What is a Safety Data Sheet? The Purpose of Safety Data Sheets, Format and Requirements

From January 1, 2022 to December 31, 2023, there were over 1,500 fatal workplace injuries and over 18,000 nonfatal severe workplace injuries in the US alone. While not all injuries and deaths are preventable, many are.

The key is to follow critical safety procedures designed to keep workers safe, and while employers have many resources to improve workplace safety, safety data sheets are among the most helpful.

Safety data sheets (SDS) provide critical information about the potential health and safety hazards of materials used in various industries. They also allow workers and emergency personnel to know the proper procedures for handling or working with toxic or dangerous substances.

In this article, you’ll learn about the vital role SDS play in workplace safety, best practices for managing them, and trends affecting workplace safety in 2025 and beyond. 

What is a Safety Data Sheet?

Safety data sheets (SDS) are part of the Globally Harmonized System (GHS) of Classification and Labeling of Chemicals. The system standardizes hazard classification criteria and chemical hazard communication elements worldwide.

The GHS isn’t a regulation; it’s a framework that guides manufacturers through classifying and labeling hazardous chemicals to better protect people and the environment. The GHS streamlines the classification and communication provisions for dangerous chemicals. Without it, one product would require multiple classifications, labels, and safety data sheets (SDS) because various countries’ regulatory systems differ so much.

Previously, safety data sheets functioned like the Material Safety Data Sheet (MSDS) in the Occupational Safety and Health Administration’s (OSHA) Hazard Communication Standard. 

Today, OSHA’s HazCom Standard (HCS) aligns with the GHS and “provides a common and coherent approach to classifying chemicals and communicating hazard information on labels and safety data sheets. This update will also help reduce trade barriers and result in productivity improvements for American businesses that regularly handle, store, and use hazardous chemicals while providing cost savings for American businesses that periodically update safety data sheets and labels for chemicals covered under the hazard communication standard.” 

After aligning with the GHS, OSHA mandated that safety sheets follow a specified 16-section format. The sheets provide comprehensive information for substances or mixtures used in workplace chemical management, ensuring consistency and improved hazard communication.

What Information Is on a Safety Data Sheet? How Is It  Formatted?

Safety data sheets contain 16 sections following OSHA’s format, as shown in the table below. 

Section Number	Section Title	Description
1	Identification	Identify the chemicals on the SDS and recommended uses, along with contact information for the supplier.
2	Hazard(s) Identification	Identify the hazards of the chemical and the necessary warning information associated with them.
3	Composition/Information on Ingredients	Identify the ingredient(s) contained in the product, including impurities and stabilizers.
4	First-Aid Measures	Describe initial care to be provided by untrained responders to an individual who has been exposed to the chemical.
5	Fire-Fighting Measures	Provide recommendations for fighting a fire caused by the chemical.
6	Accidental Release Measures	Provide recommendations on responses to spills, leaks, or releases, including containment and clean-up practices to prevent or minimize exposure to people, places, and the environment.
7	Handling and Storage	Provide guidance on safe handling practices and safe storage conditions.
8	Exposure Controls/Personal Protection	Indicate the exposure limits, engineering controls, and personal protective measures to minimize exposure.
9	Physical and Chemical Properties	Identify physical and chemical properties associated with the substance or mixture.
10	Stability and Reactivity	Describe the reactivity hazards of the chemical and chemical stability.
11	Toxicological Information	Provide toxicological and health effect information or indicate if data is unavailable.
12	Ecological Information	Provide information to evaluate the environmental impact of the chemical if it should be released into the environment.
13	Disposal Considerations	Provide guidance on proper disposal practices, recycling, or reclamation of the chemical to its container as well as safe handling practices.
14	Transport Information	Provide guidance on classification information for shipping and transporting hazardous chemicals by road, air, rail, or sea.
15	Regulatory Information	Identify the safety, health, and environmental regulations specific to the product if they aren’t indicated elsewhere on the SDS.
16	Other Information	Indicate when the SDS was prepared and when the last revision was made.

Keep in mind that the safety data sheet should provide clear information for each section and contain at least the minimum information for each section. If specific information is not applicable or available, clearly state that on the SDS. It’s also important to know whether subheadings or additional information is required for your area.

The Purpose of Safety Data Sheets

A safety data sheet is an informational source about hazards that provides advice on safety precautions. It’s important to note that SDS relates more to products than specific workplaces. 

Still, an SDS allows an employer to develop an active program of worker protection measures and training specific to the workplace, along with measures necessary to protect the environment. Safety data sheets also provide critical information for emergency responders, poison centers, transportation companies that move hazardous chemicals, and professionals and consumers who use pesticides.

Certain criteria determine when an organization needs to create a safety data sheet. Under the GHS, an SDS is required when substances and mixtures meet the criteria for physical, health, or environmental hazards and when they contain ingredients that are carcinogenic, harmful to reproduction, or toxic enough to exceed SDS limits. 

Various authorities may also require an SDS for mixtures that do not meet the criteria for classification but contain hazardous ingredients in certain concentrations. For example, California has stricter requirements than other US states. 

Legal Obligations for Employers

SDS are integral to workplace safety, and employees must always have access to them. Under US law, employers are required to adhere to several regulations regarding SDS, including the Hazard Communication Standard (HCS) by OSHA. 

