By QuiMatrix · Updated
How to organise SDS and technical data sheets
Organising chemical documentation should make it possible for another person to find the right document and understand its context. Before changing tools, agree what you will record, who will review it and how the history will be retained.
SDS, FDS and HDS in supplier documentation
Spanish-language suppliers may label safety data sheets as fichas de datos de seguridad (FDS) or hojas de datos de seguridad (HDS). Use a consistent document type in your internal record while retaining the original language, stated market and source file. Similar labels do not establish that documents are interchangeable: check the product, supplier and context before replacing a version.
1. Choose a manageable set of products
Start with one raw material family or one site. List the references the team actually uses and identify where their documents are stored. A small scope lets quality, purchasing and R&D test the approach before extending it. Avoid moving entire folders without checking for duplicates and documents that are no longer used.
2. Create a document record for each reference
Connect each product to its supplier, SDS, technical data sheet and any additional evidence your team needs. Use a stable internal identifier: trade names can change and different suppliers may use similar names. Retain the original file received and record its source.
3. Separate receipt from review
Receiving a file does not mean its content has been checked. Distinguish at least between awaiting review, reviewed and superseded. Assign a document reviewer and agree how questions should be raised. The date a file was received and the revision date stated in the document are different facts; retaining both prevents confusion.
4. Define what happens when an update arrives
Link the new version to the same product reference, retain the history and record the review conclusion. Where a meaningful difference is found, identify which teams need to assess it. Avoid leaving the only evidence of a decision in a conversation or a file name.
5. Test access with another person
Ask someone who did not organise the record to locate an SDS, identify its supplier and explain its review status. Note where they hesitate and improve the approach. Repeat the exercise with a reference containing several documents and another with outstanding information.
A minimal starting template
| Field | What to record |
|---|---|
| Internal reference | Stable product or raw material identifier |
| Supplier and document | Issuer, document type and original file |
| Separate dates | Version date, receipt date and internal review date |
| Status and owner | Awaiting review, reviewed or superseded; responsible person |
| Version relationship | Previous document and review conclusion |
| Next action | Clarification, supplier request or internal review |
Illustrative example: a raw material has a received and reviewed SDS, while its technical data sheet still needs confirmation. The record should show both situations. A single “complete” indicator could hide the outstanding work.
Raw material document record template
Keep one record per internal reference. If the same product comes from several suppliers, retain the connection between reference, supplier and document. A shared trade name is not enough to justify replacing one file with another.
Download editable template (.txt)Free download. No email required. Open it in any text editor.
INTERNAL REFERENCE: Trade name: Supplier / manufacturer: Relevant use or site: DOCUMENT Type: SDS / technical data sheet / specification / other Document language and market: Version or date stated in the document: Date received: Source and link to original file: Related previous version: INTERNAL REVIEW Status: awaiting document / awaiting review / reviewed / superseded Review owner: Review date: Conclusion and open questions: Next action, owner and follow-up date:
Test the record with five references currently in use, including one with two suppliers and another with missing documentation. Check whether a colleague can find the original and distinguish its revision date from your internal review date. “Reviewed” records a completed internal task; it is not, by itself, a certification.
Before you finish
- Each reference has a shared identifier.
- Version and receipt dates are kept distinct.
- Outstanding documents have an owner.
- Another person can find and explain the record.
How QuiMatrix can help
The QuiMatrix document inventory connects products, raw materials, suppliers and documents. Assisted extraction can help structure information, while the team remains responsible for reviewing it. A demonstration lets you assess this approach against the documents you use.
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