In Australia, any workplace that uses, handles or stores hazardous chemicals must keep Safety Data Sheets (SDSs). This article outlines what organisation requires safety data sheets in Australia, when SDSs are needed, and how to meet your obligations under Work Health and Safety (WHS) laws and the Globally Harmonised System (GHS).
Organisations that Require SDSs
Under the national Work Health and Safety (WHS) Regulations, any person conducting a business or undertaking (PCBU) that deals with hazardous chemicals must ensure current SDSs are available to workers.
This obligation spans across industries. From construction and healthcare to retail and logistics. While the rules apply broadly, the specifics of compliance can vary by industry.
| Sector | Typical Hazardous Substances | Key Risks | Compliance Tactics / Best Practices | Update Triggers / Regulatory Notes |
|---|---|---|---|---|
| Manufacturing & Industrial | Solvents, welding gases, cutting oils | Burns, toxic vapours, fire | SDS vaults at workstations; SDS linked to product lists | Updated SDS required within 5 years or when new information arises (WHS) |
| Healthcare & Life Sciences | Sterilisers, chemotherapy drugs, reagents | Corrosive exposure, toxicity | SDS tablets at nurse stations; task-specific training | Replace SDSs immediately if supplier issues new version |
| Construction & Trades | Paints, concrete additives, adhesives | Inhalation of VOCs and dust | SDS USB drives with site manager; visible labels on containers | SDS needed when exposure exceeds domestic use thresholds |
| Oil, Gas & Petrochemical | Compressed gases, fuels, solvents | Fire, explosion, respiratory risks | SDS links embedded in transport manifests | Transport and SDS documents must match (ADG Code) |
| Agriculture & Food Processing | Pesticides, fertilisers, cleaning agents | Nerve toxicity, skin irritation | Rotate expired stock; SDSs accessible in field units | Must retain SDS + chemical label during product use |
| Mining & Resources | Explosives, leach solutions | Chemical burns, poisoning | QR-coded SDSs on equipment; multilingual SDS support | Supply chain rejection risk if SDS is outdated or incomplete |
| Transport & Logistics | Diesel, battery acid, aerosols | Spills, inhalation | SDS QR codes in delivery vehicles; SDS links in consignment docs | SDS must align with transport documents (WHS + ADG Code) |
| Education & Research | Laboratory reagents, gases | Inhalation, chemical burns | SDSs online in lab management system; annual refreshers | SDS compliance required under WHS Regulations & Codes of Practice |
| Retail, Hospitality & Public Services | Cleaning sprays, aerosols, fuels | Eye and skin irritation | SDS binders in backrooms; staff trained in consumer-use tests | SDSs are only required when workplace exposure exceeds household levels |
Risks and Penalties of Ignoring SDS Compliance
Under the Model WHS Laws, failure to comply with SDS requirements can result in significant penalties. Fines for PCBUs can reach:
- Up to AUD $3 million for corporations
- Up to AUD $600,000 or 5 years' imprisonment for officers and individuals
Beyond penalties, incidents involving hazardous substances can result in serious injuries, site closures and long-term reputational damage.
Under WHS Regulation 330, SDSs must be provided by the manufacturer or importer and made available to any worker likely to be exposed.
Methods of SDS Management
| Decision | Binder | Digital | Hybrid |
|---|---|---|---|
| Initial cost | Low | Moderate | Moderate |
| Update effort | High | Low | Moderate |
| Offline access | Always | Requires backup | Partial |
| Regulator friendly? | Yes (if up to date) | Yes (if easily accessible) | Yes (if documents are complete and available) |
Safe Work Australia permits electronic SDS systems as long as employees have immediate access without barriers.
Solutions like SDS Manager help reduce administrative burden, ensure version control, and maintain compliance across multiple sites.
Protect Your Workers and Your Business
Complying with Australia’s Safety Data Sheet obligations protects workers and shields your organisation from legal, financial, and operational risk.
Common compliance issues include:
- Storing out-of-date SDSs
- Poor access to SDSs at mobile or remote worksites
- Incorrect chemical labelling
- Assuming household products don't require SDSs
To ensure compliance:
- Conduct a chemical register audit
- Replace SDSs at least every 5 years or as new information becomes available
- Provide easy access on all sites
- Offer refresher training for staff
Frequently Asked Questions
1. Who needs to keep safety data sheets?
Any Australian PCBU that uses hazardous chemicals must provide SDSs to workers. This includes factories, farms, warehouses, clinics, and more.
2. How often must SDSs be updated?
Suppliers must issue a new SDS when new hazard data is available or at least every 5 years. Employers must update their records promptly.
3. Can SDSs be stored online?
Yes. SDSs can be managed digitally, provided they are immediately accessible at all times and there is offline backup during power outages.
4. Are SDSs required for small spray bottles?
Yes. Safety data sheets are only required when workplace exposure goes beyond ordinary domestic usage. This is common in car workshops and cleaning services.
5. What are the penalties for not having SDSs?
Penalties vary by jurisdiction but can reach up to AUD $3 million for businesses and include prison time for responsible individuals.