Receiving a new SDS should trigger a controlled review rather than an automatic file replacement with no record. The workplace needs to know which product the document covers and whether the update affects its established procedures.
Confirm the match
Check the product name, supplier and relevant identifying information against the supply at the site. A newer document is not useful if it belongs to a different formulation or market. Ask the supplier to clarify uncertainty before using it as the active reference.
Record the date shown on the document and when it was received. Avoid applying an assumed universal “three-year rule”; requirements and responsibilities depend on the applicable jurisdiction and circumstances. Use current authoritative guidance for that question.
Assign a competent reviewer
The person responsible for the workplace chemical programme should determine what needs assessment. Purchasing staff can receive and log the document, but they should not independently decide that a technical change is irrelevant to operations.
Provide the reviewer with the previous version and the related task instructions. This supports a comparison without expecting employees to discover changes while performing a cleaning job.
Track the response
A revision record can contain:
- Product and document identity.
- Previous and new revision dates.
- Supplier explanation or update notice.
- Person reviewing workplace implications.
- Instructions or training requiring attention.
- Date the active record was updated.
Keep unresolved questions open until the responsible person has an answer. Do not label a review complete simply because the PDF was uploaded.
Communicate a usable change
Where a workplace procedure changes, explain the relevant task impact to affected employees and update the active instruction. Keep the document history according to the organisation’s records policy, with archived material clearly distinguished from current references.
Consult CCOHS information for suppliers and importers and the relevant workplace authority for current requirements. The Aspin SDS centre provides available online copies; contact Aspin to confirm the document appropriate to your product supply.