Managing Safety Data Sheets (SDSs) efficiently is more than just an administrative task. It’s a key part of keeping workplaces safe and compliant. With regulations evolving and the amount of chemical data growing, having the right software to manage SDSs is becoming increasingly important.
If you’re considering new SDS management software in 2025, here are ten features worth prioritizing.
1. Built-in Regulatory Compliance and Updates
One of the most important things to check is whether the software stays aligned with US chemical safety regulations. OSHA’s Hazard Communication Standard (HazCom) and the Globally Harmonized System (GHS) are central to SDS compliance in the United States. Software that automatically reflects those updates helps reduce the risk of falling out of compliance without having to manually track changes.
2. Easy and Accurate Search Functionality
Accessing the right SDS quickly can make a big difference, especially in high-pressure situations. Good software should allow you to search using a range of filters, such as product name, CAS number, or manufacturer, so that you can locate the exact document you need without sifting through irrelevant results.
3. Mobile Access and Offline Availability
Workplaces aren’t always at desks with strong internet connections. Whether someone is on the shop floor, out in the field, or working remotely, they should still be able to pull up SDSs when needed. A tool with mobile access and offline functionality adds a layer of practicality that’s increasingly necessary.
4. Integration with Existing Systems
Most organizations already use tools for inventory management, EHS compliance, or enterprise resource planning. If your SDS software can integrate with those, it simplifies workflows and reduces double-handling of data. It’s especially helpful for keeping inventory data consistent and accurate.
5. Timely Notifications and Alerts
Regulatory updates or SDS revisions often come with deadlines. Software that can send alerts or reminders, either by email or within the platform, can help ensure important changes don’t get missed. This kind of feature is less about bells and whistles and more about staying organized and compliant.
6. Reporting and Analytics Tools
Reporting features can help track SDS usage, monitor compliance efforts, or prepare for audits. While not every team will need deep analytics, having access to basic reports, like which SDSs have been updated or which products are most frequently used, can support better decision-making.
7. User Roles and Access Control
Different users need different levels of access. A frontline worker may only need to view SDSs, while an EHS manager might need editing rights. Having control over user permissions keeps the system secure and easier to manage, especially in larger teams.
8. Scalability for Changing Needs
If your company grows, your SDS management system should be able to grow with it. This means supporting more users, handling more documents, and maintaining performance over time. It’s a good idea to choose software that can adjust as your operations expand or shift.
9. Instant Employee Access via QR Codes
In emergency situations, time is critical. Systems that enable instant access to SDSs through strategically placed QR code posters around the worksite make it easier for employees to quickly retrieve the information they need, without delay or confusion.
10. Secondary Container Label Generation
Regulatory compliance doesn’t stop at SDS access, proper labeling of secondary containers is also important. Look for tools that can generate compliant secondary labels featuring hazard codes, PPE icons, and QR codes, helping reinforce safety at every stage of chemical handling.
Why SDS Manager Is the Right Tool for 2025
If you’re looking for an SDS management software that checks all the boxes, SDS Manager stands out as a complete solution. It’s built with compliance in mind, offers advanced search and mobile access, integrates seamlessly with your existing systems, delivers real-time alerts and more. Whether you're a small business or a multinational organization, SDS Manager scales with you and offers the support you need to stay compliant and efficient.
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