OSHA SDS Compliance Guide: Everything Employers Need to Know in 2026

What is an SDS?

A Safety Data Sheet (SDS) is a standardized document that provides critical information about the hazards of a chemical product, safe handling procedures, and emergency measures. Under OSHA's Hazard Communication Standard (29 CFR 1910.1200), every employer who uses hazardous chemicals must maintain accessible SDSs for every chemical in their workplace.

OSHA's HazCom Standard Requirements

The Hazard Communication Standard (HazCom 2012) aligned the US with the Globally Harmonized System (GHS) for classifying and labeling chemicals. Key requirements include:

1. Written Hazard Communication Program

Every employer must have a written HazCom program that includes:

• A list of all hazardous chemicals in the workplace
• How SDSs will be maintained and made accessible
• How employees will be trained
• How labels will be maintained

2. Safety Data Sheets Must Be Accessible

SDSs must be readily accessible to employees during their work shifts. This means:

• Immediate access — employees shouldn't have to search for SDSs
• All shifts covered — including nights and weekends
• All locations — including remote job sites and vehicles
• Electronic access is acceptable if employees can access terminals without barriers

3. The 16-Section SDS Format

Every SDS must follow the standardized 16-section format:

1. Identification — Product name, manufacturer, emergency contacts
2. Hazard(s) Identification — GHS classification, signal word, pictograms
3. Composition/Ingredients — Chemical identity and concentrations
4. First-Aid Measures — Treatment for exposure
5. Fire-Fighting Measures — Suitable extinguishing media
6. Accidental Release Measures — Spill cleanup procedures
7. Handling and Storage — Safe handling precautions
8. Exposure Controls/PPE — Permissible exposure limits, required PPE
9. Physical and Chemical Properties — Appearance, boiling point, flash point
10. Stability and Reactivity — Chemical stability, incompatible materials
11. Toxicological Information — Health effects from exposure
12. Ecological Information — Environmental impact
13. Disposal Considerations — Waste disposal methods
14. Transport Information — Shipping classifications
15. Regulatory Information — Applicable regulations
16. Other Information — Date of preparation, revision date

4. Employee Training

Employees must be trained on:

• How to read and understand SDSs
• Location of SDSs in their workplace
• Physical and health hazards of chemicals they work with
• Protective measures they should take

Common OSHA Violations

Hazard Communication is consistently one of OSHA's most cited standards. Common violations include:

• Missing or outdated SDSs — Not having sheets for every chemical on-site
• Inaccessible SDSs — Locked in an office or only available on one computer
• No written program — Lacking a formal hazard communication plan
• Inadequate training — Employees can't locate or read their SDSs
• Missing labels — Secondary containers without proper labeling

Penalty Structure

OSHA penalties for HazCom violations can be significant:

| Violation Type | Maximum Penalty | |---|---| | Serious | $16,131 per violation | | Other-Than-Serious | $16,131 per violation | | Willful or Repeated | $161,323 per violation | | Failure to Abate | $16,131 per day |

How to Stay Compliant

1. Audit your chemical inventory — Walk every area and document every chemical product
2. Collect current SDSs — Ensure you have an SDS for every chemical, from the manufacturer
3. Make SDSs accessible — Digital systems ensure 24/7 access from any location
4. Train your employees — Document all training with dates and topics
5. Review regularly — Update your inventory and SDSs when new chemicals are introduced
6. Keep records — Maintain training records and chemical inventories

Digital SDS Management

Modern digital SDS management systems like SDSReady eliminate the most common compliance gaps:

• Instant search across your entire chemical inventory
• Always accessible from any device, any shift
• Automatic updates when SDSs are revised
• Access logging to prove compliance during inspections
• QR codes for instant mobile access at the point of use

Switching from paper binders to a digital system is one of the highest-impact steps an employer can take for HazCom compliance.