Safety Data Sheets (SDS) are a critical part of chemical management and must be kept up to date and managed correctly to ensure both safety and regulatory compliance. Despite this, many organisations still rely on manual or partly digital methods to create SDSs, leading to inefficiencies, a higher risk of errors and unnecessary time-consuming work.
By digitalising and automating the process using SDS authoring software, you can reduce workload, improve accuracy and ensure you always maintain control over your SDSs. In this article, we explore five common challenges in SDS creation and how a digital solution can address them.
1. Manual Work Is Time-Consuming and Increases the Risk of Errors
Creating Safety Data Sheets manually is a time-consuming and complex process. Information must be entered by hand each time a product is changed or a new SDS needs to be created. Ensuring that all details are accurate requires input from multiple sources, making the process both resource-intensive and prone to error. A single mistake can render an SDS invalid, requiring it to be reworked and causing unnecessary delays and additional effort.
In addition, regulatory requirements are constantly evolving, meaning companies must stay up to date themselves and manually revise their SDSs to avoid outdated information and potential compliance gaps.
The Benefit of SDS Authoring Software:
Automatic calculations – With SDS authoring software, calculations are automated. The system analyses the product’s properties and classifies it in accordance with applicable regulations, such as CLP, reducing the risk of manual errors.
Smart phrase library – Our iPublisher solution includes an intelligent phrase library, allowing you to reuse approved and compliant phrases instead of rewriting content each time. This saves time and minimises inconsistencies. You can choose to use EuPhraC or import your own phrase libraries to tailor the system to your specific needs.
Pre-filled transport classification – Digital SDS authoring tools often provide automatically populated ADR/RID/ADN transport information by entering a UN number, ensuring that transport classifications are always accurate and up to date.
With a digital solution, you minimise manual work and ensure that you have all the information you need when creating Safety Data Sheets.
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2. Translation and Multi-Market Management Are Complex and Costly
If your company exports products or serves customers in multiple countries, you must create Safety Data Sheets for each market. SDSs must be available in the correct language and comply with local legal requirements. Translating and adapting each SDS manually can lead to inconsistencies between different versions. Translation services also add significant costs, while incorrect translations may result in legal issues. When using external translators, it can be challenging to find professionals with sufficient industry knowledge and the correct technical terminology.
The Benefit of SDS Authoring Software:
Automatic translations – With a digital tool, you can generate automatic translations when creating Safety Data Sheets in multiple languages. Using iPublisher, you can publish SDSs in up to 46 languages with just a few clicks, reducing reliance on costly translation services.
Country-specific compliance – A digital system also ensures that each SDS meets national requirements under REACH and CLP, so you never have to worry about incorrect or incomplete Safety Data Sheets for different markets.
Standardised phrase libraries – By using pre-approved phrases, the risk of translation errors is significantly reduced. You can use phrases developed by our experts or add your own approved content to suit your organisation’s needs.
By automating translations and regulatory adaptations, you eliminate concerns about language barriers or the need for expensive translation services when creating Safety Data Sheets.
iPublisher
Fast and Efficient SDS Authoring
iPublisher is our comprehensive system for creating, publishing and distributing Safety Data Sheets. The platform gives you full control and complete regulatory compliance.
3. SDS Distribution Is Complex and Time-Consuming
When you create a new Safety Data Sheet or update an existing SDS, it must be distributed to customers, authorities and internal stakeholders. With manual handling, there is a risk that the wrong version is sent out. It also leads to unnecessary administration, where emails or paper copies have to be managed manually. In addition, you lack a clear overview of who has received the updated information, increasing the risk of duplicate work.
The Benefit of SDS Authoring Software:
Automated distribution – Send the right Safety Data Sheet to the right customer at the right time. A digital tool significantly reduces manual handling.
ERP integration – Connect the solution, such as iPublisher, to your ERP system and automate SDS distribution as part of the order fulfilment process.
Complete audit trail – See exactly which recipients have received an SDS and when, helping you avoid duplicate work and maintain full traceability.
With a digital solution, you eliminate manual handling and ensure that customers always have access to the latest version of the correct Safety Data Sheet.
4. Regulatory Compliance Is Difficult to Keep Track Of
Chemical legislation is constantly evolving, and companies that fail to keep their Safety Data Sheets up to date risk fines and sanctions from regulatory authorities. This can result in sales bans in key markets and compromised safety for both employees and customers. The same applies when creating Safety Data Sheets from scratch, where missing or incorrect information can quickly lead to compliance gaps.
The Benefit of SDS Authoring Software:
Automatic updates following regulatory changes – A digital tool helps you stay on top of new legislation and ensures that your SDSs always comply with REACH, CLP and other applicable regulations.
Integrated substance database – The system allows you to use ECHA’s harmonised database or import your own substance data, ensuring that the correct and up-to-date information is used.
Regulation-specific adaptations – A digital solution ensures that each SDS is tailored to current national requirements, so you don’t have to manage these adjustments manually.
With a digital system, you can always be confident that you are complying with current legal requirements and standards when creating Safety Data Sheets.
5. SDS Management Must Be Flexible and Future-Proof
Adapting your SDS authoring and management processes can be challenging as your business grows or expands into new markets. Many organisations find that their existing approach does not scale effectively as product portfolios increase. Growth can also make it difficult to work with SDSs remotely. Manual processes often lack integration with other systems, such as ERP platforms or product databases, further limiting flexibility.
The Benefit of SDS Authoring Software:
Cloud-based platform – Work with your Safety Data Sheets from anywhere, without the need for local installation.
Scalable solution – Manage hundreds or thousands of products and adapt the system as your organisation grows.
Integration with existing systems – Some digital tools, such as iPublisher, allow integration with your ERP system or product database, creating a streamlined and efficient workflow.
With a modern and flexible digital solution, you avoid technical limitations and can easily adapt the system as your organisation evolves.
Summary
Creating Safety Data Sheets manually is both time-consuming and error-prone. With a SDS authoring software such as iPublisher, you can:
Reduce manual work and avoid errors
Manage translations and international requirements efficiently
Publish and distribute SDSs effectively
Ensure regulatory compliance without unnecessary administration
Benefit from a flexible and future-proof solution
💡 Want to see how it works in practice?
Book a demo of iPublisher today and take control of your Safety Data Sheets.
