Comprehensive OSHA Guide to Safety Data Sheet (SDS) Compliance
Everything you need to know about OSHA's SDS requirements, penalties, and how to stay compliant - without the complexity or high costs.
Introduction to OSHA and Safety Data Sheets
Understanding the foundation of workplace chemical safety
The Occupational Safety and Health Administration (OSHA) is a federal agency under the U.S. Department of Labor responsible for ensuring safe and healthy working conditions by setting and enforcing standards. One key standard is the Hazard Communication Standard (HCS), found in 29 CFR 1910.1200, which aims to protect workers from hazardous chemicals in the workplace.
Central to this standard are Safety Data Sheets (SDS), standardized documents that provide detailed information on the properties, hazards, safe handling, storage, and emergency measures related to chemicals.
SDS are critical because they empower workers with the knowledge needed to handle chemicals safely and respond effectively in emergencies, such as spills or exposures. For U.S.-based businesses dealing with hazardous chemicals, compliance isn't just a legal obligation—it's essential for preventing injuries, illnesses, and costly disruptions.
What OSHA Requires for SDS Compliance
Breaking down the key requirements under the Hazard Communication Standard
SDS Content and Format
Sections 1-8:
- Identification
- Hazard(s) identification
- Composition/information on ingredients
- First-aid measures
- Fire-fighting measures
- Accidental release measures
- Handling and storage
- Exposure controls/personal protection
Sections 9-16:
- Physical and chemical properties
- Stability and reactivity
- Toxicological information
- Ecological information
- Disposal considerations
- Transport information
- Regulatory information
- Other information (e.g., preparation date)
Note: If no information is available for a subheading, it must be marked as "no applicable information." Updates required within 3 months of new hazard information.
Obtain and maintain SDS for each hazardous chemical
Manufacturers must provide with first shipment
Update within 3 months of new information
Retail distributors must provide upon request
Readily accessible during each work shift
No barriers (locked rooms, complex searches)
Mobile workers can access from primary location
Employees trained on access and understanding
Acceptable Formats: Electronic vs. Paper
- No barriers to immediate access
- Backup systems for power outages/crashes
- Employees trained on electronic access
- Hard copies available upon request
- Verified employee access
- Paper copies (if electronic access works)
- Enforcement of Sections 12-15
- Exact chemical formulas (trade secrets)
- SDS for non-hazardous chemicals
- Retail distribution without commercial accounts
Penalties for Non-Compliance with SDS Requirements
Understanding the financial risks of SDS violations
- Missing or Inaccurate SDS: Failure to obtain/maintain or provide upon request
- Inaccessible SDS: Barriers like locked storage, no backups, or untrained employees
- Lack of Training: Employees not informed on SDS access or hazards
- • Healthcare facilities: Up to $16,550 per serious violation
- • Manufacturing: $500–$5,000 average (after reductions)
- • Metal fabrication (2024): $10,000 per violation for missing SDS
- • Repeated offenses: Up to $165,514
In 2024, over 3,000 HCS citations were issued, totaling millions in penalties.
HCS citations issued in 2024
Maximum penalty per willful violation
Most cited OSHA standard
Per day for failure to correct
How Our Software Ensures Easy SDS Compliance
Turn complex OSHA requirements into a seamless process
Effortless SDS Management
Upload, store, and organize SDS in a secure electronic database. Employees access them instantly via QR codes anytime, anywhere, meeting OSHA's "immediate access" rule without paper clutter.
Risk Reduction & Cost Savings
By preventing violations, you avoid fines up to $165,514 per willful issue. Our clients report reduced administrative time, fewer incidents, and peace of mind knowing they're protected.
Always OSHA Compliant
Built specifically for OSHA's requirements with automatic updates, proper 16-section formatting, and fail-safe backup systems that ensure compliance even during outages.
Employee Training Included
Simple training materials and intuitive design ensure your team knows how to access SDS immediately - a key OSHA requirement that many overlook.
Important: Full OSHA Compliance Requires Complete Chemical Inventory
While you can test our system with up to 10 chemicals free, achieving full OSHA compliance requires maintaining your complete chemical inventory. The Professional Plan ($80/year) provides unlimited chemical storage to ensure your business meets all OSHA requirements and avoids costly penalties.
Protect Your Business from OSHA Penalties
Join thousands of businesses that stay compliant without the complexity or high costs
Test with 10 chemicals • Full compliance requires Professional Plan