What is SDS Authoring?

SDS authoring is the process of creating Safety Data Sheets (SDS) that communicate critical hazard, handling, and regulatory information about a product. It ensures that essential safety details are clearly shared throughout the chemical supply chain, from manufacturers and importers to employers and end users.

In the past, preparing SDS documents could be overwhelming. Today, companies can simplify the process with SDS authoring software that helps maintain accuracy, consistency, and compliance with Canadian regulations.

Why SDS Authoring Matters

• Compliance: In Canada, chemical products must have SDS documents that meet the requirements of WHMIS 2015, governed by the Hazardous Products Regulations (HPR) and Hazardous Products Act (HPA). These align with the GHS framework.
• Workplace Safety: Workers, supervisors, and emergency responders rely on SDS documents for safe handling, storage, and disposal practices.
• Risk Reduction: Proper SDS authoring helps companies avoid legal penalties, fines, and liability issues.
• Global Trade: A standardized SDS format makes safety information clear across different countries, languages, and markets, supporting international business.

Incomplete or inaccurate SDSs can result in compliance challenges, health risks, and costly supply chain delays.

SDS Authoring: The 16-Section GHS Format

SDS authoring follows the 16-section structure required by GHS and adopted under WHMIS 2015. Each section must be complete and based on validated scientific data.

1. Identification – Product identifier, supplier details, emergency contact
2. Hazard Identification – Classification, label elements, other hazards
3. Composition/Ingredients – Chemical identity and concentration ranges
4. First Aid Measures – Emergency procedures for different exposure routes
5. Fire-Fighting Measures – Extinguishing media, hazards, protective equipment
6. Accidental Release Measures – Spill response and containment
7. Handling and Storage – Safe handling practices and storage conditions
8. Exposure Controls/Personal Protection – Exposure limits and PPE requirements
9. Physical and Chemical Properties – Appearance, odour, pH, melting point, etc.
10. Stability and Reactivity – Stability data, incompatible materials, decomposition products
11. Toxicological Information – Health effects from available studies and data
12. Ecological Information – Environmental fate and effects
13. Disposal Considerations – Waste treatment and disposal requirements
14. Transport Information – Transport classification and precautions
15. Regulatory Information – Canadian safety, health, and environmental regulations
16. Other Information – Date of preparation, revisions, disclaimers

The Process of SDS Authoring

• Data Collection
  Collect information on physical and chemical properties, toxicology, and exposure limits from laboratory testing, published data, or supplier sources.
• Hazard Classification
  Classify hazards under the Hazardous Products Regulations (HPR), which enforce GHS requirements in Canada. Apply the correct signal words, hazard statements, and pictograms.
• Content Development
  Use clear, straightforward language so the SDS can be understood by non-specialists. Ensure phrasing matches the standardized wording required under WHMIS.
• Formatting & Structure
  Follow the mandatory 16-section format. Keep terminology consistent throughout.
• Localization
  SDS in Canada must be available in both English and French. All content must comply with WHMIS 2015 requirements.
• Review & Validation
  Perform internal reviews for accuracy and compliance. In some cases, engage regulatory consultants for verification.
• Distribution & Maintenance
  Provide SDS documents to customers, employees, and supply chain partners. Update them whenever new product data or regulatory changes occur (e.g., reclassification, new exposure limits).

Modern Approaches to SDS Authoring

Traditional SDS authoring is handled by in-house regulatory specialists or third-party consultants, which could be costly and time-consuming. This traditional approach is still used but can be prone to human error.

Now, many companies use SDS authoring solutions that automate hazard classification, track regulatory updates, and support bilingual distribution. These systems simplify the process and help ensure compliance with WHMIS and international standards.

Final Thoughts

SDS authoring is the structured creation of Safety Data Sheets that provide accurate, compliant, and accessible hazard information. It is a fundamental part of workplace safety and regulatory compliance in Canada.

Investing in SDS authoring software is a reliable way to author SDSs fast and protect workers, stay compliant, and keep business operations running smoothly.