Safety Data Sheets (SDS) are the primary tool for communicating chemical hazard information in the workplace. These documents are a standardized summary of a hazardous chemical’s properties, risks, and safety precautions, replacing the older term, Material Safety Data Sheets (MSDS). The proper management and storage of these sheets are necessary for worker safety and maintaining regulatory compliance. Establishing a robust system ensures that employees have immediate access to necessary information for routine tasks and emergency response. The location, format, and maintenance of the SDS collection are all parts of a comprehensive workplace hazard communication program.
What Are Safety Data Sheets?
A Safety Data Sheet provides comprehensive hazard information and protective measures for chemicals used in a facility. Chemical manufacturers or importers are responsible for evaluating the hazards of their products and providing an SDS to downstream employers. The document is a standardized summary to ensure consistency in communicating chemical risks.
The standardized format is divided into 16 specific sections, which allows employees to quickly locate necessary information. Sections 1 through 8 contain general information, such as identification, hazard classification, first aid, and handling and storage instructions. The subsequent sections detail technical and scientific information, including physical and chemical properties, toxicity, and ecological data. This uniform structure helps workers understand the chemical’s risks and necessary personal protective equipment.
Defining Immediate Accessibility Requirements
The legal requirement for SDS storage centers on the concept of “readily accessible” to all employees. This means that employees must be able to obtain the required information immediately during their work shift and when they are in their work area. This mandate is intended to prevent barriers, such as needing to ask a supervisor for permission or having to search extensively for the document.
The documents must be available without delay so that an employee can consult the necessary information for a routine task or during an emergency. The standard allows for both physical and electronic storage methods, but any system chosen must not introduce any impediment to instantaneous access.
Criteria for Selecting Physical Storage Locations
Physical storage locations for SDS documents should be selected based on proximity, protection, and visibility to ensure they meet the “readily accessible” standard. The primary consideration is placing the documents as close as possible to the point where the hazardous chemicals are used or stored. This placement minimizes the time required for an employee to access the information in a time-sensitive situation.
Appropriate locations often include designated safety stations, control rooms, or break rooms central to the work area. The storage container, such as a binder or wall-mounted holder, should be clearly marked with signage that is visible from a distance. Storage units should also protect the paper documents from environmental damage like dirt, spills, or moisture. In workplaces where employees move between multiple locations, a system must be in place to ensure a staff member can access the SDS within a few minutes from a central point.
Hardcopy Versus Electronic Storage Systems
Employers may choose to maintain their SDS collection as physical hardcopies or utilize electronic systems. Hardcopy binders offer the advantage of being reliable during a power outage or system failure because they do not rely on electricity or internet connectivity. However, paper systems require intensive manual labor for organization, maintenance, and updating, which can lead to outdated or missing sheets.
Electronic storage, such as using a shared network drive or dedicated SDS management software, offers powerful search functionality and ease of updating. A single electronic copy can be instantly accessible from multiple access points across a large facility. Employers using electronic systems must have a reliable backup plan, such as a secondary electronic system or a set of hardcopy documents, to ensure accessibility in the event of a primary system failure or power loss.
Maintaining and Updating Your SDS Library
An SDS library requires ongoing attention to ensure the information remains current and accurate. Employers must maintain the most up-to-date version of the SDS for every hazardous chemical present in the workplace. When a new chemical is introduced or when a manufacturer updates an existing sheet, the new document must be promptly incorporated into the active library.
Regular audits of the chemical inventory and the corresponding SDS collection help identify any missing, outdated, or duplicate documents. A designated person or team should be responsible for requesting updated sheets from suppliers and ensuring the old versions are properly archived. Employers must proactively check for revisions, as there is no guarantee they will be notified of a change.
Training Employees on SDS Access and Use
Simply providing access to the SDS collection is not sufficient; employees must be trained on how to use the system effectively. The training must cover the location of the SDS, whether in a physical binder or on an electronic device. Employees need to understand the precise procedure for retrieving a sheet, especially with electronic systems that may require a specific search method.
Effective training also involves familiarizing employees with the standardized 16-section format of the SDS. This knowledge allows them to quickly find specific details, such as the required personal protective equipment, first-aid measures, or spill cleanup procedures. The goal of this training is to build confidence so employees can utilize the SDS as a functional tool for making safe decisions during their daily work.