What is a Material Safety Data Sheet (MSDS)

A Material Safety Data Sheet (MSDS), now commonly referred to as a Safety Data Sheet (SDS), is a structured document designed to convey essential safety and hazard information about chemical substances and mixtures. Historically, MSDS served as a primary source of hazard communication; since 2012, thematically realigned under the UN‑led Globally Harmonized System of Classification and Labelling of Chemicals (GHS), adopting a uniform 16‑section format.

Why MSDS/SDS matter: These documents are cornerstone tools in occupational and environmental health, facilitating safe chemical management from production to disposal. They benefit a wide audience:

• Employees and laboratory personnel were offered exposure precautions.

• Emergency responders, with first-aid and firefighting guidelines.

• Emergency planners, informing risk assessments and chemical inventories.

• Regulators and compliance officers ensure legality in storage, transport, and use.

Key functions of an MSDS/SDS include hazard identification, emergency response, worker training, regulatory compliance, and environmental safety. The importance is underscored by global data: unsafe chemical practices contribute to an estimated 1.6 million deaths and 45 million DALYs annually, making hazard communication vital.

MSDS vs. SDS: Terminological evolution:

• MSDS: The initial nine-section format introduced by OSHA in the 1980s signified a major shift in hazard communication.

• SDS: Adopted globally by 2012; fully harmonized in the U.S. by 2013, and became mandatory by 2015 under OSHA’s Hazard Communication Standard (HCS).

The transition from MSDS to SDS standardized hazard communication through 16 sections:

1. Identification

2. Hazard(s) identification

3. Composition/information on ingredients

4. First‑aid measures

5. Fire‑fighting measures

6. Accidental release measures

7. Handling and storage

8. Exposure controls/PPE

9. Physical and chemical properties

10. Stability and reactivity

11. Toxicological information

12. Ecological information

13. Disposal considerations

14. Transport information

15. Regulatory information

16. Other information

This structure ensures consistent, comprehensive, and accessible safety information.

Current compliance status (2025): Most countries have adopted SDS aligned with GHS. Notably, Canada’s WHMIS transitioned to GHS-Pictogram compliant SDS by December 2022, with full compliance expected by December 2025. OSHA requires SDS updates within three months of new hazard information.

Historical Development and Regulatory Framework

Understanding MSDS’s history reveals how chemical safety evolved alongside industrial growth and regulatory needs.

a) Origins and Early Developments

Chemical safety documentation dates back to ancient times—Egyptian hieroglyphs warned about handling chemicals safely. In the 19th century, chemists began providing handwritten safety notes to buyers. The Public Health Service later distributed standardized chemical safety sheets early in the 20th century. By the 1940s, the Manufacturing Chemists Association (now the American Chemistry Council) disseminated commodity chemical sheets.

b) Institutionalization under OSHA

• 1960s maritime sector: Introduced 최초 regulatory MSDS requirements.

• 1983 OSHA HazCom: MSDS mandated for manufacturing workers (48 FR 53280), expanded in 1987 across all industries (52 FR 31852).

• 1994 updates: OSHA clarified and strengthened the standard (59 FR 6126)

MSDS sections were not standardized, leading to inconsistency that often compromised safety.

c) GHS Adoption and Transition to SDS

• UN GHS initiated: Developed to align global chemical hazard communication.

• 2012: OSHA revised HCS for GHS compliance. By December 2013, the SDS format was required; full adoption by 2015 (29 CFR 1910.1200).

• EU Regulation: REACH (2006) incorporated SDS obligations; further aligned with GHS in 2008’s CLP Regulation, Annex II updates (2015).

• Canada: WHMIS 2015 harmonized with GHS; transition period until 2025.

d) Australia and Other Jurisdictions

Australia implemented GHS in 2012, with full adoption by 2017. South Africa adopted SANS 11014 in 2010, aligned to GHS as amended post‑2021. Safe Work Australia enforces SDS usage and updates under the Model Code of Practice.

e) Modernization and Digital Trends

Recent trends focus on using ontology systems like SHACL‑SKOS to structure SDS data for pharma and regulatory use. Digitalization—including machine‑readable SDS, QR codes, and integrated safety platforms—is on the rise. These innovations enable rapid access, version control, and cross‑platform consistency.

