What is SDS Authoring?

SDS authoring is the process of developing Safety Data Sheets (SDS) that describe a product’s hazards, safe handling instructions, and compliance obligations. These documents ensure critical safety details are consistently communicated across the chemical supply chain, from suppliers and importers to workplaces and end users.

Traditionally, preparing an SDS is complex and time-consuming. Today companies can make the process easy with SDS authoring software, which improves accuracy, consistency, and compliance with both national and global requirements.

Why SDS Authoring Matters

• Compliance: In New Zealand, SDS documents are required under the Health and Safety at Work (Hazardous Substances) Regulations 2017, which are based on GHS.
• Workplace Safety: Employees, contractors, and emergency services depend on SDS information for correct storage, handling, and disposal of chemicals.
• Risk Management: Well-prepared SDS documents help organisations avoid penalties, regulatory breaches, and liability risks.
• International Trade: Standardised SDS authoring ensures information can be easily understood across languages and jurisdictions, supporting both local and global commerce.

Errors or omissions in SDSs can create compliance issues, pose safety hazards, and lead to costly delays in distribution.

SDS Authoring: The 16-Section GHS Format

SDS Authoring follows the 16-section format mandated by GHS. Each section must be completed thoroughly and with scientifically validated data.

1. Identification - Product identifier, manufacturer details, emergency contact information
2. Hazard Identification - Classification, label elements, other hazards
3. Composition/Information on Ingredients - Chemical identity and concentration ranges
4. First Aid Measures - Emergency response procedures for different exposure routes
5. Fire-Fighting Measures - Suitable extinguishing media, special hazards, protective equipment
6. Accidental Release Measures - Spill cleanup procedures and containment methods
7. Handling and Storage - Safe practices for use and storage conditions
8. Exposure Controls/Personal Protection - Occupational exposure limits and PPE requirements
9. Physical and Chemical Properties - Appearance, odor, pH, melting point, etc.
10. Stability and Reactivity - Chemical stability, incompatible materials, hazardous decomposition
11. Toxicological Information - Health effects data from studies and testing
12. Ecological Information - Environmental fate and effects data
13. Disposal Considerations - Waste treatment methods and regulatory requirements
14. Transport Information - Shipping classifications and special precautions
15. Regulatory Information - Safety, health, and environmental regulations
16. Other Information - Date of preparation, revision information, disclaimers

The Process of SDS Authoring

Data Collection

• Gather physical/chemical property data, toxicological studies, and exposure limits.
• Source information from lab testing, published literature, or suppliers.

Hazard Classification

• Classify hazards according to the HSWA Hazardous Substances Regulations.
• Assign signal words (e.g., Danger, Warning), GHS pictograms, and hazard statements.

Content Development

• Write clear, easy-to-understand language that can be understood by non-experts.
• Ensure alignment with regulatory phrasing (standardized hazard and precautionary statements).

Formatting & Structuring

• Follow the mandatory 16-section format.
• Use consistent terminology across documents.

Localization

• Author SDSs in English.
• Ensure alignment with WorkSafe New Zealand’s requirements under HSWA and HSNO.

Review & Validation

• Conduct internal compliance checks.
• Sometimes involve third-party validation or regulatory consultants.

Distribution & Maintenance

• Provide SDS to customers, distributors, and employees.
• Update SDS when new data or regulatory changes occur (e.g., new exposure limits, reclassification of hazards).

Modern Approaches to SDS Authoring

Traditionally, SDS authoring is handled by in-house experts or third-party consultants familiar with chemistry and regulatory law. While still common, this manual approach can be time-consuming and prone to errors.

Today, many organizations use specialized SDS authoring solutions that automate hazard classification, manage regulatory updates, and support multiple languages. These tools reduce complexity and ensure that each SDS remains compliant with the latest standards.

Final Thoughts

SDS authoring is the organized process of creating Safety Data Sheets that provide clear, accurate, and compliant information about chemical hazards. SDS authoring is a key part of chemical safety and regulatory compliance.

For companies working across different markets, using reliable SDS authoring software is one of the best ways to protect employees, meet regulations, and keep operations running without disruption.