A Safety Data Sheet (SDS) is essential for communicating chemical hazards to workers. Outdated or inaccurate SDSs can result in inappropriate handling, increased risk of injury, and non-compliance with national Work Health & Safety (WHS) regulations.
Keeping your SDS library current is both a legal requirement and supports safer, more informed decision-making across your operations.
Regulatory Requirements at a Glance
| Jurisdiction | Update Deadline | Relevant Rule / Standard |
|---|---|---|
| Model WHS Regulations | Review SDS at least every 5 years, or immediately if new hazard information becomes available | WHS Regulation 330: Duty to ensure SDS are current and accurate |
| Safe Work Australia (SWA) | Enforces national codes of practice for preparing and maintaining SDS | Code of Practice: Preparation of safety data sheets for hazardous chemicals |
| State/Territory WHS Laws | Require that SDS be available to workers and reflect the latest version provided by suppliers | Harmonised with the Model WHS Laws adopted in most jurisdictions |
Key Triggers That Demand an Update
Even though Australia mandates a 5-year review cycle, SDS must be updated earlier if any of the following apply:
- New Information Arises
Updated toxicological data, physical hazards, or environmental risks. - Changes in Formulation
Any change in composition, concentration, or supplier that alters the product's hazard profile. - Supplier Notification
If your supplier revises the SDS, employers are required to replace the old version immediately. - Improved Control Measures
Introduction of new risk controls or changes to existing ones that impact safe handling recommendations. - Regulatory Amendments
Updates to classifications under the GHS or national guidance may trigger SDS updates.
Recommended Review Cycles & Best Practices
While WHS legislation mandates reviews every five years, proactive companies apply more frequent internal checks:
| Review type | Frequency / trigger | What to do | Recordkeeping tip | Why it matters |
|---|---|---|---|---|
| Quarterly Monitoring | Every quarter | Track hazard-classification changes via Safe Work Australia and supplier bulletins; flag impacted SDS. | Maintain a simple change log linked to product/CAS. | Catches changes early; reduces compliance risk. |
| Annual Spot Checks | Once per year | Identify SDS due to expire within 12 months; request supplier confirmation/updates. | Update the SDS register with expiry dates and requests. | Keeps documents current and audit-ready. |
| After Safety Incidents | Immediately after any exposure/handling event | Review relevant SDS for accurate emergency guidance; update training/SOPs as needed. | Record findings and corrective actions in the EHS log. | Strengthens response and prevents repeat events. |
These checks ensure you're not relying solely on the 5-year window and stay compliant in dynamic environments.
Building an Effective SDS Update Workflow
A consistent approach to SDS management strengthens both compliance and safety culture:
1. Store documents in a shared, searchable location accessible to all staff.
2. Use calendar tools or safety software to flag upcoming SDS renewals.
3. Nominate a WHS representative to own SDS maintenance tasks.
4. Maintain access logs and keep archived versions to show update history.
Staying Ahead of Future Compliance Changes
Australia’s alignment with the GHS continues to evolve, with periodic updates reflecting global changes in hazard classification. Monitoring publications from Safe Work Australia and state/territory regulators will help you anticipate revisions before the five-year review. Internally, maintaining documentation that shows when updates were reviewed, who approved them, and how they were distributed will reduce audit risk and improve workplace safety transparency.
FAQs
- How often must SDS be updated in Australia?
Every five years at minimum, or earlier if significant new hazard information becomes available. - What happens if an SDS is outdated?
Employers may be found non-compliant under WHS laws, especially if the outdated SDS contributes to a workplace incident. - Can I use a digital SDS system?
Yes. Digital formats are acceptable if they are accessible without delay and backed up. - Who is responsible for updating SDS?
Suppliers must issue revised SDSs. Employers must ensure current versions are available to workers. - Is the 5-year rule strict?
Yes, but it's a maximum. SDS must be updated sooner if hazards change, even within the 5-year period.