Standard Operating Procedure for Filing and Archiving Safety Data Sheets (SDS)

1) Purpose

The purpose of this SOP is to provide a standardized process for filing, maintaining, and archiving Safety Data Sheets (SDS) to ensure accessibility, regulatory compliance, and effective communication of hazard information related to chemical substances used in the workplace.

2) Scope

This SOP applies to all departments and personnel responsible for managing hazardous materials and maintaining SDS documentation within the organization.

3) Responsibilities

• SDS Coordinator: Oversee the filing, updating, and archiving of all SDS documents.
• Procurement Team: Ensure that SDS are obtained for all purchased chemicals and forwarded to the SDS Coordinator.
• Department Heads: Ensure that all employees have access to SDS and are trained in their use.
• Employees: Refer to the SDS for information on safe handling, storage, and emergency procedures.

4) Procedure

4.1 Obtaining SDS

1. Request from Suppliers:
   • Ensure that SDS are requested and received with each shipment of chemicals.

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2. Verify Accuracy:
   • Check that the SDS is current and matches the specific chemical product and manufacturer.
3. File Received SDS:
   • Forward the received SDS to the SDS Coordinator for filing and distribution.

4.2 Filing SDS

1. Organize by Categories:
   • Classify SDS based on categories such as chemical type, department, or storage location.

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2. Maintain a Centralized Repository:
   • Store SDS in a designated central location, either physically (e.g., binders) or electronically (e.g., cloud-based systems).
3. Ensure Accessibility:
   • Make SDS readily available to all employees in their work areas and during all shifts.

4.3 Updating SDS Records

1. Schedule Regular Reviews:
   • Review SDS files semi-annually to ensure all documents are up-to-date.

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2. Replace Outdated SDS:
   • Request updated SDS from suppliers if there are changes in chemical composition or regulations.
3. Track Revisions:
   • Maintain a log of SDS updates, noting the version number, revision date, and reason for update.

4.4 Archiving SDS

1. Archive Inactive SDS:
   • Move SDS for discontinued or no longer used chemicals to an archive folder or database, clearly marked as “Inactive.”

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2. Retain Records for Compliance:
   • Keep archived SDS for a minimum of 30 years as per regulatory requirements.
3. Ensure Secure Storage:
   • Store archived SDS in a secure location to prevent damage or loss.

4.5 Training and Communication

1. Train Employees:
   • Provide regular training on how to access, read, and interpret SDS.

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2. Post Notices:
   • Display notices in work areas informing employees about the location of SDS and their importance.
3. Respond to Queries:
   • Address any questions or concerns employees may have about SDS or chemical safety information.

5) Abbreviations, if any

• SDS: Safety Data Sheet
• PPE: Personal Protective Equipment

6) Documents, if any

• SDS Repository
• SDS Update Log
• Employee Training Records

7) Reference, if any

• OSHA Hazard Communication Standard
• ISO 11014: Safety Data Sheet for Chemical Products
• GHS: Globally Harmonized System of Classification and Labelling of Chemicals

8) SOP Version

Version: 1.0

Annexure

Template 1: SDS Update Log

 
 
 
Material Name
 
Manufacturer
 
Version Number
 
Revision Date
 
Reason for Update
 
 
 
Sodium Hydroxide
 
ABC Chemicals
 
3.0
 
DD/MM/YYYY
 
Updated Hazard Classification
 
 
 

Template 2: SDS Access Notification

 
 
 
Location
 
Responsible Person
 
Access Method
 
 
 
Main Office
 
Jane Smith
 
Binder in Safety Office