Every sector that stores, handles or uses hazardous substances must keep Safety Data Sheets (SDSs). This article explains which businesses in the UK need Safety Data Sheets, when they're required, and practical steps to stay compliant with Health and Safety Executive (HSE) standards.
Organisations that Require SDSs
In the UK, the requirement to maintain SDSs falls under the Control of Substances Hazardous to Health Regulations (COSHH) and the Great Britain Classification, Labelling and Packaging (GB CLP) Regulation, aligned with the UN's Globally Harmonised System (GHS).
Any organisation that manufactures, imports, distributes, stores or uses hazardous chemicals must have SDSs readily accessible to employees. The requirements are universal, but the day-to-day obligations vary by sector.
| Sector | Typical Hazardous Substances | Key Risks | Compliance Tactics / Best Practices | Update Triggers / Regulatory Notes |
|---|---|---|---|---|
| Manufacturing & Industrial | Solvents, welding gases, cutting fluids | Burns, toxic fumes, fire hazards | QR‑coded SDS library at each workstation; link bills of materials | Reflect changes within 3 months after process adjustments (HSE) |
| Healthcare & Life Sciences | Sterilants, chemotherapy drugs, lab reagents | Acute toxicity, corrosive exposure | Annual and task‑specific training; tablets with offline SDS cache | Pull revised SDSs immediately; inspectors often flag outdated binders |
| Construction & Trades | Paints, coatings, concrete additives | Inhalation of fumes & silica dust | Cloud folders on supervisors’ devices; label every container | SDSs required whenever exposure exceeds consumer‑use levels |
| Oil, Gas & Petrochemical | Flammable liquids, compressed gases | Fire, explosion, inhalation hazards | Integrate transport manifests with SDS database | Shipping papers must match SDS hazard classes |
| Agriculture & Food Processing | Pesticides, fertilisers, cleaning chemicals | Skin and nerve toxicity | Rotate expired stock; archive superseded SDSs after each harvest | Must keep SDS and current product label |
| Mining & Metals | Explosives, cyanide solutions | Blast injuries, poisoning | Provide SDSs in multi‑language formats for cross‑border teams | Suppliers can refuse delivery if hazard classifications don’t match |
| Transport & Logistics | Battery acid, diesel, aerosols | Spills, corrosive burns | QR‑coded SDS access in vehicles; links in electronic documents | SDSs and HazMat documents must align for inspections |
| Education & Research | Laboratory reagents & gases | Chemical burns, inhalation | QR codes on storage units; remove outdated MSDS; annual lab safety training | SDS navigation is required by the HSE Laboratory Standard |
| Retail, Hospitality & Public Sector | Cleaning agents (bleach), fuels, aerosols | Skin & eye irritation, inhalation | SDS kiosks in warehouses; staff training on consumer‑use criteria | SDSs are only required when workplace exposure exceeds domestic levels |
Risks and Penalties of Ignoring SDS Compliance
Failing to comply with SDS requirements can lead to serious penalties in the UK. Breaches of COSHH or CLP regulations can result in unlimited fines or imprisonment depending on severity.
Beyond enforcement, exposure incidents can lead to workplace closures, reputational harm, and significant financial loss. According to the HSE, the direct cost of an average chemical exposure incident for a small business can exceed £30,000 in lost productivity, sick pay and legal expenses.
Under UK law, suppliers must provide a 16-section SDS for every hazardous chemical. Employers must ensure these documents are up to date and easily accessible to employees.
Different Methods of SDS Management
| Decision | Binder | Digital | Hybrid |
|---|---|---|---|
| Initial cost | Low | Medium | Medium |
| Update effort | High | Low | Medium |
| Offline access | Always | Requires backup | Partial |
| Regulator friendly? | Yes (if organised) | Yes (if barrier‑free) | Yes (if organised and accessible) |
The HSE accepts electronic SDS management systems provided employees have immediate, barrier‑free access and there is a backup for network or power outages.
Cloud-based systems like SDS Manager help organisations keep SDS libraries updated, accessible and audit‑ready with less administrative burden.
Safeguard Your Workforce and Reputation
Ensuring compliance with the UK's Safety Data Sheet requirements protects employees and helps organisations avoid fines.
Common pitfalls include outdated SDSs, lack of access at remote sites, unlabelled containers and misinterpreting household-use exemptions.
Effective compliance involves regular chemical inventory, prompt SDS updates upon knowledge of new hazard information, instant document access, and ongoing employee training.
Frequently Asked Questions
1. Who needs to keep safety data sheets?
Any UK employer whose workers handle hazardous chemicals beyond household-use levels must keep SDSs. This includes manufacturing plants, hospitals, schools, farms and more.
2. How often must SDSs be updated?
Suppliers must issue a new SDS within 12 months of receiving new hazard information. Employers must replace older versions as soon as updated documents are available.
3. Can SDSs be stored online only?
Yes, provided every worker can access them instantly and there is an offline backup for power or internet outages.
4. Are SDSs required for small spray cans?
Yes, safety data sheets are only required when workplace exposure exceeds typical consumer-use levels, which is common in auto-body shops and similar environments.
5. What are the penalties for missing SDSs?
HSE can issue unlimited fines, improvement notices and, in severe cases, imprisonment for non-compliance with COSHH and CLP regulations.