Requirements for Providing Safety Data Sheets in the Workplace

For businesses that use, handle, store or manufacture hazardous chemicals, providing and maintaining Safety Data Sheets (SDSs) is a legal requirement under work health and safety (WHS) legislation. Safety Data Sheets are a critical source of information that helps employers, workers, contractors and emergency services understand the hazards associated with chemicals and the controls required to manage risks.

What is a Safety Data Sheet (SDS)?

A Safety Data Sheet is a document that provides detailed information about a hazardous chemical, including:

• Identification of the chemical
• Hazards and risk information
• Safe handling and storage requirements
• Personal protective equipment (PPE) requirements
• First aid measures
• Firefighting measures
• Spill and leak response procedures
• Disposal considerations
• Transport information
• Regulatory information

An SDS follows a standard 16-section format under the Globally Harmonised System of Classification and Labelling of Chemicals (GHS).

Who Must Provide an SDS?

In Australia, the manufacturer or importer of a hazardous chemical must prepare and provide a current SDS when the chemical is first supplied to a workplace.

An SDS must be provided:

• On the first supply of a hazardous chemical to a workplace.
• Upon request by a person conducting a business or undertaking (PCBU).
• Whenever the SDS has been updated.

The SDS may be supplied electronically or in hard copy.

Employer Responsibilities

Businesses that use hazardous chemicals have several obligations regarding SDSs.

Obtain the SDS

A business must obtain the current SDS for every hazardous chemical used, handled or stored in the workplace.

This includes chemicals such as:

• Cleaning products
• Solvents
• Paints
• Fuels
• Pesticides
• Acids and alkalis
• Compressed gases
• Adhesives

Ensure SDSs Are Current

The SDS must not be more than 5 years old as of the date of preparation or last review.

Even if the chemical has not changed, manufacturers and importers are required to review SDSs at least every five years.

Businesses should regularly review their chemical register to ensure SDSs remain current.

Make SDSs Readily Accessible

Workers must have immediate access to SDSs whenever they use or may be exposed to hazardous chemicals.

Access should be available:

• During all work shifts
• In work areas where chemicals are used
• During emergencies

Examples include:

• Electronic access through a system such as CIRT
• A hazardous chemical folder located near the work area
• A central safety management system

Access must not depend on a supervisor being present.

Include SDSs in the Chemical Register

Where hazardous chemicals are used, handled or stored, businesses must maintain a hazardous chemicals register.

The register must include:

• A list of all hazardous chemicals at the workplace
• The current SDS for each hazardous chemical

The chemical register must be readily accessible to workers and emergency services.

When is an SDS Not Required?

An SDS is generally not required for:

• Consumer products used in the same manner and quantity as intended for household use
• Food and beverages
• Therapeutic goods
• Cosmetics used for personal purposes

However, if these products are used in the workplace in quantities or in ways that pose a health or safety risk, an SDS may still be required.

Electronic SDS Systems

Many businesses now manage SDSs electronically.

Electronic systems are acceptable provided:

• Workers can access them immediately.
• Access is available during emergencies.
• The system is maintained and regularly updated.
• Backup arrangements exist if systems fail.

Many organisations integrate SDSs into their broader safety management system alongside risk assessments, chemical registers, induction training and Safe Work Procedures.

Common Compliance Issues

During workplace audits, common SDS non-conformances include:

• Missing SDSs.
• SDSs older than five years.
• Chemicals on site that are not listed on the chemical register.
• Workers are unaware of where SDSs are located.
• Inaccessible electronic systems.
• Duplicate or outdated versions of SDSs.

These issues can result in breaches of WHS legislation and increase the likelihood of chemical incidents.

Practical Steps for Small Businesses

To maintain compliance:

1. Conduct a chemical inventory.
2. Obtain an SDS for every hazardous chemical.
3. Review SDS dates annually.
4. Create and maintain a hazardous chemicals register.
5. Train workers on how to access and use SDSs.
6. Ensure emergency response procedures reference SDS information.
7. Remove outdated SDSs when updated versions become available.

Why SDSs Matter

Safety Data Sheets are much more than a compliance requirement. They provide critical information that helps businesses:

• Protect workers from injury and illness.
• Select appropriate PPE.
• Manage chemical spills safely.
• Respond effectively to emergencies.
• Meet WHS legislative obligations.
• Demonstrate due diligence and compliance.

For small to medium businesses, maintaining an up-to-date chemical register with current SDSs is one of the simplest and most effective ways to manage hazardous chemical risks and demonstrate that all reasonably practicable steps are being taken to protect workers.

Key Takeaway

If your workplace has hazardous chemicals, you should be able to answer “yes” to three questions:

• Do we have a current SDS for every hazardous chemical?
• Can workers access SDSs immediately when needed?
• Are all SDSs included in our hazardous chemicals register?

If the answer to any of these questions is “no”, it may be time to review your hazardous chemical management system and ensure your business is meeting its WHS obligations.

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