In New Zealand, any workplace that uses, handles or stores hazardous substances must have Safety Data Sheets (SDSs) available. This guide explains what organisation requires safety data sheets, when they are legally necessary, and how to stay compliant with WorkSafe NZ and the Environmental Protection Authority (EPA).
Organisations that Require SDSs in NZ
Under the Health and Safety at Work (Hazardous Substances) Regulations 2017, any Person Conducting a Business or Undertaking (PCBU) that deals with hazardous substances must ensure SDSs are readily accessible to workers.
This includes manufacturers, importers, suppliers, and end-users across nearly all industries. The requirement applies when hazardous substances are used at a workplace, regardless of size.
| Sector | Typical Hazardous Substances | Key Risks | Compliance Tactics / Best Practices | Update Triggers / Regulatory Notes |
|---|---|---|---|---|
| Manufacturing & Engineering | Solvents, lubricants, degreasers | Toxic fumes, burns, flammability | QR-code SDS access at workstations; integrate with chemical register | SDS must be updated every 5 years or when new data becomes available |
| Healthcare & Laboratories | Reagents, sterilants, pharmaceutical chemicals | Corrosive or toxic exposure | SDS tablets at nurses' stations; annual WHS training | SDS must be in English and easy to read |
| Construction & Trades | Paints, adhesives, sealants | Inhalation of dusts and fumes | Cloud folders on foreman devices; SDS flash drives for mobile teams | SDS required if exposure exceeds domestic-use norms |
| Fuel & Petrochemical | Petrol, LPG, solvents | Explosion, burns, vapour inhalation | SDS links in transport paperwork; accessible storage-site libraries | Must match SDS with transport and inventory records |
| Agriculture & Food Production | Pesticides, fertilisers, disinfectants | Skin and nerve toxicity | Update SDSs per season; ensure hardcopy access in rural areas | SDSs must be provided with pesticide and agrichemical labels |
| Mining & Quarrying | Explosives, acids, leaching chemicals | Blast injuries, exposure poisoning | Digital SDSs across devices; training required before use | SDSs must meet EPA classifications and inventory rules |
| Warehousing & Freight | Batteries, fuels, aerosols | Chemical spills, burns | SDS QR codes on racks; accessible in vehicle manifests | SDS must align with storage and transport documents |
| Education & Science | Lab chemicals, compressed gases | Inhalation, burns | SDSs accessible via lab software; annual hazard training for staff | SDSs required under Laboratory Safety Standards (NZ) |
| Retail & Hospitality | Cleaning sprays, fuels, bleach | Eye and skin irritation | SDS binders in staff rooms; workplace exposure assessments | Safety data sheets are only required when workplace use exceeds household levels |
Risks and Penalties of Ignoring SDS Requirements
Non-compliance with New Zealand’s SDS rules can lead to fines up to NZD $600,000 for companies and NZD $300,000 or up to 5 years’ imprisonment for individuals in breach of health and safety duties.
Under the Hazardous Substances Regulations, you must:
- Keep SDSs up to date (within the last 5 years)
- Make them available to any worker who handles or may be exposed to hazardous substances
- Ensure documents are accessible in emergencies, even if power or internet is down
Failure to comply may result in stop-work notices, prosecution, or serious workplace incidents.
Methods of SDS Management
| Decision | Binder | Digital | Hybrid |
|---|---|---|---|
| Initial cost | Low | Moderate | Moderate |
| Update effort | High | Low | Medium |
| Offline access | Always | Requires backup | Partial |
| Regulator ready? | Yes (if current) | Yes (if accessible to all) | Yes (if tidy and retrievable) |
WorkSafe NZ accepts both paper and digital SDS management methods. The critical requirement is instant access for all staff, including in remote areas or during system outages.
Tools like SDS Manager help businesses simplify SDS compliance by offering cloud-based, version-controlled access from any location.
Protect Workers and Meet Your Legal Duties
Maintaining and updating SDSs is essential to keeping employees safe and reducing risk. Businesses often fall short by:
- Using outdated or expired SDSs
- Failing to provide access at remote or rural worksites
- Ignoring the need for SDSs for common cleaning or fuel products
- Assuming supplier SDSs always meet New Zealand's EPA standards
To remain compliant:
- Maintain a complete chemical inventory
- Replace SDSs every 5 years or sooner if updated by supplier
- Train staff on SDS use and hazard identification
- Ensure SDS access is possible during emergencies and inspections
Frequently Asked Questions
1. Who needs to keep safety data sheets?
Any New Zealand PCBU using hazardous substances must maintain SDSs. This includes manufacturers, schools, farms, factories, healthcare facilities and more.
2. How often do SDSs need updating?
SDSs must be reviewed and replaced at least every 5 years or immediately when new hazard information becomes available.
3. Can SDSs be stored electronically?
Yes. Digital SDSs are allowed if all employees can access them without delay and there’s a reliable backup system in place.
4. Are SDSs needed for regular cleaning products?
Yes, safety data sheets are only required when the use exceeds typical household exposure—common in commercial kitchens and cleaning services.
5. What are the penalties for non-compliance?
Fines may reach up to NZD $600,000 for businesses and NZD $300,000 or 5 years in prison for responsible persons under the Health and Safety at Work Act.