The model WHS Regulations and GHS 7 define SDS duties for hazardous chemicals in Australia. This guide explains when an SDS is required under the WHS framework and GHS 7.
It shows who must provide it and how to deliver it for every shift and site. The focus is on clear steps that work across states and territories.
When is an SDS required
The table shows when a safety data sheet must be provided and what actions apply under the WHS Regulations and model Codes of Practice.
| Scenario | Brief | Thresholds/conditions | What to do |
|---|---|---|---|
| Hazardous substance at a workplace | SDS form part of the site’s core information. | A hazardous substance is used, handled, or stored at a workplace. | Obtain the current SDS at first supply and at the next supply after an amendment; keep it readily accessible. |
| Importer or manufacturer duties | Information is prepared early and refreshed on schedule. | Before first import or manufacture and on an ongoing basis. | Review and reissue at least every five years, and amend whenever necessary. |
| Supplier duties | Supply and requests both matter. | First supply; next supply after an amendment; requests from workplaces, emergency services, or medical practitioners. | Provide the SDS for each trigger; where no supply has occurred in five years, treat the next transaction as first supply. |
| Consumer-product situations | Everyday retail use is treated differently. | Use only in typical household amounts and ways, or unopened retail stock on site. | An SDS is not required in these cases; when use goes beyond that, obtain the SDS. |
| Scenario | Brief | Thresholds/conditions | What to do |
|---|---|---|---|
| Hazardous chemical at a workplace | SDS help day-to-day control of risk. | A hazardous chemical is used, handled, or stored at the workplace. | Obtain the current SDS at or before first supply (and after amendments), and keep it readily accessible. |
| Manufacturer or importer | Information is prepared at the start and kept up to date. | Before the first manufacture or import for workplace use. | Prepare an SDS, review at least every five years, and amend whenever needed. |
| Supplier to a workplace | First supply and later amendments keep information flowing. | First supply, and next supply after any SDS amendment. | Provide the current SDS with first supply and after each amendment. |
| Research chemical, waste, or sample | A shorter form is acceptable in special cases. | A full SDS is not practicable for these items. | Use the modified content allowed in Schedule 7 and note any limits clearly. |
| Consumer-product situations | Some low-level, household-like use is outside scope. | Use only in household-like amounts and ways, incidental to the work. | An SDS is not required for that use; if use goes beyond this, keep an SDS. |
Requirements for provision, format, and delivery
WHS Regulations and SafeWork Australia provides guidelines for provision, format, and workflow regarding SDSs. This compact checklist lists the requirements below:
| Requirement / Step | What applies | Quick check |
|---|---|---|
| Timing (first supply) | Obtain the current SDS at or before first supply to the workplace and again after any amendment; keep it accessible. | Do you have the SDS on file before use begins, and after each update? |
| How to deliver | SDS may be paper or electronic; if hosted online, provide a paper copy on request; ensure access is immediate at the point of work. | Is access instant in the work area; can you provide a copy on request? |
| Language & local contacts | SDS must be in English, show Australian contact details and an Australian emergency number. | Does Section 1 show a local address and phone, and Section 1.4 an emergency number? |
| Structure (Schedule 7) | Use the 16-section order and headings; include units in Australian legal units. | Do headings match Schedule 7 and units use local measurement? |
| Updates & review | Review at least every 5 years and amend whenever necessary to keep information correct and current. | Is the review date < 5 years old; have new hazards prompted amendment? |
| Supplier responses | Manufacturer/importer must provide the current SDS on request to a person likely to be affected. | Can customer service supply the latest SDS promptly on request? |
| Site register | Keep a hazardous chemicals register that includes the current SDS for each chemical; keep it readily accessible. | Is the register up to date and easy to use during an incident? |
Obligations after initial supply
SDS are reviewed at least every five years and amended whenever necessary to keep information correct and current. When an SDS is amended, the updated version is obtained at or before the next supply to the workplace and made readily accessible. Content and classification align with GHS 7 and Schedule 7 requirements, including local contact and emergency details.
Ensure access in the company
SDS are a core input to risk management and training. Keep them easy to reach for supervisors and crews. Use them to choose controls, PPE, storage, and emergency steps. Pair your SDS library with a hazardous chemicals register and routine checks to confirm each entry is current.
Key takeaway to stay compliant
Steady practice involves timely reviews, prompt amendments when information changes, local contact and emergency details that work in practice, and simple access arrangements linked to the hazardous chemicals register.
Frequently asked questions (FAQ)
1. Do I need to send a new SDS with every order?
Manufacturers and importers must prepare and keep SDS current and provide them on request. At the workplace, the PCBU must obtain the current SDS at or before first supply and when it is amended.
2. Is a website link enough?
Electronic SDS are fine. If you host SDS online, be able to provide a paper copy on request and make sure workers can get the SDS immediately in their work area.
3. How often must an SDS be reviewed?
At least every 5 years, and whenever necessary to ensure the information is correct and current.
4. Do I need an SDS for a common household cleaner used occasionally?
If use is only in ways and amounts similar to household use and incidental to the task, the PCBU is not required to obtain the SDS. If use exceeds that, obtain and keep the SDS.
5. Do we need a site register with SDS?
Yes. Keep a hazardous chemicals register that lists each hazardous chemical and includes the current SDS, and make it readily accessible to workers and emergency services.