Why proper identification, handling, and storage matters in SDS management
In any workplace that uses or stores chemicals, proper identification, safe handling, and correct storage are the controls that prevent injuries, fires, releases, and costly compliance gaps. Safety Data Sheet (SDS) management ties these activities together by ensuring workers and supervisors can quickly access the information they need to work safely.
A common question is: who is responsible for ensuring the proper identification handling storage of hazardous chemicals? Under OSHA’s Hazard Communication Standard (HCS), 29 CFR 1910.1200, responsibility is shared—but not equal. Manufacturers and importers must classify hazards and provide labels/SDSs, while employers must implement a comprehensive program to make sure those hazards are communicated and controlled in day-to-day operations.
Who is responsible: the shared responsibilities under OSHA 29 CFR 1910.1200
OSHA’s HCS is built on a chain of responsibility. If any link breaks—incorrect label, missing SDS, untrained worker, poor storage—the system fails. Here’s how the responsibilities typically divide.
Chemical manufacturers, importers, and distributors
Under 29 CFR 1910.1200, upstream entities are responsible for creating accurate hazard information and passing it down the supply chain.
Key responsibilities include:
- Hazard classification of chemicals (health and physical hazards)
- Providing a compliant SDS (GHS-aligned 16-section format)
- Applying GHS-compliant labels to shipped containers (product identifier, pictograms, signal word, hazard statements, precautionary statements, and supplier information)
- Ensuring updated hazard information is communicated when classifications change
While these parties don’t control how you store chemicals at your facility, they must provide the information you need to store and handle them safely.
Employers: the primary duty to ensure safe identification, handling, and storage
In practice, the employer is the party responsible for ensuring proper identification, handling, and storage at the workplace. OSHA’s HCS requires employers to build and maintain a hazard communication program that works where employees actually use chemicals.
Employer responsibilities under 1910.1200 include:
- Maintaining a written Hazard Communication Program
- Ensuring containers in the workplace are labeled (including secondary containers)
- Ensuring SDSs are readily accessible to employees during each work shift
- Providing effective employee training at initial assignment and whenever new hazards are introduced
- Maintaining a chemical inventory list that aligns with SDSs on hand
These requirements directly impact identification (labels and product identifiers), handling (training and procedures), and storage (compatibility controls, segregation, and condition/expiration monitoring).
Supervisors and managers: implementation and enforcement
Supervisors typically carry the day-to-day responsibility for making sure the employer’s program is applied consistently. This includes:
- Enforcing labeling rules for secondary containers
- Verifying workers are following SDS-guided precautions (PPE, ventilation, hygiene)
- Coordinating safe storage: segregation, housekeeping, spill readiness
- Ensuring new chemicals are reviewed before use (“no SDS, no use” policies)
Supervisors are often the first line of defense against “informal” practices like pouring solvents into unmarked bottles or storing oxidizers next to combustibles.
Employees: follow training, use labels/SDSs, report issues
Employees are responsible for:
- Following training and site procedures
- Reading labels and SDS sections relevant to their task (e.g., PPE, first aid, spill response)
- Reporting missing labels, damaged containers, leaks, or missing SDSs
OSHA places the duty to provide information on employers, but workers have a practical role in maintaining safe conditions.
EHS, safety coordinators, and SDS administrators
Many organizations assign SDS and chemical safety tasks to an Environmental, Health & Safety (EHS) manager or a designated SDS administrator. Their responsibilities commonly include:
- Managing the SDS library and ensuring documents are current
- Auditing labels, storage areas, and chemical inventory
- Coordinating training content tied to actual chemicals on site
- Supporting incident response and recordkeeping
A centralized tool like SwiftSDS supports these roles by making SDS retrieval, inventory tracking, and compliance workflows easier to execute consistently.
What “proper identification” means (and where OSHA focuses)
Proper identification starts with product identity and hazard communication that matches the chemical in the container.
Primary and secondary container labeling
OSHA requires that shipped containers arrive labeled under 1910.1200(f) and that workplace containers are labeled unless they meet a narrow “immediate use” exception. In real operations, that means:
- Every container should have a product identifier that matches the SDS and chemical inventory
- Secondary containers should be labeled with either full GHS elements or an approved workplace labeling system that communicates the hazards effectively
- Labels must be legible and not defaced
SDS access and the “readily accessible” requirement
Under 1910.1200(g), SDSs must be readily accessible to employees in their work area during each work shift. In a multi-site or high-turnover environment, paper binders can become incomplete or out of date.
