A Safety Data Sheet (SDS) is a required document for all businesses that use, manage, or produce any chemical that may present a health or physical hazard under the Globally Harmonized System (GHS) or equivalent national standard. SDSs must contain detailed information on the proper handling of every chemical present in a company, including protective measures and emergency procedures.
Key Points
- 35% of Safety Data Sheets in the EU Are Noncompliant: A recent ECHA project found that more than one in three SDSs contain outdated or incomplete information, putting workers and companies at serious risk.
- Manual SDS Management Creates Compliance Gaps: Paper-based or spreadsheet systems cannot keep pace with constant regulatory updates, turning administrative errors into compliance violations.
- The Real Cost of Noncompliance Goes Beyond Fines: Outdated SDSs can lead to health incidents, production shutdowns, lawsuits, and lasting reputational harm.
- Sevron's Accelerated Compliance Framework Builds Trust: By helping organisations stay Certified, Competent, and Compliant, Sevron provides a structured, sustainable path to long-term safety excellence.
- Automation Makes Compliance Cheaper Than Crisis: With Sevron MSDS365, automatic SDS updates and audit-ready records transform compliance from a costly obligation into a measurable business advantage.
The Scale of the SDS Compliance Problem
A recent EU-wide project of ECHA's Enforcement Forum found that "35% of the checked safety data sheets (SDS) were noncompliant." This means that more than one in three chemical products in the European Union are currently accompanied by outdated and possibly inaccurate safety information.
What 35% Noncompliance Really Means
While 35% may sound modest, it represents an alarming trend:
- Thousands of workers relying on incorrect or missing hazard information every day
- Millions in potential fines, recall costs, and lost productivity
- Uncounted emergency incidents made worse because responders did not have the right data in time
Why Safety Data Sheets Are Not Optional
SDSs are meant to keep people safe. They tell first responders how to treat exposure, tell supervisors what personal protective equipment to require, and provide safety teams with the exact actions needed when a product formulation changes.
Regulators across jurisdictions require employers to maintain up-to-date SDS and to ensure they are readily accessible to employees.
Further Reading
For more information on SDS requirements, see the SDS FAQ by the Chemical Hazards Communication Society.
The Hidden Costs of Poor SDS Management
The consequences of poor SDS management show up in several ways:
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Human risk: Workers can be exposed to hazards they were not warned about, creating immediate health consequences and long-term trust erosion.
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Emergency response failures: Outdated SDS can delay or misdirect first responders during chemical incidents.
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Financial exposure: Fines, litigation, increased insurance costs and production stoppages add up.
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Operational drag: Time spent hunting for the right SDS, chasing supplier updates, and responding to audits detracts from core business activities.
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Reputational damage: Publicised compliance failures erode trust with customers, partners and prospective hires.
Enforcement Watch: ECHA's REF-15 Project
Upcoming Enforcement Action
Following its 35% noncompliance findings, the European Chemicals Agency (ECHA) has launched its next EU-wide enforcement project (REF-15), targeting the safe use of chemicals in workplaces. Inspectors will assess not only whether Safety Data Sheets (SDS) are compliant on paper, but whether their instructions are properly implemented in real-world operations.
Timeline: Inspections begin in 2027, with results due in 2028.
Why This Matters to You
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If your SDS are outdated or risk controls are not being followed, REF-15 means that companies will be under scrutiny not just for having an SDS, but for actually using the safety information in real operations.
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These enforcement checks will include restricted substances and high-risk cases. Getting ahead now increases your chances of being Certified, Competent, Compliant, rather than reactive when regulators come calling.
Why Manual SDS Management Systems Fail
Manual SDS management strategies such as spreadsheets and email folders are only effective to a point. Eventually, as your company scales (and the number of chemicals you use grows too), your SDS management needs evolve.
Manual systems create a series of weak points that compound over time:
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Version confusion: Without real-time version control, it is difficult to know which SDS is current, especially across multiple locations.
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Fragmented storage: SDS scattered across email attachments, shared drives, or physical binders make quick access nearly impossible during emergencies.
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No audit trail: When inspectors ask who updated what, and when, manual systems rarely have the answer.
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No automatic regulatory alerts: Manual tracking cannot keep pace with ongoing global updates to REACH, CLP, or GHS standards.
Compounding Risk
Every weak link in this chain increases exposure, not only for compliance penalties, but for real-world safety incidents.
How Sevron Helps with Safety Data Sheet Compliance
Designed for real-world safety leaders, Sevron's MSDS365 transforms SDS management from a reactive process into a proactive compliance strategy. At the heart of this transformation is Sevron's Accelerated Compliance Framework that helps you become:
Certified
Every Safety Data Sheet in your system is verified and automatically updated from Sevron's extensive chemical database.
Competent
MSDS365 empowers your team with clear reminders, update alerts, and role-based guidance to ensure chemical handling and hazard management are done safely and consistently.
Compliant
Every action within MSDS365 is tracked with full version histories and audit-ready evidence.
From a single, centralised platform, MSDS365 brings together every SDS, every update, and every compliance record. This way, you are more confident that you have the necessary and most up-to-date documents at any given time. With Sevron, staying Certified, Competent, and Compliant is much easier with an AI-powered, intuitive tool.
Frequently Asked Questions
What Happens If My Safety Data Sheets Are Outdated?
Outdated SDSs expose your workers to incorrect safety information and your organisation to regulatory penalties. Even minor inaccuracies, such as missing hazard classifications or obsolete handling instructions, can lead to accidents, liability claims, and fines.
How Often Should SDSs Be Updated?
An SDS must be reviewed and updated whenever new information about the chemical's hazards or regulatory requirements becomes available. Even so, ECHA generally recommends an annual review if you are using the same chemicals and have no urgent changes.
Who Is Responsible for SDS Compliance in the Workplace?
Employers are legally responsible for ensuring employees have access to accurate and up-to-date SDSs. This includes maintaining a management system that tracks versions, reviews updates, and ensures accessibility.
How Does Sevron's Accelerated Compliance Framework Help with SDS Management?
Sevron's Accelerated Compliance Framework ensures your operations are Certified, Competent, and Compliant:
- Certified: Verified, current SDSs from trusted data sources.
- Competent: Teams guided by reminders, training records, and hazard controls.
- Compliant: Full version histories and audit-ready evidence for every inspection.
Investing in an SDS Management Software
Compliance failures rarely happen overnight. Instead, they build quietly through missed updates, forgotten reviews, and the false comfort of "paper compliance." But when they surface, the costs are immediate and severe.
A single outdated SDS can trigger a cascade of consequences, from halted production to worker injuries. In contrast, investing in automated SDS management through Sevron MSDS365 is a small, controlled expense that prevents unpredictable, high-impact losses.
Do not wait for an inspection or an incident to expose gaps in your SDS compliance. Contact our team to learn how Sevron can help you avoid costly mistakes and build a robust compliance system.
CEO & Founder
Dale founded Sevron Safety Solutions in 2007 with a mission to help businesses comply with Health and Safety regulations through innovative, cloud-based solutions. An award-winning author of 'The Book on Chemical Safety' and founder of The Knights of Safety Academy, Dale has dedicated over 19 years to making workplaces safer. His expertise spans COSHH regulations, chemical safety compliance, and risk assessment best practices.
