MSDS vs SDS: What You Need to Know

Material safety data sheets (MSDS) and Safety Data Sheets (SDSs) both provide detailed information on how to handle, store, and dispose of hazardous chemicals safely. However, the main difference is that an SDS is much more standardized and meets specific regulatory requirements, whereas an MSDS is non-standardized. 

MSDS was the standard term used in the United States before the implementation of the Globally Harmonized System (GHS) — a system designed to ensure consistent hazardous chemical safety standards throughout the world.

An MSDS also does not follow a rigid format. This means that information was presented in varying formats depending on the manufacturer or region. The SDS was developed by the United Nations and has been adopted globally under the GHS. The main goal of the GHS was to standardize the classification and labeling of chemicals. 

An SDS is a crucial part of a written hazard communication plan in California. All manufacturers are obligated to provide an SDS to employers. In addition, all employers or businesses are required to follow specific rules that make it easy for employees to understand or access the information contained in an SDS.

CDMS provides SDS-authoring services to manufacturers, and we also ensure that businesses meet the strict standards set employing SDSs to keep their working environments and employees safe. Read on to learn more about the difference between an MSDS and SDS and how CDMS can help. 

Main Differences Between MSDS and SDS

MSDS and SDS serve the same purpose. But think of the MSDS as an older version of the SDS. The MSDS is mostly associated with older regulations such as OSHA’s Hazard Communication Standard (HCS) in the U.S. before the adoption of GHS.

Also, the compliance and formatting in an MSDS were region-based. This means that there could be major discrepancies between states and between countries. Compliance was region-specific, leading to inconsistencies in the way information was presented or understood across regions or borders.

However, the information in an SDS and an MSDS could be the same. As a matter of fact, employers are advised to continue using their MSDS if for whatever reason they have not been provided an updated SDS from a manufacturer or importer. 

The table below provides a summary of the differences between the two.

MSDS	SDS
Does not comply with GHS	Complies with GHS
Region-specific	Relies on a global international standard
Does not include signal words	Includes signal words (e.g., Warning and Danger)
Specific labeling mandates are not required	Mandates specific labeling such as hazard statement, pictogram, and signal word
Includes nine sections	Includes 16 sections

• MSDS is the older, less standardized version primarily used before the adoption of GHS.
• SDS is the current, standardized format under GHS, providing a consistent 16-section layout for better global communication of chemical safety information.

What is the format of an SDS? 

The SDS and its formatting play a major role in the GHS’s attempt to standardize information on hazardous chemicals. As an employer, careful attention should be paid to make sure that this format is followed strictly in the SDSs that manufacturers and importers provide you with. 

SDSs follow a consistent 16-section format. This makes it easy for any using the document in whatever country or industry to locate and understand the necessary information in a timely manner.

Below, we provide details regarding what the format of an SDS sheet should look like, including what each one of the 16 sections would include. 

The 16 Sections in an SDS

Section	Requirement	Description
1	Identification	The scientific name of the chemical  Product number The name of the manufacturer The name of the supplier Contact details of the manufacturer
2	Hazard Identification	GHS toxicity classification Signal word Pictogram Hazard statements Precautionary statements HMIS classification Potential health effects
3	Composition	Formula Molecular weight
4	First-Aid Measures	General advice Specific advice in case of  inhalation Specific advice in case of skin contact Specific advice in case of eye contact  Specific advice if swallowed
5	Fire-Fighting Measures	Conditions of flammability Suitable extinguishing media  Special protective equipment for fire-fighters Hazardous combustion products  Explosion data – sensitivity to mechanical impact  Explosion data – sensitivity to static discharge no data available
6	Accidental Release Measures	Personal precautions Environmental precautions Methods and materials for contaminants and cleaning up
7	Handling and Storage	Precautions for safe handling Conditions for safe storage
8	Exposure Controls/Personal Protection	Personal protective equipment
9	Physical and Chemical Properties	Appearance Safety data
10	Stability and Reactivity	Chemical stability Possibility of hazardous reactions Conditions to avoid Materials to avoid Hazardous decomposition products
11	Toxicological Information	Acute toxicity  Carcinogenicity  Reproductive toxicity Teratogenicity  Potential health effects
12	Ecological Information	Toxicity Persistence and degradability Bioaccumulative potential  Mobility in soil PBT and vPvB assessment Other adverse effects
13	Disposal Considerations	Product Contaminated packaging
14	Transport Information	DOT  IMDG IATA
15	Regulatory Information	DSL status WHMIS classification
16	Other Information	Declarations, copyright, and permissions regarding information in the SDS

As can be seen, an SDS includes quite detailed information. This well-organized information and detail can reduce the chances of mistakes, misreading, and misunderstanding. It means your employees will be in a better position to understand how to handle hazardous chemicals under normal conditions. 

