OSHA SDS Requirements: What Companies Need to Know About Safety Data Sheet Collection and Management

Every company that uses chemicals — from manufacturing plants to hospitals, casinos, and construction firms — is responsible for more than just stocking supplies. Under OSHA’s Hazard Communication Standard (HCS, 29 CFR 1910.1200), businesses must maintain accurate Safety Data Sheets (SDSs) for every hazardous chemical in their workplace. Failing to do so can mean fines, liability, and increased risk to workers.

This blog explains what OSHA requires, how to collect and manage SDSs properly, why it matters, and what happens if you fall out of compliance. We’ll also share a solution that can simplify the entire process.

What Does OSHA Require for SDSs?

OSHA mandates that employers:

• Maintain a current SDS for every hazardous chemical present in the facility.

• Ensure SDSs are readily accessible to all employees during every shift.

• Replace old or outdated SDSs with updated versions within three months of receiving new hazard information.

• Train employees to understand and use the SDS, including hazard classifications, protective measures, and emergency procedures.

• Keep records of hazardous chemical inventories and training programs.

Each SDS must follow OSHA’s 16-section format, covering topics such as chemical identification, hazards, handling precautions, first aid, firefighting measures, accidental release, and exposure controls.

How to Collect the Information You Need

Building a compliant SDS program starts with thorough chemical inventory and collection:

1. Identify Every Chemical in the Facility From industrial solvents to cleaning supplies, list every chemical product with its manufacturer and product name.

2. Request or Download SDSs from Suppliers Manufacturers and distributors are legally required to provide SDSs upon request. Many publish them online.

3. Check for Completeness and Accuracy Review SDSs against OSHA’s Appendix D to ensure all sections are present and up to date.

4. Store and Make Accessible Keep SDSs in a central binder or digital system that employees can access immediately, even during emergencies or power outages.

5. Train Employees and Audit Regularly Workers must know how to read SDSs and apply the information to their jobs. Routine audits help ensure no products are missing documentation.

Why OSHA Requires Companies to “Know Their Chemicals”

At its core, OSHA’s requirement is about worker right-to-know and workplace safety:

• Hazard Awareness: Employees must understand chemical hazards to use products safely.

• Emergency Response: In case of a spill, fire, or exposure, responders need SDSs to act quickly.

• Incident Prevention: Proper chemical labeling and hazard knowledge help prevent accidents and incompatible storage.

• Regulatory Compliance: SDS records also support EPA, fire code, and community right-to-know laws.

What Happens if You’re Not in Compliance?

The risks of ignoring OSHA SDS rules are significant:

• Fines and Citations: OSHA can issue costly penalties during inspections.

• Increased Liability: Lack of hazard documentation can escalate lawsuits or workers’ comp claims.

• Operational Disruptions: Stop-work orders or mandatory corrections can halt production.

• Reputational Damage: Safety violations erode trust with employees, customers, and regulators.

In short, noncompliance is more expensive than compliance — both financially and reputationally.

A Smarter Way to Manage SDSs

Manually collecting, updating, and distributing SDSs is time-consuming and error prone. One solution is SDS-Guru. This tool allows you to:

• Gather all information throughout the facility (know where all chemicals are located and eliminate unwanted or unused chemicals)

• Store all SDSs in one searchable, cloud-based repository.

• Automatically update documents when new versions are released.

• Give employees instant access — from desktop or mobile devices.

• Generate reports and track compliance across multiple sites.

  
  

With software like SDS-Guru, companies reduce administrative headaches, stay compliant, and provide employees with safer, faster access to critical information.

OSHA’s Hazard Communication Standard makes one thing clear: every company must know what chemicals they use, document them, and share that knowledge with employees. Safety Data Sheets are not just paperwork — they’re a lifeline for safe operations and legal compliance.

If your company is still juggling binders, paper files, or outdated spreadsheets, now is the time to modernize your SDS program. Tools like SDS-Guru help you stay OSHA-compliant, reduce risk, and keep employees safe.

👉 To learn more about SDS-Guru and other safety compliance solutions, visit ESSG’s SDS-Guru page.