Safety Data Sheet (SDS)

What is a Safety Data Sheet (SDS)?

An SDS gives you the full safety “story” behind a chemical—what it is, what makes it dangerous, how to store and use it safely, what PPE you need, and what to do if something goes wrong.

You use the SDS to build your chemical controls in practice, including procedures, training, and your broader safety management system. It also supports your documentation and review cycle—especially when you’re updating risk controls using the hierarchy of controls.

The SDS replaced the older Material Safety Data Sheet (MSDS) format when Australia adopted the Globally Harmonized System (GHS). That shift standardised the layout so critical information is always in the same place, which matters when you’re responding under time pressure.

For example, first aid measures are always in Section 4 and firefighting measures are always in Section 5. In a spill or exposure event, you shouldn’t be hunting through inconsistent documents to find urgent instructions.

The 16 Mandatory Sections

Every Australian SDS must follow a strict 16-section structure. This format is required by the Code of Practice for Preparation of Safety Data Sheets for Hazardous Chemicals, recognised across Australian jurisdictions.

Section 8 is especially important when you’re assessing risk on site. It lists Australian Workplace Exposure Standards (WES) and spells out PPE requirements with specificity—not just “wear gloves,” but the material standard and performance expectations.

Section 1 must include an Australian emergency contact number. A missing or international-only number is a common compliance failure in imported SDSs, and it creates real delays if you need urgent advice during an incident.

Why SDSs Matter for Your Business

Work-related injury and illness isn’t just a compliance issue—it has a measurable economic cost. Safe Work Australia–commissioned analysis estimated Australia’s economy would be significantly larger each year in the absence of work-related injury and illness.

Worker protection. An SDS helps you choose PPE that actually works for the substance you’re using. Generic rules like “wear gloves” can fail badly with corrosives, sensitising agents, or carcinogens.

Emergency response. In a fire, spill, or exposure event, responders rely on SDS information to choose safe tactics. Whether a chemical reacts with water or releases toxic fumes changes the entire response plan.

Insurance and due diligence. Insurers and major clients increasingly expect evidence that your chemical management is systematic. A current SDS register supports audits, claims management, and shows you’re managing foreseeable risk.

Environmental protection. Sections 12 and 13 help you prevent environmental harm and manage waste correctly. That reduces the risk of EPA action and reputational damage after a spill.

Supply chain responsibility. If you import chemicals, you effectively carry manufacturer responsibilities for WHS purposes. That means a US or EU SDS isn’t automatically compliant for Australian workplaces.

Legal Requirements and Responsibilities

Australian WHS laws set clear SDS responsibilities across the supply chain. Your obligations depend on whether you manufacture, import, supply, or use hazardous chemicals at work.

Manufacturers and importers. You must prepare a compliant SDS before supply, review it at least every 5 years, and update it immediately when new hazard information becomes available. If you import chemicals, you’re treated as the manufacturer for WHS purposes—you can’t simply pass on a foreign SDS.

Suppliers. You must provide the current SDS at first supply, whenever it’s amended, and on request. The SDS must be provided free of charge.

PCBUs (employers). As a PCBU, you must obtain SDSs for all hazardous chemicals, maintain a hazardous chemicals register, and ensure workers can access SDSs easily. You also need training so workers can interpret SDSs and apply controls in practice.

“Readily accessible” is interpreted strictly. If your workers have to leave the work area, chase a password, or wait for a supervisor to unlock a system, you’re likely not meeting the standard.

Common Challenges

Out-of-date SDSs. SDSs expire 5 years from their issue or last review date. If you keep old versions in your register, you risk relying on outdated classifications, exposure limits, or emergency advice.

Overseas SDSs that aren’t “Australianised.” Imported SDSs often miss Australian contact details, Australian Workplace Exposure Standards, and local transport classifications. If you import, you need to ensure the SDS meets Australian requirements—not just GHS formatting.

Access that looks compliant on paper. A register that exists in an office folder doesn’t help when the work is happening in a workshop, yard, or remote site. If people can’t access SDSs at the point of use, they won’t use them when risk is real.

Register vs manifest confusion. A hazardous chemicals register (containing SDSs) is broadly required where hazardous chemicals are used. A manifest is only required above quantity thresholds and is designed for emergency services, not day-to-day worker reference.

Best Practices

Good SDS management is less about “having the documents” and more about making them usable. Your goal is quick access, current information, and consistent translation into practical controls.

• Audit your SDS register routinely and replace anything older than 5 years.
• Make SDS access available where chemicals are used (and plan for power/internet outages).
• Train workers to use the SDS sections that matter most for their tasks (especially Sections 2, 4, 6, 7, and 8).
• Verify Australian compliance for imported products, including emergency contacts and exposure standards.
• Use SDS information to keep your risk register current and your controls defensible.

When you treat the SDS as a live input into your system—not a filing requirement—you reduce preventable exposure risk. It also makes it easier to demonstrate due diligence if something goes wrong.

GHS Revision 7 Requirements

As of 1 January 2023, GHS Revision 7 is the mandatory standard for classifying and labelling chemicals in Australia. This replaced GHS Revision 3 after a two-year transition period.

GHS 7 introduced new hazard classes (including desensitised explosives) and tightened criteria for some categories like aerosols and eye irritants. If an SDS in your register relies on older classifications, it may be non-compliant for affected products.

This is why the 5-year review rule matters in practice. Documentation standards evolve, and your register needs to keep pace.

Penalties for Non-Compliance

Failure to manage SDSs properly is a criminal offence under WHS legislation, with substantial penalties that increase annually with inflation.

Penalties aren’t the only consequence. Non-compliance can also trigger broader regulator attention, complicate insurance outcomes, and damage your credibility with clients who expect mature safety systems.