If you handle chemicals in your workplace, managing Safety Data Sheets (SDS) effectively is critical. According to OSHA, serious violations of the Hazard Communication Standard can result in fines up to $16,550 per violation in 2025, with willful or repeated violations reaching up to $165,500.
Businesses that rely on paper binders, spreadsheets, or outdated systems often struggle to stay compliant and keep employees safe. That’s where SDS online companies like KHA make a difference. With Online-SDS, you can centralize your chemical inventory, access SDS from any device, and ensure all documents are up-to-date automatically.
This blog will explore 7 problems only SDS online companies can solve effectively, from lost SDS and compliance risks to chemical tracking and emergency preparedness. We’ll also answer some frequently asked questions about SDS management so you can see why switching to a digital solution is the safest and most efficient choice. Let’s get started.
Problem 1: Lost or Disorganized SDS
Many businesses still rely on paper binders or spreadsheets to manage their chemical Safety Data Sheets (SDS). These systems can quickly become disorganized as new chemicals are added or older SDS are updated. It’s common for sheets to be:
- Misplaced
- Filed incorrectly
- Overlooked entirely
Missing or outdated SDS can create serious safety risks for employees and leave a company exposed during inspections or audits.
KHA’s Online-SDS provides a centralized digital platform that ensures every SDS is scanned, indexed, and stored in one accessible location. Employees can quickly search for and retrieve any SDS, eliminating the frustration of manual searches and reducing the risk of missing critical safety information.
Problem 2: Compliance and Regulatory Risks
OSHA and other regulatory agencies require workplaces to maintain up-to-date SDS for every hazardous chemical on site. Failure to comply can result in substantial fines and legal consequences.
Manual tracking systems, like spreadsheets or binders, make it difficult to ensure that all SDS are current and accessible, especially during inspections or audits.
With KHA’s system, businesses can maintain accurate and organized SDS records effortlessly. Every document is updated automatically, and reports can be generated quickly to demonstrate compliance. This accessibility reduces the risk of violations and helps companies respond confidently to regulatory inquiries, keeping safety and compliance at the forefront.
Problem 3: Multi-Site Chemical Tracking Challenges
For companies with multiple locations, tracking chemical inventories consistently can be a major challenge. Different sites may use varying tracking methods, leading to:
- Inconsistent records
- Miscommunication
- Duplicate entries
These inconsistencies can create safety hazards and make it difficult to accurately report chemical quantities during audits.
KHA’s HazMat Inventory tool addresses these challenges by allowing real-time tracking across multiple sites. Inventory levels, chemical locations, and user permissions can all be managed from a single platform. This ensures that every site has up-to-date information, reduces errors, and simplifies reporting for regulatory compliance.
Problem 4: Time-Consuming Clerical Work
Manual data entry, spreadsheets, and paperwork consume significant staff time and increase the risk of errors. Employees may spend hours updating chemical lists, filing SDS, or compiling reports, leaving less time for core safety or operational tasks. These inefficiencies can slow down processes and lead to mistakes that impact compliance.
KHA Environmental helps reduce clerical work by providing formula-based reporting and consolidated tools. Instead of managing multiple spreadsheets or manually calculating inventories, staff can generate accurate reports quickly. This streamlined approach saves time, reduces errors, and allows your team to focus on maintaining a safer, more organized workplace.
Problem 5: Delays in SDS Updates
Outdated SDS can be dangerous. Without access to the latest chemical information, employees may handle materials incorrectly or fail to follow proper emergency procedures. Traditional systems that rely on monthly or quarterly updates can leave gaps in critical safety information.
KHA’s service automatically scans, indexes, and updates SDS as soon as they are received. This immediate availability ensures employees always have access to current safety information, reducing risk and improving operational efficiency.
Problem 6: Challenges in Chemical Storage and Labeling
Proper chemical storage is essential for safety and regulatory compliance. Misplaced chemicals, incorrect labeling, or storing incompatible substances together can lead to accidents or regulatory violations. Manual tracking makes it difficult to maintain consistency across storage areas.
KHA’s system integrates chemical storage information directly into the SDS database. Labels, storage locations, and compatibility guidance are all accessible in one platform, helping employees store chemicals correctly and safely every time.
Problem 7: Difficulty Preparing for Emergencies
Chemical spills, fires, or accidents require quick access to SDS and accurate chemical inventories. Delays in finding this information can worsen the situation and increase the risk to employees and property.
With KHA, emergency preparedness is simplified. The system provides 24/7 access to all SDS and chemical inventories, and reporting features allow safety teams to respond quickly. Instant access to critical data improves response times and helps protect both employees and the workplace.
Frequently Asked Questions About SDS Management
Managing SDS can be confusing for businesses handling multiple chemicals. The following FAQs address common concerns and explain how online SDS solutions can help.
How Often Should SDS be Updated?
SDS should be updated whenever a new chemical is introduced or when suppliers revise safety information. Online systems like KHA’s automatically track updates to ensure your records are current.
Can SDS be Accessed Remotely?
Yes. With web-based SDS management platforms, employees can access SDS from any connected device, supporting both on-site and remote teams.
What if My Workplace has Multple Locations?
Multi-site operations can maintain consistent chemical records with online SDS platforms. KHA’s HazMat Inventory allows real-time tracking across all locations, reducing errors and ensuring compliance.
See How KHA Leads Among SDS Online Companies
Managing chemical safety doesn’t have to be complicated. SDS online companies like KHA make it easy to access and organize all your hazardous material information in one place. By using digital tools, businesses can reduce errors, stay compliant, and ensure employees have the information they need to work safely.
KHA’s compliance management software streamlines SDS updates, inventory tracking, and reporting, saving time and minimizing risk.
Contact KHA to schedule a demo and see how our solutions simplify hazardous material management, improve workplace safety, and keep your business compliant with regulations.