Accurate Management of Safety Data Sheets (SDS) is the cornerstone of workplace safety and legal compliance. Organizations often do not realize the complexity of managing SDS, which can create the possibility of mistakes that can be harmful to safety, expose the organization to legal consequences and create inefficiencies in operations. By using professional SDS services, organizations can streamline documentation, ensure compliance and protect employees and the environment.
SDS management is more than simply maintaining documentation. It includes compliance to local and international rules and regulations, annual updates and chemical classifications. Each of these functions has potential pitfalls, but are generally avoidable. Knowing the common pitfalls tasks can allow the organization to establish a good SDS Management system that achieves the organization’s desired outcomes and liability management.
1. Using Outdated SDS Versions
One of the most common mistakes that can happen in managing SDS is using an old or outdated version of a document. There are times when the regulations change, and we know for a fact that suppliers will update the information when new information is available.
Impact: Using an old SDS may result in wrong hazard communication, unsafe handling practices, and/or non-compliance with regulations.
How to avoid: Create a system to track updates automatically. Digital SDS management platforms allow a team to be notified each time a supplier creates a new version and you can ensure that employees are trained on the new SDS. Always providing employees with the new SDS significantly reduces the likelihood of risks and maintains regulatory compliance.
2. Incomplete or Incorrect Chemical Classification
Chemical hazards must be appropriately classified and identified per a recognized classification system, such as GHS (the Globally Harmonized System). Errors in hazard classification can occur with any chemical; however, they can be especially complicated with complex formulations or when combining chemicals.
Impact: Errors in classification can lead to inaccurate labels, unsafe storage of hazardous chemicals compounds and confusion in the event of an emergency.
How to avoid: Use a reliable reference for database chemical classification and ask a chemical expert, such as a member of the SDS Services team, to assist you. SDS Services can assist with each chemical’s hazard classification and labeling processes and will help you avoid errors that may compromise safety from hazardous chemicals and their mixtures.
3. Deficient Version Control and Record keeping
The majority of organizations do not keep a record of what version of an SDS is the most current. In fact, many versions will be “hoarded” in different areas of the facility where workers may access them.
Impact: Personnel will follow conflicting procedures, during reviews, auditors may discover things missed or incorrect during the audit based on conflicting procedures, which may result in fines and damage to reputation for the organization.
Ways to improve: Keep an organized and central record on SDS for the center and have it digitized where versioning can be tracked. You will ensure that everyone in the team is using the same most current and up-to-date document. Audit trails often are available for compliance issues as well.
4. Insufficient Employee Training
The most precise SDS has no value if employees have not been trained to use it. Insufficient training is a leading cause of workplace accidents and injuries.
impact: Improper use, storage or disposal of chemicals can result in injury to employees, harm to the environment and possible litigation against the organization.
How to avoid: Regular employee training is vital. In-house training could take the form of short classroom style presentations, including a practical component. Employees should know where to quickly locate the SDS for the chemical and should know to find hazard, first aid, and safe handling information quickly.
5. Not Updating Regulatory Compliance
Chemical regulations and international standards frequently change. Companies that do not monitor chemical regulations and international standards for change will be out of compliance.
Impact: Violations can lead to fines, product recalls or even shutting down operations. Additionally, missing critical updates on hazardous chemicals could make your workplace unsafe to employees.
How to avoid: Subscribe to regulatory updates and include these updates in your SDS management process. By having a good understanding of the changes, organizations can act more quickly to ensure compliance. In addition to chemical regulatory compliance, checking the conflict mineral compliance updates in your SDS also provides assurance that you are sourcing the product ethical and documenting it appropriately.
6. Missing Opportunities for Digital Transformation
In many organizations today, companies are still using manual SDS systems or using spreadsheets that risk human error and are not scalable.
impact: Manual systems take longer to update and increase risks for errors, create audit challenges, and prevent organizations from managing compliance tracking across multiple locations.
how to avoid : Whenever possible, we suggest organizations to invest in a centralized, digital SDS Management System. An example of a more modern SDS Management Platform allows for a quick and easy digital version of all your SDS sheets, provides real-time update notifications via email and provides a secure portal for employees to access the SDS sheets when they need to. This can alleviate compliance scorecard pressure, and risk of human error and ease the management of large scale SDS updates.
Keeping your safety data sheets (SDSs) updated is critical to workplace safety, responsibility and business safeguard. In the typical life cycle of maintaining SDSs, employers or SDS managers make common errors like utilizing an older version of an SDS, misclassification, lack of recordkeeping, not training employees, failing to follow up on regulation updates.
An organization using SDS services and incorporating software solutions can help an organization avert this and avoid repercussions as well as be compliant to expedite, but still offer the means to ensure the safety of employees. Following along with a plan or structure in a proactive way obtaining and maintaining the SDSs will help a company to manage chemical related safety issues with confidence while encouraging regulatory compliance and business standards excellence.
+1.585.935.7123
+91-804-148-6861