SwiftSDS helps by providing mobile access to SDSs so employees can retrieve critical information quickly—without hunting for a binder or relying on a single shared computer.
What “proper handling” means: training, procedures, and task-level controls
Handling isn’t just “be careful.” It means employees understand the hazards and apply task-specific controls.
Training requirements under the Hazard Communication Standard
OSHA requires employers to provide training under 1910.1200(h) so employees understand:
- How to detect chemical releases (visual cues, odors, monitoring)
- The physical and health hazards of chemicals in the work area
- Protective measures (engineering controls, work practices, PPE)
- Details of the hazard communication program, labeling, and SDS use
SDS management matters because training must reflect the actual chemicals present. If your SDS library and inventory are incomplete, training can drift away from reality.
What “proper storage” means: compatibility, conditions, and inventory control
OSHA’s HCS doesn’t provide a full storage code like NFPA standards do, but it requires employers to use hazard information to protect workers. SDS sections (especially Sections 7, 8, 10, and 13) help determine safe storage practices.
Key storage responsibilities typically include:
- Segregation by compatibility (e.g., acids away from bases; oxidizers away from organics/flammables)
- Controlling ignition sources for flammables and using appropriate cabinets
- Maintaining proper ventilation where required
- Preventing deterioration (temperature/humidity control)
- Managing expiration dates and container integrity
- Spill containment and housekeeping
SwiftSDS supports storage programs by pairing a chemical inventory management system (locations, quantities, and expiration dates) with fast SDS access—so storage decisions are based on current hazard information.
How are standards for hazardous materials developed?
The question how are standards for hazardous materials developed matters because it explains why your workplace has to align SDS management, labeling, and training with multiple layers of guidance.
The role of OSHA and federal rulemaking
OSHA develops and updates regulations through a formal rulemaking process that typically includes:
- Identifying a workplace hazard or regulatory gap
- Publishing proposed rules and gathering stakeholder input
- Reviewing scientific/technical evidence and feasibility
- Issuing final rules and enforcement guidance
For hazard communication, OSHA’s HCS (29 CFR 1910.1200) was aligned with the Globally Harmonized System (GHS) to standardize classification, labels, and SDS format.
Consensus standards and international systems
Many hazardous materials practices also draw from consensus and international bodies, such as:
- GHS (a UN system used as the basis for classification/labeling frameworks)
- ANSI standards for safety signs/labels
- NFPA codes and recommended practices affecting storage, flammability, and fire protection
Employers typically must comply with OSHA regulations, but using recognized consensus standards often helps demonstrate that you’re applying hazard information effectively.
Common SDS management failures that undermine identification, handling, and storage
Even strong safety programs can struggle with administrative breakdowns. Common failure points include:
- Missing SDSs for newly introduced chemicals
- Multiple versions of an SDS circulating across departments
- Secondary containers left unlabeled or labeled inconsistently
- Inventory lists that don’t match what’s actually on shelves
- Chemicals stored in the wrong areas due to unknown compatibility hazards
A centralized system like SwiftSDS reduces these risks by providing one source of truth for SDSs, supporting GHS labeling alignment, and giving teams a practical way to keep inventory and storage locations current.
Best practices to clarify responsibility and stay compliant
To clearly answer who is responsible for ensuring the proper identification handling storage, employers should assign owners and verify performance.
Recommended actions:
- Define roles in the written HazCom program (EHS, supervisors, department leads)
- Implement a “no SDS, no use” receiving rule
- Standardize workplace/secondary container labeling and audit it routinely
- Keep an accurate inventory with location-level detail
- Train employees on the chemicals they actually use and store
Important: If employees can’t access the SDS instantly, or labels don’t match the product identifier on the SDS and inventory, you’re likely exposed to both safety risk and compliance risk under 29 CFR 1910.1200.
Streamline SDS responsibility with SwiftSDS
Managing identification, handling, and storage isn’t about chasing paperwork—it’s about ensuring reliable hazard information and consistent execution across your facilities. SwiftSDS provides a centralized SDS library, OSHA-aligned workflows, GHS support, chemical inventory tracking, and mobile access so workers can find critical information right when they need it.
Explore how a modern SDS system can strengthen your program with Safety Data Sheet management.
Call to action: Ready to reduce missing SDSs, improve labeling consistency, and connect chemical inventory to real storage locations? Request a SwiftSDS demo and see how centralized SDS management can help your team maintain OSHA HazCom compliance and safer chemical handling.