterprise-grade hazardous material management environment.

3E Protect focuses on regulatory compliance by following several APIs to sync its data at all times.

KHA’s Online-SDS Software offers unlimited users and offline tools that do not come with any surprises. Instead of a vast database that will overwhelm basic users, the simplicity of its tools is a purposeful choice to give users a much-improved UX and efficient safety documentation.

With transparent pricing, KHA is perfect for cost-conscious managers and distributed teams who might need to track their chemical inventory simultaneously.

Your SDS Update Starts Today

When auditors request access to your SDS software, having it at your fingertips in seconds can be a significant boost in their eyes. For this reason, KHA offers unlimited users easy access to SDS databases, removing hurdles for even the most stubborn users. With fast, detailed search and offline Load-N-Go SDS access, KHA’s software gives you a reliable tool for your home team.

Get in contact with KHA to book a demo and see how our Online-SDS system can transform your business’s chemical safety. Stay competitive today.