They will also know how to properly react to accidental chemical release or exposure.  So an SDS is not simply a case of fulfilling the requirements of unnecessary red tape. It provides easy-to-follow and international standards and guidelines to ensure a safe and healthy workplace. 

How to use SDSs to enhance EHS in your workplace

In California, Cal OSHA mandates that SDSs are part of a written hazard communication plan. The written hazard communication plan is required to show how employers will deal with the event of employees being exposed to hazardous chemicals. 

SDSs are an essential part of the written hazard communication plan. Manufacturers and importers should obtain or develop an SDS for every hazardous chemical that is produced or imported. These SDSs have to be in English and should be provided to every enterprise or employer where the hazardous chemical is sold. 

It doesn’t simply stop with an SDS. Employers should also ensure that staff are properly trained in reading these documents, as part of right-to-know training. After all, employees are the first line of response in case of emergencies and even the daily handling of these dangerous substances. This means they should be empowered with the knowledge of how to deal with them. 

The following rules should be adhered to by employers according to Cal OSHA:

Employers should have an SDS for every hazardous chemical in the workplace 

This is true for any chemical where there is a risk of chemical exposure for employees under normal operating conditions or in foreseeable emergencies. It is also necessary to record or inventory all such chemicals in the workplace. 

If you were not provided an SDS by the manufacturer or if the SDS that you were provided is missing information, one should be requested from the manufacturer within seven days. If you’re unable to get an SDS within 25 days, you should contact your local Cal OSHA compliance office. 

Make Safety Data Sheets Accessible  

Employers have the responsibility to keep hazardous chemical inventory updated. This means making the most current and relevant SDSs available to all employees in their work areas for every work shift. 

Employees should not have to ask for an SDS. That means, for example, they should not be kept in a locked office or cabinet. Employers may also provide electronic access; however, only under the condition that there are zero barriers to prompt employee access and hard copies can still be provided in the case of emergencies and upon request.

Travelling Between Workplaces

Special requirements should be enforced for cases where employees have to travel between worksites during a work shift. This means that this employee is doing work in more than one geographical location. In such conditions, the SDSs can be kept at a central location at the primary workplace facility. However, you should make sure that employees can quickly get the required information in case of emergencies.  

Update Safety Data Sheets

It is ultimately the responsibility of manufacturers or importers to convert MSDSs into SDSs. However, in cases where they have not yet created a new SDS, you should maintain and rely on the older MSDS. Under all other cases, as an employer or business owner, you should proactively review your list of hazardous chemicals, make sure it’s current, and request SDS replacements for either older MSDSs or SDSs that have been changed or updated.

Conclusion

Both MSDS and SDS serve the same fundamental purpose — to inform employers and employees about the hazards of chemicals in the workplace and to provide enough details to handle them safely. They also provide enough information to make sure employees are knowledgeable about how to both deal with emergencies and how to safely handle these chemicals under ordinary circumstances. 

However, SDSs provide this information in a more structured and globally harmonized manner, improving clarity and reducing misunderstandings. Many countries and regions have shifted from MSDS to SDS as a requirement to align with GHS standards.

Organizations have had to update their safety protocols, train staff on the new SDS format, and replace outdated MSDSs to ensure compliance and maintain safety standards. But that is not all. Even current SDS may need updating. 

An SDS is a crucial part of being EHS compliant in California. The standards for compliance for SDSs and Cal OSHA’s Hazard Communication regulation can be quite strict and complicated. Manufacturers, employers, and businesses may be overwhelmed by these standards. This is where we come in at CDMS. 

We have the expertise, experience, and deep familiarity with Cal OSHA regulations to ensure that you fulfill all the requirements for every SDS and your hazard communication plans. In the case of manufacturers, we provide services to ensure that your SDSs are written to the strict standards required. Get in touch with us today to see how we can help — Speak With One of Our Experts!