Anatomy of an MSDS/SDS: Comprehensive Breakdown

A modern SDS comprises 16 defined sections. While legacy MSDS often had 9, 16‑section, B became the global benchmark under GHS. Here’s a detailed breakdown:

1. Identification:

   • Product name, batch, synonyms

   • Supplier/manufacturer contact + emergency phone

   • Recommended and prohibited uses

2. Hazard(s) Identification:

   • GHS hazard classification (e.g., flammable, carcinogenic)

   • Signal words: DANGER or WARNING

   • Hazard statements (e.g., H225: Highly flammable liquid)

   • Hazard pictograms

3. Composition/Information on Ingredients:

   • Chemical identity

   • Concentration ranges and CAS numbers

4. First-Aid Measures:

   • Immediate, delayed measures for inhalation, ingestion, skin/eye exposure

5. Fire-Fighting Measures:

   • Suitable extinguishing agents

   • Hazardous byproducts, protective equipment for firefighters

6. Accidental Release Measures:

   • Spill control, personal protection, waste disposal protocols.

7. Handling and Storage:

   • Safe handling practices

   • Incompatible products, storage conditions

8. Exposure Controls/Personal Protection:

   • Permissible exposure limits

   • Engineering controls; PPE guidelines

9. Physical and Chemical Properties:

   • Appearance, odor, melting/boiling point, pH, solubility, vapor pressure

10. Stability and Reactivity:

    • Conditions to avoid: incompatible materials, hazardous decomposition products

11. Toxicological Information:

    • Exposure routes, acute/chronic effects, LD50, carcinogenicity

12. Ecological Information:

    • Environmental fate, ecotoxicity; increasingly important section due to green chemistry

13. Disposal Considerations:

    • Safe elimination, contaminated packaging disposal

14. Transport Information:

    • UN number, hazard class, shipping labels, marine pollutant warnings

15. Regulatory Information:

    • OSHA, REACH, WHMIS, national regulations; GHS compliance

16. Other Information:

    • Date of preparation or revision

    • References and disclaimers

This uniform structure ensures end‑users can quickly locate critical data and aids readability across industries and borders.

Regulatory Obligations, Compliance, and Update Mechanisms

Ensuring accurate, up-to-date SDS compliance is a legal and ethical requirement globally.

a) Regulatory Authorities and Key Standards

• OSHA (USA): HCS 2012 (29 CFR 1910.1200) mandates hazard classification, SDS format, and timely updates.

• EPA (USA): Under EPCRA, facilities must submit revised SDS within days of a classification change.

• WHMIS (Canada): Strongly aligned with GHS; suppliers must comply fully by December 2025.

• EU: REACH (EC 1907/2006), CLP (1272/2008), and its Annex II specify SDS requirements and language needs.

• Australia: Follows GHS as per the Model Code of Practice updated in 2017.

• Other regions: South Africa’s SANS 11014 aligns with GHS.

b) Obligations: Producers, Suppliers, Employers, and Workers

• Manufacturers and Importers: Must categorize hazards, generate and provide SDS, and update within three months of new data.

• Distributors: Required to pass the latest SDS to customers.

• Employers: Required to maintain SDS (digital or print), ensure accessibility, train staff, and integrate updates.

• Workers: Legally entitled to access SDS, must be trained to interpret and follow them. Failure may result in citations and fines up to $70,000 per violation.

c) Update Mechanisms and Record Retention

• No fixed expiry: SDS remain valid unless new hazard information emerges.

• Mandatory update timeframe: Manufacturers update SDS within three months after discovering new hazard information; six months for label updates.

• Environment and transport: Eco and transport sections updated to reflect regulations like maritime ADR, IATA, and IMDG.

• Record-keeping: OSHA mandates SDS records for 30 years.

d) Enforcement and Penalties

• OSHA audits: Non-compliance—missing sections, outdated SDS format—can trigger citations and monetary penalties.

• Emergency release oversight: Under EPCRA, submission of SDS changes is essential for LEPC, SERC, and fire department notifications.

• Global audits: EU bodies, Canada (Health Canada), and Safe Work Australia conduct checks on compliance and SDS accuracy.

