In the logistics and warehousing industries, understanding how to read a Safety Data Sheet (SDS) is as much a regulatory necessity as it is a potential life-saving measure. When handling hazardous materials, one wrong move due to misunderstanding or lack of information can lead to serious health risks, environmental damage, or costly violations.
Whether you’re handling, shipping, or storing hazardous chemicals, knowing where to find SDSs and how to interpret them can protect your team and keep your facility compliant.
What Is a Safety Data Sheet (SDS)?
A Safety Data Sheet (SDS) is a detailed document that provides information about the properties, hazards, handling, storage, and emergency procedures for chemicals and substances. SDSs are designed to help employers, employees, first responders, and environmental agencies manage chemical risks.
The primary purpose of a Safety Data Sheet is to communicate essential safety and health information about chemicals to those who use or may come into contact with them. This includes:
SDSs are a critical part of a company’s safety protocols and risk management strategies. Without them, workers might not be fully aware, prepared, or equipped to handle dangerous materials.
How Many Sections Are in a Safety Data Sheet?
An SDS is divided into 16 standardized sections under the Globally Harmonized System (GHS). These sections ensure that safety data is communicated in a consistent and organized manner worldwide.
Here’s a quick overview of what each section includes:
Identification – Includes product identifier, manufacturer or distributor name, address, phone number, emergency contact, and recommended use of the chemical.
Hazard(s) identification – Describes the chemical’s classification, signal word (like “Warning” or “Danger”), hazard statements (e.g., “Causes skin irritation”), pictograms, and precautionary statements.
Composition/information on ingredients – Lists chemical ingredients, common names, concentrations (ranges), and CAS numbers (Chemical Abstracts Service). Crucial for identifying components and assessing risks.
First-aid measures – Provides immediate steps to take in case of exposure through inhalation, ingestion, skin, or eye contact. Also outlines symptoms and when to seek medical attention.
Fire-fighting measures – Outlines suitable extinguishing media, specific hazards from combustion, and advice for fire responders, such as protective equipment or evacuation instructions.
Accidental release measures – Details emergency procedures for spills, leaks, or accidental releases, including containment, cleanup methods, and precautions for personnel and the environment.
Handling and storage – Provides guidelines for safe handling practices, including ventilation requirements, as well as storage conditions like temperature and compatibility with other materials.
Exposure controls/personal protection – Lists OSHA or ACGIH exposure limits, engineering controls (like fume hoods), and personal protective equipment (PPE) needed—gloves, goggles, respirators, etc.
Physical and chemical properties – Includes information such as appearance, odor, pH, melting point, boiling point, flash point, solubility, vapor pressure, and flammability.
Stability and reactivity – Describes the chemical’s stability under normal conditions and outlines conditions/materials to avoid, potential hazardous reactions, and decomposition products.
Toxicological information – Covers health effects and exposure symptoms, including acute and chronic toxicity data, likely routes of exposure, carcinogenicity, and organ effects.
Ecological information – Provides data on environmental impact, including toxicity to aquatic life, persistence and degradability, and bioaccumulative potential.
Disposal considerations – Offers guidance on safe disposal practices, including proper methods for chemicals, containers, and contaminated packaging in accordance with local regulations.
Transport information – Includes UN number, proper shipping name, hazard class, packing group, special precautions, and any transport-specific regulations for road, air, or sea.
Regulatory information – Outlines regulatory status under various national or international safety laws (OSHA, EPA, REACH, etc.), including safety, health, and environmental regulations.
Other information (including preparation date) – Contains the SDS revision date, preparation or last update date, and any additional data not covered elsewhere, such as key references or disclaimer language.
What Information Is Required on a Safety Data Sheet?
Each SDS must include accurate and complete data covering the following required elements:
Product name and manufacturer contact details
Detailed hazard classifications
Recommended PPE (Personal Protective Equipment)
First-aid response steps
Spill or leak procedures
Safe storage and transport instructions
Chemical and physical properties
Stability and reactivity data
Who Is Responsible for Providing and Maintaining Safety Data Sheets?
Chemical manufacturers, importers, and distributors are responsible for providing an SDS for every hazardous chemical. However, employers such as warehouse operators, 3PL providers, and logistics firms are responsible for:
Maintaining up-to-date SDSs
Making them accessible to employees
Training workers on how to read and use them
If a company fails to comply with SDS requirements, it can result in serious OSHA penalties and safety violations.
When Are Safety Data Sheets Required?
SDSs are required whenever hazardous chemicals are used or stored in the workplace, transported or handled by employees, and/or supplied to other facilities or customers. This requirement applies to all workplaces under OSHA jurisdiction, including warehouses, manufacturing plants, and logistics centers.
Where to Find Safety Data Sheets
If an SDS isn’t readily accessible, there’s little point in having one at all. SDSs must be available to all employees during every shift. Today, many companies:
Keep hard copies in binders near workstations or storage areas
At Porter Logistics, workplace safety is a top priority. We work to ensure that SDSs are always available and regularly reviewed as part of our compliance protocol.
How Long Must a Safety Data Sheet Be Kept?
OSHA does not specify an exact timeframe for retaining SDSs, but best practices and some regulatory interpretations recommend keeping SDSs for as long as the chemical is used or stored.
It’s also recommended to retain old SDSs for at least 30 years as part of exposure records (per OSHA standard 1910.1020). Maintaining historical SDSs is important for long-term worker health tracking and legal compliance.
How to Create a Safety Data Sheet (SDS)
If you’re a manufacturer or distributor introducing a new chemical to the market, you must prepare an SDS that meets GHS standards. Here’s how to create one:
Identify the substance and intended use
Gather hazard data from lab testing and regulatory databases
Review and update regularly as new data becomes available
For most companies in logistics and warehousing, creating SDSs isn’t necessary, but knowing how to interpret them is crucial.
Wrapping Up: SDS Awareness Matters
When you learn how to read a Safety Data Sheet, you’re doing more than just checking off a compliance requirement, you’re understanding a cornerstone of warehouse safety. Whether you’re managing hazardous freight, running a distribution center, or operating a 3PL warehouse, knowing how to navigate and act on SDS information can make a real difference in workplace safety.
At Porter Logistics, our teams are trained to work safely with chemicals and maintain full SDS compliance across all operations. Looking for a logistics partner that prioritizes safety and compliance? Contact Porter Logistics today to learn how we can support your supply chain needs.
