Your Guide to SDS Authoring as a Chemical Product Supplier

In the chemical industry, Safety Data Sheets (SDS) are vital tools for communicating hazard information and ensuring workplace safety. For suppliers operating in the United States and Canada, authoring compliant SDSs is a regulatory requirement as part of the sale of your product.

When a product is a "hazardous product", the supplier must label the product or container, and they must provide a safety data sheet (SDS) to their customers. The purpose of the label is to clearly identify the hazardous product, the supplier, the hazards and precautionary measures. The SDS provides more information about that product.

This article looks at the essentials of SDS authoring to aid chemical manufacturers, suppliers and distributors in this task.

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Understanding the Importance of SDS

An SDS provides detailed information about a chemical product, including its hazards, handling procedures, storage guidelines, and emergency measures. Properly authored SDSs ensure that downstream users—such as employers and workers—are informed about the substances they handle, facilitating safe usage and compliance with occupational health regulations.

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Regulatory Frameworks Governing SDS Authoring

United States: OSHA’s Hazard Communication Standard

In the U.S., the Occupational Safety and Health Administration (OSHA) mandates that chemical manufacturers and importers evaluate the hazards of the chemicals they produce or import. They must then prepare labels and SDSs to convey this hazard information to downstream users. OSHA's Hazard Communication Standard (HCS) aligns with revision 7 of the Globally Harmonized System (GHS) of Classification and Labelling of Chemicals, requiring a standardized 16-section format for SDSs.

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Canada: WHMIS and Health Canada's Requirements

Canada's Workplace Hazardous Materials Information System (WHMIS), regulated by Health Canada, requires suppliers—including manufacturers, importers, and distributors—to classify hazardous products appropriately. Suppliers must provide GHS-aligned labels and SDSs in French and English for these products. As of now, WHMIS in Canada (through the Hazardous Products Regulations) is aligned with GHS Revision 7, with some elements adopted from GHS Revision 8.

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Who is a chemical supplier?

Suppliers—including manufacturers, importers, and distributors—need to classify the hazardous products they sell appropriately. They must provide GHS-aligned labels and SDSs for these products.

A supplier is “a person who, in the course of business, sells or imports a hazardous product”

A manufacturer is “a supplier who manufactures, produces, processes, packages or labels a hazardous product and sells it”

An importer is “a supplier who brings a hazardous product into a country to sell but does not sell the product”.

A distributor is “a supplier to whom a hazardous product was sold, and who then resells the hazardous product in the same country without modifying it in any way. If a distributor does modify a hazardous product that they purchased (for example, by repackaging or relabelling it) and subsequently sells it, then the distributor meets the definition of a “manufacturer””.

If you are an employer who imports a hazardous product only for use in your own workplace, you are considered to be the importer and are responsible for compliance.

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Key Components of an SDS

A well-structured SDS comprises 16 sections, each detailing specific information:

1. Identification: Product identifier and supplier details.
2. Hazard Identification: Classification of hazards and warning information.
3. Composition/Information on Ingredients: Chemical ingredients and concentrations.
4. First-Aid Measures: Necessary first-aid steps in case of exposure.
5. Fire-Fighting Measures: Suitable extinguishing techniques and hazards.
6. Accidental Release Measures: Procedures for spills or leaks.
7. Handling and Storage: Safe handling practices and storage conditions.
8. Exposure Controls/Personal Protection: Exposure limits and protective equipment.
9. Physical and Chemical Properties: Characteristics of the chemical.
10. Stability and Reactivity: Chemical stability and potential reactions.
11. Toxicological Information: Health effects and exposure symptoms.
12. Ecological Information: Environmental impact.
13. Disposal Considerations: Safe disposal methods.
14. Transport Information: Transportation classifications and regulations.
15. Regulatory Information: Safety, health, and environmental regulations.
16. Other Information: Additional details, including preparation and revision dates.

Adhering to this structure ensures consistency and facilitates easier understanding across international borders.

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Best Practices for SDS Authoring

1. Stay Updated with Regulations: Regularly consult OSHA and Health Canada guidelines to ensure compliance with the latest requirements.
2. Use Clear and Concise Language: Avoid technical jargon where possible to make the SDS accessible to a broader audience.
3. Ensure Accuracy: Double-check all data, especially chemical compositions and hazard classifications.
4. Regular Reviews and Updates: Update SDSs when new information becomes available or when regulations change.
5. Leverage Professional Services: Use expert SDS authoring services or software to ensure quality and compliance.

Challenges in SDS Authoring

Authoring an SDS can be complex, with challenges including:

• Interpreting Regulatory Changes: Keeping abreast of evolving regulations across different jurisdictions.
• Managing Multilingual Requirements: Translating SDSs accurately for international markets.
• Ensuring Consistency Across Documents: Maintaining uniformity in information across multiple SDSs.

Addressing these challenges requires a combination of expertise, diligence, and the right tools.

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Leveraging Chemscape’s Expertise

With over 20 years of experience, Chemscape Safety Technologies offers comprehensive SDS authoring services tailored to meet the needs of suppliers in the U.S. and Canada. Their services include:

• Professional SDS Authoring: Crafting compliant and accurate SDSs aligned with GHS standards.
• SDS Management Software: Tools to manage, update, and distribute SDSs efficiently.
• Regulatory Compliance Support: Assistance in navigating complex regulatory landscapes.

By partnering with experts like Chemscape, suppliers can ensure their SDSs meet all necessary requirements, thereby safeguarding their operations and stakeholders. Contact us for a quote.

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Conclusion

SDS authoring is a critical responsibility for chemical suppliers, underpinning workplace safety and regulatory compliance. By understanding the regulatory frameworks, adhering to best practices, and leveraging expert resources, suppliers can navigate the complexities of SDS authoring with confidence. For those seeking professional support, Chemscape Safety Technologies stands as a trusted partner in achieving excellence in chemical safety documentation.

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