Safety Data Sheets (SDS)
Safety Data Sheets provide employees with detailed information about hazardous chemicals used or stored within The Neighborhood Clinic. Every employee must know how to locate, review, and apply SDS information before using a chemical and during any spill, exposure, or emergency.
Purpose
This SOP establishes expectations for maintaining, accessing, reviewing, and using Safety Data Sheets for chemicals present within The Neighborhood Clinic.
Safety Data Sheets support safe chemical use by identifying product hazards, required protective equipment, first-aid measures, storage requirements, emergency response instructions, and disposal guidance.
Responsibilities
Employees
Know where SDS information is located, review relevant instructions before using unfamiliar chemicals, follow identified safety precautions, and report missing or outdated documents.
Supervisors
Ensure employees understand how to access SDS information and reinforce safe handling requirements within their assigned work areas.
Leadership
Maintain an accurate chemical inventory, obtain current Safety Data Sheets, and ensure SDS information remains readily accessible to employees.
Purchasing Staff
Obtain the applicable Safety Data Sheet when ordering or introducing a new hazardous chemical into the workplace.
When to Review a Safety Data Sheet
Before First Use
Review the SDS before using an unfamiliar chemical or product for the first time.
When a New Product Is Introduced
Employees should receive information about the hazards and precautions associated with newly introduced chemicals before use.
Before Handling a Spill
Review spill response, required PPE, ventilation, containment, and cleanup instructions before attempting cleanup.
Following an Exposure
Use the SDS to identify first-aid instructions and provide relevant product information to medical or emergency personnel.
When Storage Is Unclear
Review storage temperature, ventilation, incompatibility, and container requirements before placing the product into storage.
Before Disposal
Review disposal considerations and follow clinic procedures for approved chemical waste management.
SDS Access Workflow
Identify the Product
Confirm the exact product or chemical name shown on the original container or approved secondary label.
Locate the SDS
Access the clinic's approved electronic or physical SDS system and search for the product by its exact name or manufacturer.
Verify the Product Match
Confirm the product identifier and manufacturer information on the SDS match the chemical container being used.
Review the Relevant Sections
Review the hazard, PPE, handling, storage, first-aid, spill response, and disposal information applicable to the task.
Follow the Instructions
Use the chemical only when the required equipment, environmental controls, and protective measures are available.
Report Missing Information
If the correct SDS cannot be located, notify leadership and do not use the chemical until safety information has been obtained.
The 16 Sections of a Safety Data Sheet
Safety Data Sheets follow a standardized 16-section format. Employees do not need to memorize every section, but they should understand where to find the information needed for safe use, storage, emergency response, and disposal.
1. Identification
Lists the product name, recommended use, manufacturer, supplier, and emergency contact information.
2. Hazard Identification
Describes the product's hazards, signal word, hazard statements, precautionary statements, and pictograms.
3. Composition
Identifies hazardous ingredients and relevant concentration information.
4. First-Aid Measures
Provides immediate instructions for inhalation, skin contact, eye exposure, or ingestion.
5. Fire-Fighting Measures
Explains suitable extinguishing methods, specific fire hazards, and protective equipment needed during a fire.
6. Accidental Release Measures
Provides spill containment, cleanup, emergency response, and environmental precautions.
7. Handling & Storage
Explains safe handling practices, storage conditions, and incompatible materials.
8. Exposure Controls & PPE
Identifies exposure limits, ventilation requirements, engineering controls, and required personal protective equipment.
9. Physical & Chemical Properties
Describes characteristics such as appearance, odor, pH, flash point, and solubility.
10. Stability & Reactivity
Identifies chemical stability, hazardous reactions, incompatible materials, and conditions to avoid.
11. Toxicological Information
Describes likely exposure routes, symptoms, health effects, and toxicity information.
12. Ecological Information
Provides information about potential environmental effects and ecological hazards.
13. Disposal Considerations
Provides guidance for safe product, container, and contaminated-material disposal.
14. Transport Information
Identifies shipping classifications, transport hazards, and special handling requirements.
15. Regulatory Information
Lists safety, health, and environmental regulations that may apply to the product.
16. Other Information
Includes the SDS preparation or revision date and other supporting information.
Electronic & Physical SDS Access
The clinic may maintain Safety Data Sheets electronically, in a physical binder, or through both methods. Regardless of format, employees must be able to access the information promptly during normal operations and emergencies.
Electronic Access
Electronic systems should be available to employees during every shift and should not require unnecessary administrative approval.
Physical Binder
When used, the SDS binder should remain in a clearly identified, accessible location known to all employees.
Backup Access
Leadership should maintain an alternative method of access if the primary electronic system becomes unavailable.
Emergency Availability
Relevant SDS information should be provided to medical personnel, emergency responders, or poison control when needed.
New Chemical Intake Process
Review Before Purchase
When practical, evaluate the hazards, storage requirements, PPE needs, and disposal considerations before purchasing a new chemical product.
Obtain the Current SDS
Request the manufacturer's current Safety Data Sheet before the chemical is placed into routine use.
Add It to the Chemical Inventory
Record the product name, manufacturer, department, and storage location in the clinic's chemical inventory.
Verify Storage & PPE
Confirm the clinic has the appropriate storage area, protective equipment, spill supplies, and disposal process before use.
Train Affected Employees
Provide employees with relevant hazard, handling, PPE, storage, spill, and emergency information before they begin using the product.
Release the Product for Use
Place the chemical into service only after labeling, SDS access, storage, and training requirements have been completed.
Missing, Outdated, or Incorrect SDS
Missing SDS
Notify leadership and do not use the product until the correct safety information has been obtained.
Outdated SDS
Request an updated version from the manufacturer or supplier and replace the older document within the approved system.
Product Mismatch
Do not rely on an SDS that lists a different product, formulation, or manufacturer than the container in use.
Unidentified Chemical
Remove the container from service, restrict use, and notify leadership for identification and approved disposal.
SDS Use During an Emergency
During a spill, exposure, fire, or other chemical emergency, the SDS should be used to support immediate response decisions whenever it is safe to access the information.
Exposure
Review first-aid measures and provide the SDS to the evaluating healthcare provider when appropriate.
Spill
Review accidental-release instructions, PPE, ventilation, containment, and cleanup requirements.
Fire
Review fire-fighting measures, hazardous combustion information, and suitable extinguishing methods.
Emergency Communication
Provide the exact product name, manufacturer, exposure route, and SDS details to emergency personnel.
Do & Don't
✔ Always
• Match the SDS to the exact product.
• Know where SDS information is stored.
• Review relevant sections before use.
• Report missing or outdated information.
• Provide the SDS during medical evaluation when appropriate.
• Maintain backup access for emergencies.
✖ Never
• Use a chemical without available safety information.
• Assume similar products have identical hazards.
• Remove SDS documents without authorization.
• Rely on memory during an exposure or spill.
• Use an SDS from the wrong manufacturer.
• Restrict employee access to safety information.
Employee Competency
- Locates the clinic's electronic or physical SDS system.
- Matches the product container to the correct Safety Data Sheet.
- Identifies the SDS sections related to hazards, first aid, spills, PPE, and storage.
- Uses SDS information before handling unfamiliar chemicals.
- Explains what to do when an SDS is missing or outdated.
- Provides chemical information during an exposure or emergency.
- Recognizes that SDS access must remain available during every shift.
- Reports chemical safety concerns promptly.