HCS (29 CFR 1910.1200) mandates that employers maintain a safe workplace by communicating the risks of hazardous chemicals to employees. In practice, that means employers are required to:

• Ensure that all hazardous chemicals in the workplace are labeled and accompanied by an up-to-date SDS.
• Format all SDS according to OSHA’s standardized 16-section layout.
• Train employees on how to read SDS and handle hazardous chemicals safely.

These are just some compliance requirements employers must follow in the US. If you operate internationally, you must fulfill many more requirements for SDS compliance. 

There are also significant risks of noncompliance. Proper labeling, training, and access to SDS empower employees to handle chemicals safely, reducing the risk of accidents and injuries. 

At the same time, it protects employers from lawsuits and business disruptions. A safe workplace benefits everyone, so it’s in organizations’ best interests to follow the letter of the law.

Safety Data Sheet Best Practices

Proper safety instructions can be a matter of life and death in many industries. 

Occupational injuries were responsible for 11% of all work-related deaths worldwide in 2019. In the U.S. alone, 5,283 fatal workplace injuries were recorded in 2023—that’s one worker losing their life every 99 minutes. While following OSHA’s requirements will help you stay compliant, these standards alone can’t keep your employees safe. 

Follow these best practices to ensure your safety data sheets support employee safety. 

Print Durable Safety Labels & Signs

Equipment, chemical storage, and other manufacturing assets require a safety data sheet or other safety information. However, some chemicals and environments can be caustic to traditional printed signs, so you need higher-quality labels to ensure long-term compliance. 

Work with an experienced label and sign company like Metalphoto of Cincinnati to manufacture your safety signs and labels. Our signs are not only OSHA-compliant, but also completely customizable to your use case. 

MPC offers industrial safety signs, custom safety signs, instructional labels, custom equipment labels, and compliance tags for every application to help you create a safe and productive work environment. To ensure your signs and labels are readable for the long haul, opt for a durable, heavy-duty Metalphoto® substrate with crisp, clear images embedded in an anodized top layer. 

Centralize SDS Storage

Your employees likely work with various equipment, chemicals, and materials every day, so it’s crucial to maintain a centralized system where employees can easily access the SDS for all equipment. 

Many organizations digitize this information, but having a physical printed copy on the manufacturing floor is also helpful for quick reference. 

Use well-labeled binders or filing systems in key areas, such as storage rooms or workstations, for physical copies. For digital storage, consider using a cloud-based SDS management system to improve accessibility and organization.

Train Employees

Safety data sheets are useless if employees don’t know how to use them. Provide regular training on how to read, understand, and apply SDS information, including proper chemical handling and emergency response procedures. 

Incorporate SDS access training into new employee onboarding and hold refresher sessions annually.

New Trends in Safety Data Sheets

SDS helps maintain safe work practices. However, with equipment, technologies, and ways of working changing so rapidly, it’s crucial for organizations to stay on the cutting edge of safe labeling practices. 

We predict the following trends will have a significant impact on SDS moving forward. 

1. Digitized SDS Management

While printed copies of SDS can be helpful for quick reference, more organizations are digitizing the manufacturing floor. Digitized SDS not only allows employees to quickly look up information, but it also makes it much easier for management to edit safety data sheets as needed. 

2. Improved System Integration

Safety management systems (SMS) are another tool employers use to protect employees. More organizations are integrating SDS with SMS to seamlessly integrate hazard information into risk assessments, emergency response protocols, and more. Plus, centralizing all data in a single system ensures faster decision-making during emergencies. 

3. Stringent Regulatory Compliance

Experts predict the regulatory landscape will become stricter in the future, especially as workplaces integrate new technologies into their processes. Organizations should always consult their legal team for guidance, but many automated safety tools, such as Corporate Compliance and Oversight (CCO) solutions, can alert you to new requirements and regulatory changes.

4. Greater Mobile Accessibility 

Digitizing safety data sheets makes it much easier for organizations to equip employees with Internet of Things (IoT) enabled devices. This setup allows workers to access critical safety information using smartphones or tablets. There’s no need to rush to a computer or printed guide for information; everything is available on their device in the event of an emergency. 

5. Integration of AI and Automation

Artificial intelligence (AI) and automation are more than tech buzzwords. Many organizations are increasingly using these technologies to streamline workplace safety. For example, automated SDS compliance programs can quickly tell you if regulations have changed. 

AI-powered analytics can even analyze your safety data to highlight potential risks based on your unique business trends.

Don’t Just Comply—Lead in Workplace Safety

Safety data sheets are essential for improving employee safety, fostering a safety-minded culture, and reducing liability. With professionally designed SDS, you can empower employees to confidently handle hazardous or dangerous materials while ensuring your organization adheres to the highest standard of workplace safety. 

Elevate your safety data sheets with durable, high-quality signage that withstands the test of time. Metalphoto of Cincinnati manufactures OSHA-compliant labels and signs designed for even the harshest environments. Request your free label and tag evaluation kit now to see the MPC difference firsthand.

Keep in mind that the safety data sheet should provide clear information for each section and should contain at least the minimum information for each section. If specific information is not applicable or available, clearly state that on the SDS. It’s also important to know whether subheadings or additional information is required for national or regional areas and include it as well.

Frequently Asked Questions