What Is an SDS?
A Safety Data Sheet is a document that contains important data for a chemical compound. This data includes the chemical constituents information as well as the physical properties of the compound. The SDS also typically includes handling and disposal recommendations for the compound. In addition the SDS will provide toxicity, exposure information and other hazards associated with the compound. Thus, SDSs are an important tool in promoting and maintaining laboratory safety and should be referred to whenever there is a question about how to use, store or dispose of a compound.
What Chemicals Need an SDS?
The short answer is “almost all”. SDSs are needed for all compounds that are used in the research or educational process. The only items that do not need an SDS are those household type products that are used in the same quantity and application one would use in a home. All other items, ranging from analytes from chemical suppliers, to specialty industrial products, to spray paint, to adhesives, require an SDS.
Where Do I Find an SDS?
For many compounds, SDSs are often included in the product shipment. However, the most useful form of an SDS is in electronic format. SDSs can be found in Chematix, associated with the chemical name or bar code of each chemical, or you can simply look up an SDS in an internet search. SDSs can also be downloaded from the manufacturer. If necessary, contact the manufacturer directly for the SDS and have a .pdf emailed to you. Whatever the method, be sure to get the right SDS, as analyte names and product lines can sometimes be confusing. This includes containers of reaction products or byproducts as well as separation processes such as distillations and extractions.
Ensuring You Have the Correct SDS
At first glance, you may think an SDS for a common compound is the same. But they can vary according to manufacturer and revision. Check the following to make sure the SDS you have is appropriate for the compound you are using.
- Manufacturer: You must be sure to get an SDS for the manufacturer of the compound you have. For example, if you have Sigma-Aldrich ethyl alcohol, you must have the SDS from Sigma-Aldrich. An SDS from another supplier (say Fisher Scientific) cannot be used.
- SDS Revisions: SDSs are often updated to reflect the product changes or current understanding about toxicity, etc. You must have the SDS that is associated with the date of manufacture for the chemical you have in your inventory. For example, if you purchased a compound in 2007, you need the SDS that was written for that compound, even if there may be a newer version available. Similarly, if you have an SDS from 2006 for a compound you have been purchasing for some time, you can only use it for current purchases if the SDS has not been revised over that time. Otherwise, you need to get the current version. This need of ensuring you have the correct SDS for the particular product you have in inventory underscores the importance of SDS record acquisition at the time the chemicals are brought in, as that is the only time the SDS are likely to be readily available.
- Format: While hard-copies are required for the Laboratory Notebooks, SDS information is also stored in .pdf form for each lab. For this reason, a copy of the SDS in .pdf is needed. Having the .pdf version will also allow quick replacement of an SDS that is lost or damaged in the laboratory. If you only have a hard-copy, please have it scanned and converted to .pdf so that it can be included in your lab’s SDS folder online. Your department admin can assist with this process.
How To Maintain SDS Records For Your Lab or Facility
Maintaining proper SDS records for your lab is a critical responsibility for the Principal Investigator or Instructor. As mentioned earlier, you must have an SDS that is associated with every compound you have in your chemical inventory. In addition, you must retain an SDS after the compound is discarded.
For example, if you replenished methylene chloride with new stock, and there was a revision change in the SDS between the old stock and the new stock, you need to retain the SDS for the old stock as well as have the SDS for the new stock. A good plan for keeping SDSs records orderly is the following:
When A New Analyte is Acquired
- Download the .pdf of the current SDS from the manufacturer for each compound requested, even for compounds that have already been used in the lab. (This is per COEN chemical order policy).
- Print out a hardcopy of the SDS for your lab safety notebook.
- Mark it at the top with the the purchase date, ex. “Purchased 23-Feb-08”.
- Insert the hardcopy in the SDS section of the Laboratory Safety Notebook
When An Analyte is Transferred From Another Lab
- Email the COEN Safety Liaison notifying them of the transfer. Include in the email a .pdf copy of the SDS to the COEN Safety Liaison and include the date of purchase (if available) and the date of transfer.
- Print out a hardcopy of the SDS and mark it at the top with the the transfer date and lab it was transferred from, ex. “Transferred from MEC 213 on 20-Mar-09”.
- Insert the hardcopy in the SDS section of the Laboratory Safety Notebook
When An Analyte is Used Up or Disposed Of
- Email a .pdf copy of the SDS to the COEN Safety Liaison. Include both the date(s) of acquisition/transfer and the date of disposition in the email.
- Mark the hard-copy of the SDS at the top with the the disposition date, ex. “Disposed of 11-Apr-09”.
- Remove the hard-copy SDS from the Laboratory Safety Notebook and place it in a separate folder labeled “Retired Chemicals- 20YY” so that it includes the year retired. Keep this folder in a safe place.