In healthcare, SDS are reviewed at every change and kept current year-round, with most hospitals also doing a yearly library sweep.
SDS guide safe use of disinfectants, sterilants, drugs, gases, reagents, and maintenance products. Frequency ties to risk and change. The plan below blends OSHA rules with daily workflow so staff can find the right sheet fast.
How Often Should Safety Data Sheets Be Reviewed In Healthcare Settings?
OSHA sets no fixed calendar for users. What it does require is simple: the SDS on site must be the latest version and reachable on each shift. Chemical makers add new hazard or protection info within three months of learning it, and distributors send the update with the next shipment. Hospitals then swap in the new sheet and retire the prior one. That chain shapes a rhythm based on events plus a scheduled sweep.
| Trigger | What To Do | Rule/Source |
|---|---|---|
| New chemical added | Get the current SDS before use; add to the library and brief staff | 1910.1200(g)(6), (h) |
| Vendor revision arrives | Replace the old copy everywhere; record the revision date | 1910.1200(g)(5)–(7) |
| Process or task changes | Recheck SDS, labels, and PPE steps; update if needed | 1910.1200(e), (f) |
| Incident or near-miss | Pull the SDS, verify controls, refresh training | 1910.1200(h) |
| Annual inventory | Reconcile products; archive inactive sheets; test access | OSHA guidance |
| USP <800> cycle | For hazardous drugs, tie SDS checks to the 12-month review | USP <800> |
| Pre-survey check | Confirm sheets required by law/reg exist and open quickly | EC.02.02.01 |
What The Rules Say In Plain Words
Two anchors set the pace. First, makers add new info to an SDS within three months. Second, employers keep SDS copies in the workplace and make them reachable on each shift, with no barriers. Electronic catalogs are fine when the network is reliable, workers know the steps, and a backup exists.
Accreditors look for proof that the hospital has the SDS required by law and regulation. A simple rule of thumb follows: if OSHA would expect the sheet, surveyors expect it too. Many teams tie the check to an annual program review so binders and kiosks stay clean.
See 1910.1200(g)(5)–(9) for maker update timing and employer access, and this Joint Commission tool (EP 11 under EC.02.02.01) that lists SDS as documents “required by law and regulation”: Hospital LS/EC review list.
Translating Rules Into A Working Cadence
Use two loops. The event loop fires on any trigger—new product, new revision, new task, or an incident. The calendar loop runs to catch drift. Many hospitals pick a 12-month sweep aligned to inventory work and pharmacy or lab audits.
Who Owns What Across The House
Assign one owner in each area: OR core, central sterile, pharmacy, lab, imaging, respiratory therapy, EVS, facilities, and biomed. Name one corporate owner in EHS to set policy, pick tools, and audit. When a department adds a product, the local owner gets the SDS and alerts EHS. When EHS sees a vendor revision or a rule change, it alerts departments and confirms swaps.
Scope: What Counts As Healthcare Chemicals
Think beyond pharmacy. Include anesthesia gases, reagents, fixatives, hand antiseptics in bulk, quats and bleach, ethylene oxide where present, glutaraldehyde, peracetic acid, low-temperature sterilants, paints and epoxies, and fuels for generators. Each needs a current SDS and quick access on every shift.
Daily Access: Paper, Electronic, Or Both
Pick the method that lets staff open the SDS in seconds. Binders near points of use work in OR cores, sterile processing, labs, and EVS closets. Electronic catalogs suit sprawling systems. If you go digital, show staff where the icon lives, provide a guest login where needed, and keep a backup.
Version Control That Works At 2 A.M.
Keep a master index with product names, unit locations, and the SDS revision date. Store retired sheets in an archive folder marked with the date and reason. In a binder, move the old copy to the archive section. In a digital tool, lock the old PDF and label it “superseded.”
Annual Sweep: A Simple Playbook
Once per year, run a sweep that reconciles products, removes duplicates, and checks that every unit can open SDS quickly. Use spot drills: ask a tech to pull an SDS for a named product and time the steps. Keep drills short, timed, and realistic during the annual sweep.
What To Check During The Sweep
- Every product in stock has a matching, current sheet.
- Section 16 shows current dates for core items.
- Links and kiosks open without login roadblocks.
- Backup access works during a brief outage test.
USP <800> Touchpoints In Hospitals And Clinics
Pharmacies and clinics that handle hazardous drugs follow USP <800>. The chapter calls for an annual review of the assessment of risk and of SOPs. Tie your SDS checks to that 12-month cycle. When the NIOSH list changes or a new antineoplastic arrives, refresh the sheets and spill tasks at the same time.
Common Pitfalls That Delay Surveys
Old MSDS copies in binders, unlabeled secondary bottles, missing sheets for aerosol disinfectants in EVS carts, or a dead kiosk in a satellite clinic. Another snag: a digital system that needs a password on shared PCs or relies on a Wi-Fi link that bogs down in basements. Fix these with a small “SDS access steps” card near workstations and a quarterly click test by supervisors.
Short Answers To The Big Question
There is no fixed count per year. Review SDS at every trigger and run a yearly sweep to catch drift. If you handle hazardous drugs, sync the sweep with the USP <800> annual check. In faster-moving areas like central sterile or lab, add a six-month spot check.
| Task | Minimum Cadence | Reference |
|---|---|---|
| Update after new hazard info | Upon receipt of the revision | 1910.1200(g)(5)–(7) |
| Library sweep | Every 12 months | Program practice |
| USP <800> check | Every 12 months | USP <800> |
| Access drill | Quarterly in high-risk areas | Local policy |
| Chemical inventory | Every 12 months | OSHA guidance |
Step-By-Step Setup For A Clean SDS Program
1) Build The List
Export purchase history, walk storerooms, and scan carts. Map items to departments and list the owner for each. Freeze the product identifiers used on labels, the index, and the library.
2) Pick Access Points
Place a binder or kiosk where people work. OR cores, sterile processing, pharmacy IV rooms, and labs get both—paper at the bench and a screen at the door. Clinics and offices often go digital only, backed by a printed spill-kit set.
3) Train Short And Often
Give five-minute refreshers inside annual HazCom training. Show how to open the catalog, search by product name, and print a copy. Add quick huddles before shifts to demo the steps on the kiosk.
4) Wire In Purchasing
Add one field to the PO flow: “SDS attached?” If not, the PO pauses until the vendor sends the PDF.
5) Audit Without Drama
Each quarter, sample five products per unit. Check that the SDS is current, the link opens fast, and the label matches. Log the timing from click to open. Anything over sixty seconds triggers a fix.
Proof Points You Can Show A Surveyor
- Index with product identifiers, locations, owners, and revision dates.
- Archive folder with retired sheets labeled by date and reason.
- Drill logs with open-time targets met on each unit.
- USP <800> review record tied to hazardous drug sheets.
- Outage plan that keeps access during power or network loss.
Bottom Line
Set a two-loop cadence. Update SDS when change hits, and run a yearly sweep across the library. Keep access fast, keep a backup, and keep a clean trail. That rhythm meets OSHA duties, aligns with surveys, and fits real clinical work.