Managing Safety Data Sheets (SDS) effectively is a cornerstone of workplace chemical safety and regulatory compliance. Yet, many health and safety teams struggle with common pitfalls that compromise both safety and compliance efforts. Understanding these mistakes and how to avoid them can save organizations time, reduce risks, and ensure that employees have the critical information they need to handle chemicals safely.
Here are the top five SDS management mistakes frequently made, and practical steps to prevent them.
1. Relying on Outdated or Incomplete SDS Libraries
The Mistake:
Using old or incomplete SDS is a widespread problem. Chemical formulations change, regulations evolve, and SDS formats are updated regularly. Relying on outdated SDS can lead to inaccurate hazard information, improper handling instructions, and ultimately unsafe working conditions.
How to Avoid It:
Establish a routine schedule to review and update your SDS library. Communicate regularly with suppliers to obtain the latest SDSs, and subscribe to industry update services. Conduct periodic audits to identify and replace SDSs that are older than the recommended revision period (ideally annually) [See our Ultimate SDS Compliance Checklist for Health & Safety Managers].
2. Poor Accessibility of SDSs for Employees
The Mistake:
Storing SDS in hard-to-reach locations or formats that employees cannot easily access during emergencies undermines their purpose. Workers must be able to quickly find and understand SDS information to respond effectively to chemical exposures or spills.
How to Avoid It:
Make SDSs readily available both physically and digitally. Use electronic SDS management systems that allow mobile access, QR code scanning, and offline availability. Train employees on how to locate and interpret SDSs quickly.
3. Neglecting Secondary Container Labeling
The Mistake:
Failing to label secondary containers properly is a common oversight. When chemicals are transferred from original packaging to smaller containers, missing or incorrect labels can cause confusion and increase exposure risks.
How to Avoid It:
Ensure all secondary containers have compliant labels that include hazard pictograms, chemical names, and precautionary statements. Use standardized label templates and consider software tools that generate GHS-compliant secondary labels automatically.
4. Inadequate Chemical Inventory and Usage Tracking
The Mistake:
Not maintaining an accurate chemical inventory or tracking chemical usage and disposal leads to discrepancies between actual chemicals on-site and those documented in SDS libraries. This gap complicates compliance reporting and risk management.
How to Avoid It:
Implement a structured chemical inventory system with regular reconciliations. Track chemical arrivals, usage, and disposal events systematically to ensure SDS records match real-world conditions. Keep your SDS library updated to reflect the current inventory, supporting compliance with COSHH.
5. Insufficient Employee Training on SDS and Hazard Communication
The Mistake:
Simply having SDSs on file is not enough. Employees often lack proper training to interpret SDS information or understand hazard communication protocols, limiting the effectiveness of chemical safety programs.
How to Avoid It:
Conduct regular training sessions focused on SDS interpretation, hazard recognition, and emergency response procedures. Reinforce training with easy-to-understand materials and practical exercises. Ensure new hires receive this training promptly and that refresher courses are scheduled periodically.
How SDS Manager Can Help You Avoid These Mistakes
Managing SDS manually can be complex and error-prone. SDS Manager offers a comprehensive platform designed to simplify and automate key SDS management tasks, helping health and safety teams avoid common pitfalls:
- Automatic SDS Updates: Keep your SDS library current with automated alerts for outdated or revised SDSs.
- QR-code & Mobile Access: Provide employees with instant SDS access via mobile devices and QR codes, ensuring safety information is always at hand.
- Secondary Container Label Generation: Generate secondary container labels in 15 sizes. Labels feature QR codes, crucial H- and P-codes, and PPE icons.
- One click access to safety information: Safety information is instantly accessible, with hazard details, PPE icons, first aid information, precaution against accidental spills and more. Additionally, a Safety Information Summary can be generated to give employees the essential guidance they need when handling chemicals.
- Compliance Reporting: Generate detailed reports to stay audit-ready and meet regulatory requirements efficiently.
If you’re looking to upgrade your SDS management approach in 2025, SDS Manager offers the tools and automation you need to simplify compliance and enhance safety.
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