How Long Must a Safety Data Sheet Be Kept?

How long must a safety data sheet be kept? It’s a question many businesses get wrong, and it can cost them. In fact, OSHA citations for improper SDS management are among the most common HazCom violations each year.

Whether handling chemicals on-site or working with an SDS provider, understanding retention rules is critical for compliance. Many assume there’s a 30-year requirement for every SDS, but that’s not always the case. The real answer depends on how the material is used and whether exposure records apply.

In this guide, we’ll break down the facts, clear up the confusion, and help build smarter SDS management practices from the ground up.

The Role of a Safety Data Sheet

A Safety Data Sheet (SDS), formerly known as a Material Safety Data Sheet (MSDS), is a detailed document that outlines the hazards, handling procedures, and emergency response guidelines for a chemical product. It’s not just a formality–it’s a vital resource that protects workers, guides emergency planning, and supports regulatory compliance.

Chemical manufacturers and importers are responsible for creating and updating SDSs. Once distributed, it becomes the employer’s job to maintain access to them for anyone working with or around those substances.

Under OSHA’s Hazard Communication Standard (HazCom), employers must keep SDSs for every hazardous chemical in the workplace. The goal is simple: give employees the right to know what they’re working with and how to stay safe doing it. Since OSHA recently updated its HazCom Standards,it’s more important than ever to stay informed

Who Handles an SDS and When

Managing an SDS is a shared responsibility that moves through several stages before it reaches the workplace floor. Understanding each party’s role helps support effective safety document management and minimizes gaps in compliance.

Manufacturers and Importers

These entities are responsible for creating and updating SDSs to reflect the most current safety and hazard information. They must follow specific formatting and content rules outlined by OSHA.

Distributors

Distributors must pass along the correct SDS with every shipment of a hazardous chemical. They serve as the bridge between the source and the end user.

Employers

Employers are responsible for storing SDSs, making them accessible to workers, and keeping their collection current. This step is essential for day-to-day safety and long-term compliance.

Common Misunderstandings About Retention Requirements

One of the most persistent myths about SDSs is that they must be kept for 30 years with no exceptions. This misunderstanding often leads to unnecessary storage, confusion, or even noncompliance with actual requirements.

The truth is, OSHA’s Hazard Communication Standard doesn’t mandate 30-year retention for SDSs themselves. Instead, the 30-year rule comes from a separate regulation focused on employee exposure records and medical histories, not safety documents alone.

While SDS retention laws don’t require every SDS to be stored for decades, employers still need a system to track discontinued chemicals and exposure potential. That’s where accurate documentation becomes essential, even if the SDS itself isn’t kept long term.

Proper retention and management of Safety Data Sheets play a key role in maintaining OSHA compliance and ensuring workplace safety. Knowing what to keep and for how long helps employers follow relevant SDS retention laws without unnecessary paperwork.

Active Chemicals

Employers must maintain an SDS for every hazardous chemical currently in use or stored on-site. This ensures safety information is always available for those handling the chemicals daily.

Discontinued or Superseded Chemicals

When a chemical is no longer used or its SDS is updated, the outdated sheet can typically be discarded. However, companies must follow proper procedures to stay aligned with regulatory requirements.

Keeping Records for Discontinued Chemicals

Even if SDSs are not kept, records documenting hazardous chemicals no longer in use should be retained for up to 30 years. These workplace safety records are important for tracking employee exposure over time.

Employee Exposure Records

OSHA’s 29 CFR 1910.1020 requires employers to maintain accurate documentation of employee exposure to hazardous substances. SDSs can support this documentation, but are not always the sole records needed.

Not sure what a CFR is? Here’s a quick breakdown of how the Code of Federal Regulations works and why it matters in workplace compliance.

Best Practices for SDS Retention and Management

Efficient and compliant SDS management is easier with the right tools and processes. Many organizations improve safety and reduce risk by using electronic SDS management solutions that centralize data and simplify access. Here are key best practices to consider:

Maintain an up-to-date list of all substances
Store corresponding SDSs for each year of use
Document where, when, and by whom each substance is used
Organize current SDSs in a system designed for easy retrieval
Develop clear protocols for when and how to dispose of outdated SDSs

Using a system for safety data sheets online ensures employees can access the latest information instantly, even remotely. Keeping detailed usage records and clear disposal protocols supports compliance and reduces risk. Leveraging software designed for SDS management helps businesses streamline safety documentation and maintain regulatory standards.

Special Cases and Practical Scenarios

When an SDS is superseded due to a formula change or updated hazard information, promptly replacing the old version with the new one is essential. Employers must keep the current SDS accessible to comply with hazard communication standards while retaining previous versions as needed based on exposure risks.

In situations where SDSs aren’t kept indefinitely, alternative records become critical for meeting legal requirements. They include:

Exposure logs
Purchase receipts
Employee medical files

Many organizations now partner with SDS online companies to manage electronic retention, providing easier access and better organization than traditional paper copies. While paper SDSs remain acceptable if well maintained, electronic systems often offer greater efficiency and support compliance more effectively.

Smarter Compliance Starts Here

Knowing how long must a safety data sheet be kept is just one piece of a much larger compliance puzzle. From regulatory timelines to system efficiency, this article highlighted the key elements of SDS recordkeeping and why reliable digital tools are essential.

KHA blends decades of expertise with intuitive software designed to take the stress out of SDS management. Whether you’re a small team or a global operation, our flexible online SDS services grow with you.

Ready to simplify compliance and stay ahead of regulatory demands? Schedule your personalized demo today.