SDS Organization and Optimization Made Easy

By Gracie Hogue & Caitlin Denison

During our visits to various practices, we often encountered chaotic Safety Data Sheet (SDS) binders—what we call “Frankenbinders.” These are incomplete, cluttered with unrelated materials, and far from OSHA-ready. Here’s how to streamline your SDS binder efficiently:

1. Only Collect SDS You Need

Employers are required to maintain SDS for all chemicals present in the workplace. However, there are exceptions to this rule:

• Household or Consumer Products: If a consumer product is used in the same way a consumer would use it, no SDS is needed. For instance, if you use whiteout in the office to correct documents, no SDS is required. However, if you use the same whiteout to repaint an operatory, an SDS would be necessary as this constitutes non-standard usage.
• Pharmaceuticals in Final Form: SDS are not needed for pharmaceuticals in their final, packaged form—e.g., a bottle of ibuprofen.

For chemicals requiring an SDS, the easiest way to obtain one is to check the manufacturer’s or distributor’s website or contact your company representative.

2. Organize Alphabetically

Accessibility is crucial—in an emergency, you don’t want to spend valuable time searching for the SDS of a spilled chemical. Organizing your SDS alphabetically by product name ensures quick access.

• For Physical Binders: Use color-coded sticky tabs to categorize products (e.g., blue for prophy pastes, green for disinfectants).
• For Digital Files: Name the document after the product, allowing file folders to automatically sort them alphabetically.

3. Highlight Key Sections

Highlighting essential sections of each SDS can make it easier for users to locate critical information. Focus on these sections:

• Section 2: Hazards Identification
• Section 3: Chemical Composition (key for your chemical index)
• Section 4: First Aid Measures
• Section 6: Accidental Release Measures
• Section 7: Handling and Storage
• Section 8: Personal Protection Requirements

4. Maintain a Chemical Inventory

OSHA requires employers to compile a list of hazardous chemicals known to be present in the workplace. This inventory should:

• Use the same product identifiers as those on the corresponding SDS.
• Be kept up to date and cross-referenced with your SDS.

Important: Some states have additional requirements for chemical inventories, so check your state-specific OSHA plan for guidance.

5. Archive Outdated SDS Properly

OSHA mandates retaining SDS for 30 years after the last use of a product, as they serve as employee exposure records. When a product is discontinued:

1. Note the discontinuation date on its SDS.
2. Move the SDS to an “Archived SDS” binder or digital folder for future reference.

6. Need Help?

If compiling your SDS seems overwhelming, consider using an outside vendor to assist you. Companies like Patterson Dental and Total SDS offer user-friendly, electronic SDS database management services.

With these steps, you can transform your SDS binder from a disorganized “Frankenbinder” into a streamlined and OSHA-compliant resource. A well-organized SDS system not only supports compliance but also ensures workplace safety and efficiency.