Implementation Challenges and Future Trends

While SDS provides robust frameworks, practical challenges persist, and emerging trends are transforming how they’re used and managed.

a) Common Challenges

1. Comprehension: Dense technical language and unidirectional formatting can impede understanding. Workers often struggle to extract actionable safety information from verbose sections.

2. Version control: Distributed workplaces may hold outdated SDS, posing a serious risk if reliance is misplaced on old hazard data.

3. Digital vs. print: Electronic repositories are cost-effective and searchable, but without reliable access across all shifts or remote operations, they risk non-accessibility during emergencies.

4. Consistency across suppliers: Although GHS standardizes structure, hazard classifications, and phrasing may still vary—manufacturers may inconsistently interpret GHS rules.

b) Emerging Solutions

1. Ontology-based systems: Research like SHACL-SKOS offers machine-actionable SDS that improve integration, retrieval, and compliance across platforms.

2. Digital transformation: SDSs are now accessed via APIs, QR codes, and mobile apps linked to inventory systems; this facilitates real-time updates and version tracking.

3. User-friendly redesign: Industry-led efforts are creating layered SDS formats—concise hazard summaries with expandable technical details to improve usability.

4. Global harmonization updates: GHS edition 8 updates (2023) in Canada and ongoing reviews in the EU, Australia, and other regions keep sections like ecotoxicology and transport current.

c) Strategic Implementation for Organizations

• Central SDS registry tied to procurement systems ensures the most recent SDS immediately accompanies chemical use or shipping.

• Training programs focused on reading key SDS sections—hazards, PPE, and first aid—empower safer handling.

• Internal audits and mock emergency drills ensure the SDS is effective and usable in a crisis.

• Automated alerts within digital SDS systems notify stakeholders of updates, regulatory changes, or emerging hazard data.

• Integration with sustainability goals: Ecological sections (Sec. 12) and regulatory (Sec. 15) align with ESG tracking and compliance.

Levels Of Responsibility Regarding Material Safety Data Sheet (MSDS)

The duty of controlling hazardous chemicals involves the Manufacturers/Suppliers, Employers, and Workers who use the chemicals.

Below is the information regarding the different responsibilities regarding the use of MSDS:

 Duties of the Manufacturer/Supplier regarding MSDS

1. Manufacturers/Suppliers must develop or obtain the MSDS for each controlled product imported or sold for use in a workplace
2. Must ensure the MSDS for the controlled product discloses information that is current at the time of sale or importation of the product, was prepared and dated not more than three years before the date of sale or importation, and is available in both official languages.
3. Must ensure the purchaser of the controlled product has a copy of the current MSDS at the time of or before the purchaser receives the controlled product.

Duties Of The Employer Regarding MSDS

1. The employer must ensure that an up-to-date supplier MSDS is obtained from the supplier the first time a controlled product is received in the workplace, and evaluate the data sheet received to determine its date of production.
2. Employers must maintain up-to-date MSDS as soon as practical, but not later than 90 days after new hazard information becomes available to the employer.
3. The employer should ensure that a copy of all MSDS which are required for the workplace are made readily available at the worksite to workers who may be exposed to the controlled product and the workers should be educated on the procedures for safe use, storage, handling and disposal of controlled products including procedures in the event of an emergency involving the controlled product.

Duties Of The Workers Exposed To The Controlled Product.

1. Exposed workers should follow safe work or preventative measures as instructed by the employer.
2. Knows where the sheets are located and how to find pertinent information on safe use and emergency procedures.

NOTE: Material Safety Data Sheet (MSDS) revisions are required every 3 years or sooner if new product information is available.

Conclusion

Material Safety Data Sheets have evolved from informal safety notes to highly structured, globally harmonized documents—now formally termed Safety Data Sheets under GHS. As of mid‑2025, compliance frameworks across North America, Europe, Australia, and other jurisdictions necessitate SDS with 16 standardized sections, regular updates, digitization, and accessible formats.

Key takeaways:

• MSDS renamed and restructured: 9‑section MSDS became 16‑section SDS under GHS standards.

• Regulatory obligations are evolving: As of June 2025, Canada’s WHMIS and OSHA require full GHS-compliant SDS.

• Continuous improvement and digitization: Ontology-based formats and mobile deployment are modernizing access, comprehension, and compliance.

• Safety and sustainability converge: SDS are not just hazard documents—they’re part of broader environmental, health, and corporate governance strategies.

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