SDS Management for Restaurants: A Kitchen Manager's Complete Guide

Why Restaurants Need SDS Management

Every restaurant uses hazardous chemicals daily — from industrial degreasers and oven cleaners to sanitizers and pest control products. Under OSHA's Hazard Communication Standard, restaurants must maintain Safety Data Sheets for every hazardous chemical in the establishment and make them instantly accessible to all employees.

This isn't optional. Food service is one of the most frequently inspected industries, and HazCom violations are among OSHA's top citations.

Common Chemicals in Restaurants

Here's what most restaurants have on-site that requires an SDS:

Cleaning & Sanitizing

• All-purpose cleaners and degreasers
• Floor cleaners and strippers
• Glass cleaners
• Sanitizing solutions (quaternary ammonium, bleach-based)
• Dish machine detergent and rinse aids
• Hand soap and hand sanitizer

Kitchen-Specific

• Oven cleaners (often contain sodium hydroxide — highly corrosive)
• Grill cleaners
• Fryer boil-out chemicals
• Drain openers
• Stainless steel polish

Pest Control

• Insecticides and rodenticides
• Fly bait stations

Maintenance

• Lubricants and greases
• Adhesives
• Paint and paint thinner (if doing maintenance)

The Paper Binder Problem

Many restaurants still rely on a physical SDS binder kept in the manager's office. This creates serious compliance gaps:

• Night shift workers may not have access to a locked office
• Delivery drivers at off-site events can't access the binder
• Binders get lost, damaged, or disorganized over time
• Finding the right SDS takes too long during an emergency
• Multiple locations each need their own up-to-date binder

Setting Up a Compliant SDS System

Step 1: Inventory Every Chemical

Walk through your entire restaurant — kitchen, bar, restrooms, storage areas, cleaning closets, and maintenance areas. List every chemical product with its:

• Exact product name
• Manufacturer
• Where it's stored
• Where it's used

Most restaurants find they have 20-40 different chemical products.

Step 2: Collect All SDSs

For every chemical on your list, you need a current SDS from the manufacturer. Most manufacturers have SDSs available for download on their website. Your chemical suppliers should also provide SDSs upon request — they're legally required to.

Step 3: Make SDSs Accessible

OSHA requires immediate access during work shifts. The best approach for restaurants:

• Digital SDS system accessible from any phone or tablet
• QR codes posted at chemical storage areas
• Physical backup binder in a known, accessible location
• Training so every employee knows how to find an SDS

Step 4: Train Your Team

All employees must receive HazCom training that covers:

• Where to find SDSs (and how to search them)
• How to read the key sections (hazards, first aid, PPE)
• What GHS pictograms mean
• What to do in case of a spill or exposure

Train new hires on day one and conduct refresher training annually.

Step 5: Keep It Updated

• When you switch cleaning product brands, add the new SDS
• Remove SDSs for products you no longer use
• Review your inventory quarterly

Quick-Access Tips for Busy Restaurants

1. Post QR codes on chemical storage closet doors that link directly to those SDSs
2. Label secondary containers — that spray bottle of degreaser needs a label
3. Keep SDSs in the language your employees read — OSHA requires comprehension
4. Document everything — training dates, attendees, and topics covered
5. Assign a responsible person — typically the kitchen manager or GM

What Happens During an OSHA Inspection

An OSHA inspector may:

1. Ask any employee where the SDSs are kept
2. Pick a random chemical and ask to see its SDS
3. Check that your written HazCom program is current
4. Verify training records exist
5. Check that secondary containers are labeled

If any employee can't quickly locate an SDS, that's a citable violation.

Going Digital

Digital SDS management systems are ideal for restaurants because they solve the core challenges:

• Any employee, any device — search from a phone in 10 seconds
• Multi-location — one system for all your restaurants
• Always current — automatic updates when SDSs change
• Access logs — prove compliance with a clear audit trail
• QR codes — print and post for instant access at point of use