Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.
What an SDS register is
A safety data sheet register is an index of the SDS documents supplied with the substances on site — the sheets that describe each product’s hazards, handling, storage, first aid and emergency information — so people can quickly find the current sheet for any product.
This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — safety data sheets are produced by suppliers to formats that vary by country, and the employer decides how they are managed.
Purpose
- Index the safety data sheets for substances held on site.
- Make the current version of each sheet easy to find.
- Show when each sheet was issued and last reviewed.
- Underpin the chemical register and COSHH-type assessments.
Who maintains it
- A safety lead, store keeper or nominated person keeps it current.
- New substances trigger a request for the supplier’s sheet.
- Superseded sheets are archived when a new version arrives.
- The employer decides who maintains it and how it is shared.
When it is used
- When a new substance arrives and its sheet is added.
- When a supplier issues an updated sheet.
- When assessing a substance or planning emergency response.
- When a worker needs handling, storage or first aid information.
Typical fields
- Product name and supplier or manufacturer.
- SDS version or revision and its date.
- Where the sheet is stored or a link to it.
- Linked entry in the chemical register.
- Date added, review date and owner.
- Example columns only — adapt to your substances and the applicable law.
Common mistakes
- Holding outdated sheets after the supplier has revised them.
- Indexing sheets that no longer match the products on site.
- Storing sheets where workers cannot quickly find them.
- Confusing the SDS index with the assessment of the substance.
Document workflow
An SDS register sits at the base of the substance chain: the supplier’s sheet is obtained first, indexed here, and then used with the chemical register and the COSHH-type assessment completed afterwards. A revised sheet should update the register and prompt a review of the related assessment.
See the related documents below for what is commonly used with and completed after an SDS register entry.
Retention (high level)
Safety data sheets are generally kept while the substance is in use and for a period afterwards, with superseded versions retained in line with the employer’s obligations. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
Safety data sheets are themselves usually PDFs, and the register that indexes them is often exported to PDF for audits. Exporting supports the record; it does not make the sheets official or prove compliance.
Employer checklist
- Obtain a current sheet for every substance held.
- Replace superseded sheets and archive the old versions.
- Make sheets easy for workers and responders to find.
- Link the register to the chemical register and assessments.
Worker notes
- Know where to find the safety data sheet for a product before using it.
- Read the handling, storage and first aid sections that apply.
- Tell your supervisor if a product has no sheet available.
Country considerations
Safety data sheet formats, languages and requirements vary by country, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not legal advice.
Confirm current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for making current safety data sheets available, using them in assessments and for compliance. This page is an educational overview with a template example; it does not make a workplace compliant and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
Free, printable HR & employment resources
Practical, ungated resources to put this into action — no signup.