Any Canadian workplace that uses hazardous products must maintain and provide access to Safety Data Sheets (SDSs). This guide outlines what organization requires safety data sheets in Canada, when SDSs are legally required, and how to comply with national and provincial regulations under the Workplace Hazardous Materials Information System (WHMIS 2015).
Organizations that Require SDSs in Canada
In Canada, SDS requirements fall under the Hazardous Products Act, the Hazardous Products Regulations, and WHMIS. Every employer that stores or handles hazardous products in the workplace is obligated to maintain SDSs.
This duty spans manufacturers, suppliers, and end users, regardless of the industry.
| Sector | Typical Hazardous Products | Key Risks | Compliance Tactics / Best Practices | Update Triggers / Regulatory Notes |
|---|---|---|---|---|
| Manufacturing & Industrial | Solvents, compressed gases, lubricants | Burns, fire, inhalation hazards | SDS quick-links at stations; integrate with ERP | SDS must be current within 3 years unless new data is released |
| Healthcare & Life Sciences | Disinfectants, cytotoxic drugs, reagents | Corrosive injuries, toxicity | Tablets with offline SDS libraries; annual WHMIS training | SDS must be available in both English and French |
| Construction & Trades | Paints, sealants, adhesives | Inhalation of VOCs, respiratory harm | SDS flash drives for mobile teams; label all drums | SDSs are required when exposure is above consumer use |
| Oil, Gas & Petrochemical | Fuels, solvents, pressurised gases | Explosion, chemical burns | Link SDS to shipping documents; QR tags on equipment | SDS must align with TDG (Transportation of Dangerous Goods) classification |
| Agriculture & Food Processing | Fertilizers, pesticides, cleaners | Skin irritation, nerve damage | SDS binders in equipment sheds; maintain up-to-date inventory | SDSs must be retained while the product is used |
| Mining & Smelting | Cyanide, explosives, dust suppressants | Poisoning, chemical burns | Multilingual SDSs; integrate SDS with environmental reporting | Must follow federal/provincial hazardous substances legislation |
| Logistics & Warehousing | Battery acid, diesel, aerosols | Spills, corrosive injuries | SDS barcodes on shelving; links in e-docs | SDS must be available at all times to employees handling goods |
| Academic & Research Labs | Reagents, flammable liquids | Inhalation, chemical exposure | SDSs in lab management platforms; regular WHMIS refreshers | SDS navigation is mandatory for lab workers under WHMIS |
| Retail, Hospitality, and Public Services | Bleach, cleaning sprays, fuels | Skin and eye irritation | SDS training for staff; SDS stations in stockrooms | Safety data sheets are only required when exposure exceeds consumer level |
Risks and Penalties of Ignoring SDS Compliance
Failure to comply with SDS requirements in Canada can result in significant penalties under federal and provincial laws.
- Fines up to $1,000,000 per violation for corporations
- Officers or employers may face prosecution for willful negligence
- Lost-time injury costs can range from CAD $40,000 to $100,000+ for a single chemical exposure incident (source: WSIB Ontario)
Employers must ensure that SDSs are:
- Available in English and French
- Readily accessible to employees
- Reviewed at least every three years or sooner if new hazard information emerges
Different Methods of SDS Management
| Decision | Binder | Digital | Hybrid |
|---|---|---|---|
| Initial cost | Low | Medium | Medium |
| Update effort | High | Low | Moderate |
| Offline access | Always | Requires local backup | Partial |
| Inspector-friendly? | Yes (if tidy and labelled) | Yes (if instantly accessible) | Yes (if well-organized) |
Health Canada, the federal body overseeing WHMIS, allows digital SDS systems if they are accessible at all times, even during power or internet outages.
Solutions like SDS Manager offer a streamlined way for Canadian businesses to manage SDS compliance, ensure bilingual documentation, and track updates effortlessly.
Keeping Workers Safe and Your Business Compliant
Maintaining current SDSs is a key part of employer responsibilities under WHMIS. Failing to do so risks both worker safety and legal exposure.
Common issues that result in citations include:
- Storing expired SDSs
- Not having SDSs in both official languages
- Failing to provide worker access
- Ignoring differences between workplace vs. household use
To stay compliant:
- Maintain an up-to-date chemical inventory
- Replace SDSs at least every 3 years or immediately after updates
- Ensure employee access—digital or physical—at all times
- Train all staff on WHMIS and SDS navigation annually
Frequently Asked Questions
1. Who needs to keep safety data sheets?
Any Canadian employer that uses, handles, or stores hazardous products must keep SDSs under WHMIS. This includes sectors like education, healthcare, construction, retail, and agriculture.
2. How often must SDSs be updated?
Under WHMIS 2015, SDSs must be reviewed every three years, or sooner if the supplier provides updated information.
3. Can SDSs be stored digitally?
Yes. Employers may use electronic systems if all employees have immediate and barrier-free access and backup access in the event of outages.
4. Are SDSs required for common cleaners and sprays?
Yes, safety data sheets are only required when employee exposure surpasses household-use patterns. This commonly applies in commercial cleaning, auto shops, and maintenance.
5. What are the consequences of missing SDSs?
Penalties may include fines of up to $1 million, stop-work orders, or criminal charges for repeat or serious violations of WHMIS or provincial safety laws.