Safety Data Sheet Requirements are an important part of workplace health and safety compliance in Australia. Businesses that use, handle, store or manufacture hazardous chemicals must ensure current Safety Data Sheets (SDSs) are available and accessible to workers.
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 Are Safety Data Sheet Requirements?
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).
Additional information about Safety Data Sheet Requirements can be found through Safe Work Australia: https://www.safeworkaustralia.gov.au/safety-topic/hazards/chemicals/safety-data-sheets
Who Must Comply with Safety Data Sheet Requirements?
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 Under Safety Data Sheet Requirements
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.
Reviewing SDSs regularly helps businesses meet Safety Data Sheet Requirements and maintain compliance with WHS legislation.
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.
Providing immediate access to SDSs is one of the key Safety Data Sheet Requirements for workplaces that use hazardous chemicals.
Safety Data Sheet Requirements for Chemical Registers
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.
Maintaining an accurate chemical register is an essential component of meeting Safety Data Sheet Requirements.
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 Systems for Managing Safety Data Sheet Requirements
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.
Electronic systems can simplify compliance with Safety Data Sheet Requirements while improving access to chemical safety information.
Common Breaches of Safety Data Sheet Requirements
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 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.
Many of these issues occur when businesses do not regularly review their Safety Data Sheet Requirements and chemical management processes.
How Small Businesses Can Meet Safety Data Sheet Requirements
To maintain compliance:
- Conduct a chemical inventory.
- Obtain an SDS for every hazardous chemical.
- Review SDS dates annually.
- Create and maintain a hazardous chemicals register.
- Train workers on how to access and use SDSs.
- Ensure emergency response procedures reference SDS information.
- Remove outdated SDSs when updated versions become available.
Businesses seeking assistance with workplace compliance, hazardous chemical management or WHS systems can contact CHD Partners for guidance and support: https://www.chdpartners.com.au/contact-us/
Why Safety Data Sheet Requirements 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.
Meeting Safety Data Sheet Requirements helps organisations reduce risks, improve workplace safety and demonstrate compliance with WHS obligations.
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.
Frequently Asked Questions About Safety Data Sheet Requirements
What are Safety Data Sheet Requirements?
Safety Data Sheet Requirements require businesses to maintain current SDSs for hazardous chemicals and make them readily accessible to workers.
Can SDSs be stored electronically?
Yes. Electronic systems are acceptable provided workers can access SDSs immediately during normal operations and emergencies.
How often must SDSs be reviewed?
Manufacturers and importers must review SDSs at least every five years.
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.
By maintaining current SDSs, keeping an accurate chemical register and ensuring workers can access information when needed, businesses can improve workplace safety, reduce risks and demonstrate compliance with Safety Data Sheet Requirements.
