Sds Management

authoring msds

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Authoring MSDS vs. SDS: what “authoring” means today

“Authoring MSDS” is a common phrase, but in most workplaces the correct term is Safety Data Sheet (SDS). Under OSHA’s Hazard Communication Standard (29 CFR 1910.1200), manufacturers and importers must develop SDSs for hazardous chemicals, and employers must ensure those SDSs are readily accessible to employees in their work areas.

In practical terms, safety data sheet authoring (also called SDS authoring or SDS creation) is the process of compiling hazard and product data into the standardized 16-section SDS format aligned with OSHA HazCom and the Globally Harmonized System (GHS). Even if your organization is not legally responsible for generating SDSs (e.g., you are an end user), understanding how SDSs are created makes you better equipped to evaluate quality, spot gaps, and manage documents across your chemical inventory.

A well-authored SDS doesn’t just check a compliance box—it becomes a frontline tool for training, incident response, and safe handling decisions.

OSHA requirements that shape SDS authoring

OSHA’s HazCom standard is the anchor for SDS authoring expectations in the U.S. Key points that affect how SDSs should be written and managed include:

  • SDS availability and access (29 CFR 1910.1200(g)): Employers must maintain SDSs and ensure they are readily accessible during each work shift.
  • SDS content and format (Appendix D of 1910.1200): SDSs must follow the 16-section format and include required information (even though sections 12–15 are enforced by other agencies, OSHA still expects the sections to be present).
  • Labeling alignment (29 CFR 1910.1200(f)): The hazard statements, pictograms, and precautionary statements on labels should be consistent with the SDS.
  • Employee training (29 CFR 1910.1200(h)): Training must cover hazardous chemicals, protective measures, and how to read and use SDS information.

For organizations managing hundreds or thousands of documents, compliance is not only about having SDSs—it’s about having the right SDS, in the right revision, mapped to the chemicals actually onsite, and accessible when it matters.

The 16 sections of an SDS—and what “good” looks like

Safety data sheet authoring follows a defined structure. While every section matters, certain sections commonly cause issues when SDSs are poorly prepared or outdated.

Core sections to get right

  • Section 1 (Identification): Correct product identifier, recommended uses, and supplier contact information. Mismatches here cause downstream confusion in inventories and purchasing systems.
  • Section 2 (Hazard(s) identification): GHS classification, signal word, hazard statements, pictograms, and precautionary statements. This is the cornerstone for labels and training.
  • Section 3 (Composition/information on ingredients): Accurate ingredients, concentration ranges, and CAS numbers as applicable.
  • Section 4–8 (First aid, firefighting, accidental release, handling/storage, exposure controls/PPE): These sections must be internally consistent (e.g., PPE recommendations should align with exposure limits and handling guidance).
  • Section 9–11 (Physical/chemical properties, stability/reactivity, toxicology): Data should be realistic and supported by evidence; contradictions create risk during emergency response.

Common authoring pitfalls

  • Generic copy/paste language that doesn’t reflect the actual mixture
  • Outdated classifications after formula changes or updated hazard data
  • Inconsistent hazard statements between the label and Section 2
  • Missing exposure limits or vague PPE guidance
  • No revision tracking (making it hard to prove you’re using current information)

In-house SDS authoring vs. SDS authoring services

Organizations typically encounter SDS authoring in two ways: creating SDSs for products they manufacture/private label, or evaluating SDSs supplied by vendors.

When in-house SDS authoring makes sense

In-house SDS creation can be appropriate if you:

  • Manufacture or blend chemicals regularly
  • Have qualified staff with hazard communication and toxicology knowledge
  • Maintain strong change-control for formulations and raw materials

However, SDS authoring is specialized work. It often requires interpreting hazard data, applying GHS classification rules, and ensuring the document remains consistent with labels, shipping descriptions, and internal procedures.

When SDS authoring services are a better fit

Many companies choose SDS authoring services when:

  • They need to generate SDSs for a product launch on a deadline
  • They lack internal expertise for classification and regulatory review
  • They sell into multiple jurisdictions and need harmonized documentation
  • They want an independent quality check to reduce liability

Even with third-party authors, you still need a strong internal process to store SDSs, track revisions, ensure accessibility, and connect SDSs to your on-site chemical inventory.

SDS management challenges after authoring (where most programs struggle)

Creating an SDS is only the start. The bigger operational challenge is ongoing safety data sheet management:

  • Version control: Are you using the latest revision for each product?
  • Multi-site consistency: Do all facilities have the same SDS set for shared chemicals?
  • Accessibility: Can employees retrieve SDSs immediately during a spill, exposure, or inspection?
  • Inventory alignment: Do you have SDSs for every chemical actually in use—including samples, aerosols, maintenance chemicals, and contractor supplies?
  • Audit readiness: Can you demonstrate compliance with HazCom documentation and training expectations?

These challenges become more complex as inventories grow, suppliers change, and products are substituted.

Best practices for SDS authoring and document control

Whether you are focused on authoring MSDS documents (legacy term) or modern SDS authoring, these practices help support OSHA compliance and safer operations:

  1. Standardize product identifiers
    • Ensure the product name in purchasing, labels, inventory lists, and Section 1 matches exactly.
  2. Implement revision governance
    • Maintain effective dates, revision numbers, and a clear replacement process so outdated SDSs are removed from circulation.
  3. Cross-check label and Section 2
    • Verify classification, pictograms, signal word, hazard statements, and precautionary statements align.
  4. Validate key exposure and PPE information
    • Ensure Section 8 includes relevant occupational exposure limits and specific PPE guidance, not only generic statements.
  5. Tie SDSs to your chemical inventory
    • An SDS library is most effective when mapped to chemical locations, quantities, and use patterns.
  6. Make access practical for real-world conditions
    • OSHA requires SDSs be readily accessible; that means access during power outages, in the field, and across shifts.

How SwiftSDS supports safety data sheet management after SDS creation

Even the best SDS authoring process can fail if documents aren’t controlled and accessible. SwiftSDS helps organizations operationalize OSHA HazCom requirements with a platform built for SDS lifecycle management.

With SwiftSDS, you can:

  • Maintain a centralized SDS library in a secure cloud-based system so teams aren’t relying on binders or scattered files
  • Support OSHA compliance (29 CFR 1910.1200) by improving document availability and audit readiness
  • Leverage full GHS support to keep hazard communication aligned across SDSs and workplace labeling programs
  • Use chemical inventory management to track chemical locations, quantities, and expiration dates—so your SDS collection matches what’s actually onsite
  • Enable mobile access so workers can retrieve SDS information instantly from any device during an emergency or routine task

If your organization uses SDS authoring services, SwiftSDS also helps you organize incoming documents, manage revisions, and ensure the right SDS is available at the point of use.

For more on building a resilient SDS program, see SDS Management.

Conclusion: SDS authoring is only compliant when it’s managed

Authoring MSDS/SDS documents is a critical step in hazard communication, but compliance and safety depend on what happens after the document is created: controlled distribution, accurate inventory mapping, and immediate employee access—exactly the areas that tend to break down under real-world conditions.

If you can’t find the correct SDS quickly, you don’t really “have” it—especially during an incident or inspection.

Call to action: Streamline your SDS lifecycle from receipt to retrieval. Explore how SwiftSDS can centralize your SDS library, support OSHA HazCom compliance, and connect SDSs to your chemical inventory—so your teams always have the right information when they need it most.