Navigating OSHA Safety Data Sheets: Essential for Better Compliance
Errors on OSHA safety data sheets can lead to significant costs, including shutdowns, fines, and other severe consequences. With hazard communication regularly ranking second on OSHA’s top 10 violations list, Safety and Health Magazine also points out that something so simple can still lead to preventable tragedies if not handled correctly. So, how do you ensure that your team understands these documents so that they can use them to the best of their ability?
Below, we provide OSHA compliance guides to help you understand what should be included in a safety data sheet, making it easier for you to meet the requirements of hazard communication standards. Before concluding the article, you should also have a clear safety data sheet checklist to use to follow regulations.
Finally, we will provide you with a streamlined method to ensure that your SDS catalogue remains up-to-date, utilizing KHA’s available software systems.
Understand OSHA Safety Data Sheets
OSHA’s regulations require those who manufacture, transport, import, or distribute chemicals throughout the US to use a set of standardized safety data sheets (SDS). These 16-section documents detail things like:
- Chemical safety compliance
- First-aid steps
- Handling instructions
- Cleanup steps
They are the first step for referencing how to interact with workplace chemicals and act as a single point of truth for decision-making when it comes to purchasing safety equipment or responding to emergencies.
Effective SDS management can help you reduce the risk of danger to those in your organization. At the same time, it means you are more likely to understand how to comply with OSHA regulations, helping you avoid citations and fines.
In the modern world, many companies now use systems such as KHA’s Online‐SDS™ platform to centralize their SDS catalogue digitally, enabling:
- Streamlined access
- Instant SDS updates
- Searchability
- Simple auditing
Maintaining such a catalogue is not an optional process, and failure to do so may result in a possible OSHA citation under federal regulation 29 CFR 1910.1200.
What Does the SDS Data Sheet Contain?
Each SDS contains sixteen sections, each of which has the potential to have information that could ensure someone is kept safe.
The complete list of these sections includes:
Section 1: This section outlines the primary methods for identifying the product, including its supplier information and recommended uses. The purpose of this section is to ensure that you always have the correct SDS for your needs.
Section 2: The hazard identification section communicates the type of chemical it is with the use of key signal words, pictograms, and clear cautionary data. The information is essential for labeling and employee safety training.
Sections 3-9: These cover handling of the material itself, including:
- Accidental release measures
- Composition
- Exposure responses
- First-aid
- Fire-fighting
- Handling and storage
- Properties of the chemical itself
You can use this section to make better decisions following an incident.
Sections 10-15: These sections discuss compliance information related to:
- Disposal steps
- Ecological information
- Toxicology
- Transport regulations
- Stability
The details here can help guide decision-making related to regulatory requirements.
Section 16: The information here relates to alerting SDS users of when updates occur to the data. While important, be aware that KHA’s system can automatically flag new revisions, such as these, tracking who has and has not reviewed the data for compliance.
While this is a significant amount of information, fortunately, OSHA provides a simple guide detailing what every data sheet should include to help with training and understanding.
Failing to include any of these when required information is present could lead to liability, as could omitting a Safety Data Sheet with every batch of hazardous chemicals you store or ship. Therefore, ensure that you keep them with any chemicals you handle, and periodically audit them to verify their accuracy.
To make this easier, you can use KHA’s Online-SDS system to automatically retrieve and update your SDS catalogue when you receive new products from manufacturers, helping you avoid missing or outdated documentation data.
Why Are SDS Catalogues Vital for Your Business?
Not only are accurate SDS records helpful in handling the chemicals, but accurate data can often inform your purchasing decisions. If you realize that the data suggests you need expensive storage solutions, you may choose to procure a cheaper alternative chemical.
The details also ensure that you understand which PPE your company must keep in stock. You can then use this information to inform your equipment purchasing decisions.
Well-managed SDS records also allow you to perform emergency planning and risk assessments, helping you ensure you handle any potential issues quickly and with minimal potential danger. You can also give the information to first responders, helping them have the data on hand during a spill or fire.
If that doesn’t make them seem vital enough, then a business should always bear in mind that failing to keep them up to date will incur the attention of OSHA. At the highest tier, doing so could cost you over $165,000 per violation, as well as ongoing fines for each day the issue persists beyond that.
Complying with the 2024-7 HazCom Deadlines
OSHA’s HazCom “final rule” to amend hazard communications standards was released last year, making it clear that organizations need to update their communication compliance with GHS Revision 7 by a series of staggered dates or face heavy fines.
While it may be troubling that you need to make continued changes, rest assured that there are tools available to help you stay informed about updates. For example, online-SDS developer KHA monitors various sources for federal and state compliance updates. You will automatically receive alerts of not only the latest news but also the specific dates by which you need to change your SDS process, to help you avoid liability.
Embrace KHA’s Online SDS System for the Future of Your Organization
Adopting KHA’s single-source-of-truth approach to OSHA safety data sheets, SDS management, and training can help you eliminate potential compliance blind spots, ensuring that your entire team is aware of how to maximize the benefits of the documents. With extended support, cloud access, and even mobile tools, every team member is empowered to stay safer at all times.
Prioritize SDS accuracy and training by working with us today. We want to help you protect your workers and improve hazard communications in your organization today. Check out what we offer for a complete list of features our software provides.