The most common problems in SDS management
A practical checklist for those who manage them every day
Managing Safety Data Sheets in an orderly and effective manner is Safety Data Sheets easy, especially when dealing with multiple sites, products, and suppliers.
We have identified eight recurring issues that, in everyday practice, make SDS management complex. This is a starting point for reflecting on the method, tools, and areas for improvement in this management process.
1 – Unorganized reception
Safety Data Sheets received via email, portals, and other channels, without a structured flow to centralize them and assign responsibility for them.
2 – Difficult communication with suppliers
In some cases, suppliers do not send SDSs or revisions, and there is no structured company process for checking updates and non-compliance.
3 – Unstructured storage
SDSs are scattered across network folders and local workstations, making it difficult and unreliable for staff to search for them.
4 – Different copies and/or versions of the same SDS
There are several versions of the same SDS in circulation. Before using it in the department or for training purposes, you must confirm which one is correct.
5 – There is no such thing as SDS history
The absence of a historical archive and tracking of SDSs makes it difficult to reconstruct past decisions and compare differences between versions.
6 – Data remains within PDFs
Even just to identify how many and which SDSs contain a specific substance or a certain H phrase, you have to open the PDFs one by one or manage cumbersome manual Excel files.
7 – Critical substance control only upon request
CMR, SVHC, or other lists of hazardous substances are only checked during audits, incidents, or extraordinary requests, and not on an ongoing basis.
8 – Audits, ESG, and customer requests always require extra work
For audits or specific customer requests, data must be collected from multiple sources, reconciled, and ad hoc reports prepared.
What should you do if these problems sound familiar?
Even in the most structured organizations, it is normal for SDS management to become complex over time.
Reviewing methods and tools helps reduce risks, manual work, and response times to departments, customers, and auditors.
Talk to our specialists to understand how to make your SDS management more structured and reliable.
