Avoid These Common Mistakes When Implementing SDS Management Software

When a company rolls out new software, especially something as critical as Safety Data Sheet (SDS) management software, the goal is always the same: better compliance, faster access to information, and a safer workplace. But the reality often looks different.

A few months after implementation, things start to slip. SDS are missing. Employees can’t find what they need. Suddenly, the software that was supposed to solve problems has created a new one. That’s because SDS management software only works well when it’s set up right, and a lot of companies get that part wrong.

This article breaks down the common mistakes that trip up safety and operations teams during SDS management software implementation. We’ll walk through where it usually goes off track, how to fix it, and how to make sure your next implementation doesn’t fall into the same traps.

Why SDS Management Software Implementations Fail

SDS management software makes it easier for teams to access up-to-date chemical safety information and stay compliant with OSHA’s Hazard Communication Standard. But having the right tool isn’t enough. Many implementations still fall short, and it usually comes down to a few common mistakes.

1. Poor Data Migration

Chemical data isn’t always clean, and that’s a real problem when switching systems. Often, SDS are saved under inconsistent names, stored in multiple formats, or linked to chemicals that are no longer in use. If this data gets pulled into a new system without proper cleanup, it creates more confusion than clarity.

Another issue: companies sometimes underestimate how many SDS they actually have. A project that starts with good intentions quickly becomes overwhelming, especially if internal teams are juggling other safety tasks at the same time.

Industries with high chemical turnover, like manufacturing or utilities, are especially prone to this. If new chemicals are added regularly and old ones aren’t removed, a messy database grows fast.

The fix: Start small. Tackle one location or department first. Document each step, then apply that structure across the rest of the organization. It’s not glamorous work, but it’s the foundation for everything that follows.

2. No One Trains the Team

A common mistake is assuming the software will “just make sense.” But SDS platforms vary, and what’s intuitive to a safety manager might not be clear to a forklift operator trying to look up a spill response procedure.

When companies skip training, usage drops. Employees resort to what they know, asking a coworker or ignoring the system altogether. In emergencies, this can cost valuable time and increase risk.

Think of onboarding as more than just a one-time walkthrough. Good training sticks when it’s part of the job, not a one-off session at launch. Make it hands-on. Let users practice real scenarios, like searching for an SDS by product name or identifying PPE requirements from a sheet.

The fix: Build training into onboarding and safety meetings. Make sure users understand why SDS access matters, not just how to find it.

3. It Doesn’t Talk to Other Systems

When SDS management software runs separately from the rest of your EHS setup, it creates friction. That friction leads to errors, like having one system show a chemical is in use while another says it's been removed.

Let’s say an incident report is filed about a chemical exposure. If the SDS system isn’t connected, a safety manager has to leave that workflow, search for the right SDS, and manually link it. That’s a waste of time and opens the door to mistakes.

This is especially important in highly regulated environments. If an auditor asks to see documentation for a chemical involved in an incident, you need to be able to pull reports, training records, and SDS details from a single place.

The fix: Choose an SDS system that integrates with your broader safety and compliance tools. That way, when a change happens, like a new chemical added to inventory, it updates everywhere automatically.

However, even with the right strategy in place, a system can still veer off course.

Warning Signs Your SDS Management Software Isn’t Working

The sooner you catch the warning of a poor implementation, the easier it is to fix the issues before they lead to bigger problems.

Here are three red flags that your SDS system needs attention:

• Your team still uses binders and spreadsheets. If they don’t trust the system, or if it’s too slow or clunky, they’ll fall back on paper. That’s a sign the software isn’t usable or hasn’t been fully adopted.
  

• There’s no clear system owner. When everyone assumes someone else is managing SDS, no one is. Sheets go unreviewed, updates get missed, and gaps build up over time.
  

• You find duplicates or outdated SDS. If employees are unsure which version to use, that’s a problem. One outdated SDS could lead to incorrect handling or PPE use, especially in high-risk settings like labs or refineries.
  

What to do:

Start with accountability. Assign ownership of the system, but don’t stop there. Create a review schedule that includes regular checks for expired sheets and unlinked chemicals. Involve department leads to make sure the system reflects what’s actually used on the floor, not just what’s listed in the database.

Also, make sure access is easy. If employees can’t find an SDS in a few clicks, it’s not working. Look for software that prioritizes search speed and mobile access, especially for teams in the field.

Knowing what’s wrong is only half the battle. The next step is finding a solution that not only avoids these issues, but also makes SDS management easier for everyone on your team.

How HSI Makes SDS Management Software Implementation Easier

At HSI, we believe software should make your job easier, not add more to your plate. That’s why our SDS management solution is built into a single, EHS System. You don’t need to juggle multiple systems or chase down files. Everything you need, incident reports, inspections, employee training, and SDS access, lives in one place.

What sets HSI apart isn’t just the technology. It’s how well it fits into the way your team already works.

• Simple, intuitive design makes it easy for anyone to use, whether they’re behind a desk or on the floor.
  

• Mobile access gives your team the ability to pull up SDS in the field, right when they need them.
  

• Seamless integration connects SDS data to the rest of your safety workflows, so nothing gets lost or duplicated.
  

• Expert guidance ensures you’re never on your own. Our team has helped organizations of every size make the switch and avoid the mistakes that slow progress.
  

And with HSI Intelligence, our embedded AI capabilities go even further. It can recommend training based on your chemical inventory, flag potential risks, and help you take action, without jumping between tools. Most SDS software fails because it’s dropped in without a plan. We help you launch with a clear path, strong support, and a platform your team will actually use.

If you’re ready to stop managing SDS the hard way, we’re here to help. Let’s talk about how HSI can make your implementation faster, smarter, and safer, right from the start.