If you’ve ever asked, “Who is responsible for providing SDS?”, you’re not alone. Safety Data Sheets (SDS) are more than just paperwork; they are the primary source of information on chemical hazards in the workplace.
From creation to delivery to employee access, SDS responsibilities involve several parties. Manufacturers and importers create the sheets, distributors pass them along, and employers make sure they are accessible to workers.
Knowing who is responsible for providing and maintaining safety data sheets is crucial for keeping employees safe and staying compliant with the law.
Who Is Responsible for Providing SDS?
This system is governed by the Globally Harmonized System (GHS), an international framework that ensures chemical hazards are classified and communicated the same way regardless of the country.
Under these regulations, the responsibility is divided among four key players:
Manufacturers and Importers
As product originators, they are responsible for identifying all chemical hazards and preparing a complete 16-section Safety Data Sheet (SDS) that translates technical and toxicological data into clear instructions for safe handling, storage, use, and emergency response. A compliant SDS must be created before the product enters the market and provided with the first shipment to each customer.
If new or significant information becomes available, such as newly identified health risks, changes in classification, or updated exposure data, the SDS must be revised and redistributed to all downstream users within 90 days to maintain regulatory compliance.
Distributors and Suppliers
Distributors act as a critical link in the hazard communication chain, ensuring that manufacturer-supplied safety information reaches the end user accurately and without alteration. Their responsibility is to confirm that the Safety Data Sheet SDS corresponds to the chemical being shipped and that hazard information remains complete throughout distribution.
Distributors must provide an SDS with the initial shipment of a hazardous chemical and promptly pass along any updated versions received from the manufacturer to all customers.
Employers
Employers are responsible for day-to-day chemical safety and must turn SDS information into practical workplace protections. This includes maintaining a complete inventory of hazardous chemicals and ensuring that corresponding Safety Data Sheets SDS are readily accessible so employees can locate and review them within three minutes without leaving their work area.
Employers must provide training before employees work with a hazardous chemical and whenever new hazards are introduced. An annual review of the SDS library is also required to confirm that discontinued products are archived and all active chemicals have current SDSs aligned with the latest manufacturer versions.
Employees
Employees are the final line of defense in chemical safety, responsible for applying the information provided in the SDS to protect themselves and their coworkers. This includes consulting Section 8 to select the proper personal protective equipment, following storage and disposal instructions, and reviewing the SDS whenever working with an unfamiliar chemical or when task conditions change.
Employees must also report any missing labels or absent SDSs to management to ensure that workplace safety information remains complete and up to date.
| Who | Main Responsibility | |
|---|---|---|
| Manufacturers / Importers | Create and update SDSs; provide shipments. | |
| Distributors / Suppliers | Pass SDSs to customers; provide upon request. | |
| Employers | Maintain SDS library; train employees; audit regularly. | |
| Employees | Follow instructions; report missing or outdated SDSs. |
Why Safety Data Sheets Are Important
Safety Data Sheets (SDS) provide workers with clear, organized information about the chemicals they handle, including potential health hazards, safe handling and storage practices, necessary personal protective equipment (PPE), emergency procedures, and proper disposal methods.
In fact, failure to make SDSs available is one of the most commonly cited violations in workplace inspections, highlighting their critical role in protecting both people and organizations.
Conclusion
Ultimately, the responsibility for Safety Data Sheets is part of a massive global effort to standardize chemical safety. The goal is the same: to ensure that critical hazard information transcends borders. By adhering to international standards, employers don't just achieve local compliance; they participate in a global safety network that protects workers and simplifies international trade through clear, universal communication.
FAQ
Who provides SDSs to downstream users?
Manufacturers and importers create them, distributors relay them, and employers make them accessible to employees.
By law, who provides SDSs in the EU?
Suppliers placing hazardous chemicals on the market must provide an SDS under REACH Article 31.
What must employers do regarding SDSs?
Employers must ensure SDSs are readily accessible to all employees during every shift.
How often should SDSs be updated?
Whenever new hazard information emerges. Suppliers typically issue revisions within 90 days.
Can SDS updates be automated?
Yes. SDS management software can track updates and alert employers immediately.
Jawad Monzur
As an EHS specialist, Jawad believes that safety happens in the field, not just on paper. With a background in chemical handling, Jawad focuses on hazard mitigation, incident investigation, and hands-on safety training. He is committed to ensuring every team member returns home safe, every single day.