SDS Organization and Optimization Made Easy!

One of the things we’ve noticed over the years in visiting different practice’s is the state of their SDS binder. We often see what we refer to as “Frankenbinders.” Those have chunks missing, pieces of unrelated materials added, and an overall disarray of pages. When you look at it, it gives you feelings of dread and procrastination. You definitely wouldn’t want OSHA to see it if they were to drop by unannounced. SDS organization and optimization is important for practices.

Getting Your Binder Back in Order

We have two ways we can help you with this: 

• You can read this article and follow the simple steps to get your binder back in order.
• OR you can subscribe to our SDS Online program where we keep your SDS organized for you online. This is done with a search engine that you can access 24/7. See end of this article for more info! 

Obtaining SDS

Ensure you have all the SDS you need and avoid wasting time on unnecessary ones. Safety Data Sheets cover products used in your practice with chemical properties as their base. Typically, SDS applies to powders, liquids, pastes, gases, semi-solids, and items with potentially hazardous chemicals. Or, those causing harm via contact, dissolution, or ingestion. Instruments or PPE like sutures, gloves, masks, crowns, and scalpels do not fit this category. Most of these items lack published SDS, so searching for them wastes time.

Some Products Don’t Need SDS

Save time by skipping SDS for products used as household items. For example, if you use Windex only to clean windows when patients are not in the building, you don’t need an SDS for that product.

How do you get the SDS you need? Most products have their SDS available on their website. You can also request a copy through the customer service contact information on the product’s container label. When requesting an SDS, include the product’s full name and any specification numbers to ensure you receive the correct document. “Close enough” does not count with OSHA, including with SDS organization and optimization.

Organizing the Pages

After obtaining all your SDS, organize them alphabetically by product name, as OSHA recommends. Some clients prefer grouping products by type, but OSHA strongly advises alphabetical organization. To make finding products easier, use color-coded sticky tabs for product types (e.g., blue for prophy pastes, orange for epinephrine injections, green for sanitary wipes). This method speeds up searches in your binder. From OSHA’s Hazard Communication: Hazard Classification Guidance for Manufacturers, Importers, and Employers:

“If a chemical meets the definition of hazardous chemical, as defined by the Hazard Communication Standard, and the hazardous chemical is one that requires classification. Then, it must be included on the hazardous chemicals list. OSHA recommends that the list be alphabetized to ease retrieval, stored so that it may be accessed easily, and archived in a secure location for future use.”

SDS Sections

Highlight the most important sections for SDS organization and optimization. The most important sections in your SDS are sections 2, 3, 4, 6, 7, and 8. 

• Section 2: Hazards Identification: This is where you’ll see what kind of damage the chemicals in this product can do and how toxic they are, such as “Serious eye damage/irritation.” This section lets you know how to respond with certain types of chemical contact. 
• Section 3: Composition/Ingredients: OSHA wants to see a chemical index in your SDS binder. Highlighting this section makes this stand out as a part of your chemical index. 
• Section 4: First Aid Measures: This section explains what to do if the product is inhaled, ingested, or makes skin or eye contact.
• Section 6: Release Measures: This is how to dispose of the product properly. Not everything can be disposed of in the trash or flushed down the toilet.
• Section 7: Handling and Storage: Some products require refrigeration, shaking before use, or careful handling.This section tells you how to store and handle the product. 
• Section 8: Personal Protection: This section covers what PPE you need to be wearing when handling the product. 

The Hazard Communication Standard

By keeping your SDS organized alphabetically and highlighting Section 3 of each SDS, you automatically maintain an organized Chemical Inventory which OSHA requires. From OSHA’s Hazard Communication: Hazard Classification Guidance for Manufacturers, Importers, and Employers:

“The Hazard Communication Standard requires employers to maintain a list of hazardous chemicals present in the workplace as a part of the Written Hazard Communication Program (29 CFR 1910.1200(e)). The purpose of having a list of hazardous chemicals at your facility is to document those chemicals used or stored at the facility. Not only will the list facilitate the identification of the hazards presented by the hazardous chemicals at the facility or in a given work area.”

“A complete list of chemicals also may help identify the information you already have on the chemicals or other ingredients used in production of the final product. Since safety data sheets are required for the chemicals you receive, this may be a good place to start the list. The hazards profile developed for each chemical (discussed above) also may be useful to determine which of the chemicals in the facility or work area are considered hazardous.”

Products No Longer in Use

When no longer using a product, write the date (month, day, year) of final use of that product at the top right corner on SDS. Once you have ceased using a product, place it in a separate binder marked “Archived SDS” or “SDS: Products No Longer In Use.”  OSHA requires that SDS for a product be retained/kept for 30 years after the final use of that product (29 CFR 1910.1020(d)(1)(ii)(B)). The reason for this is that SDS are considered to be employee exposure records.

Include the product’s final use date on the SDS to track retention time. If the practice decides to reuse the product, simply white out the recorded date and return the SDS to the “In Use/Current” binder.

Our SDS Online Subscription

Save time by letting us organize your SDS for you! With our SDS Online Subscription program, simply send us a list of your products and their manufacturers, and we handle the rest. Gain 24/7 online access to your SDS through an eBinder search engine, and receive an annual chemical inventory list to keep your records organized and up-to-date.

If you’re interested in the SDS Online program, and efficiently conducting SDS Organization and Optimization, contact us.