Age of Supplier Documents
Easy question - I hope.
I'm working on updating our SDS records for the chemicals/cleaning products we purchase (SQF Edition 9, Clause 11.2.5). Can you advise me on how "old" an SDS can be? I am under the impression that as long as it is "current" (meaning the SDS complies with the current 16-section standard) that it is OK. The only one I can find for one of the cleaners (non-food contact - used in restrooms, breakroom and office only) does comply with the standard but is dated 2016. I have requested an updated SDS from the manufacturer (we purchase it very infrequently, at retail level), but in the event that they don't respond are we going to get an audit non-conformance based on the age of the SDS? Any thoughts, opinions, stories, facts?? Thanks all!
I request all paperwork from suppliers annually (spec sheet, sds, tds, guarantees, etc) and update them, fill out a checklist saying I do so. As to what is considered old, I don't know what an auditor would think about one from 2016, but if the product hasn't changed and the supplier still sends that out, I don't see how you could be dinged on it? Maybe tho....
Like MDaleDDF we also request everything yearly.
You may be able to get the SDS sheet from the MFG website if you can not get it directly
As a former Auditor I remember maybe 3 times where the company was marked off for way out of date SDS's - where they no longer matched up to what was in use.
And 1 very big one where the item in use was NOT to be used in any facility on or near an area of water with aquatic life - that was in a SHRIMP facility where the facility was built out over a bay - that was an interesting day.
If you can document a review that confirms that the SDS still accurately matches what you use, you should be covered.
If you can document a review that confirms that the SDS still accurately matches what you use, you should be covered.
I concur with this. If you have them listed on your registry, you can add a row to document a verification check. That verification check is 'usually' as easy as going to the manufacturer website and searching for their current SDS on the chemical. If it's the same one you have on file, you just verified that it is current and put the date you verified on your register. If it's a newer one, print it out and replace it.
Busywork, but fairly straightforward.
So which country was it, Glenn?
In New Zealand, SDS must be revised every 5 years. This is a legal requirement under the Hazardous Substances (Safety Data Sheets) Notice 2017.
Hi Miri,
It is not clear whether you have specifications for these chemicals? As per previous posts you should have those and have reviewed them.
Regarding your question, to summarise, you have SDS sheets for all your cleaning chemical and only one of the cleaners (non-food contact - used in restrooms, breakroom and office only) is 9 years old. You are compliant with the SQF Code if you have the SDS sheets and have reviewed them, they are for the chemical as it is supplied now and you have procedures in place to control and comply with the requirements of 11.6.4 Storage of Hazardous Chemicals and Toxic Substances.
It is clearly best practice to get more regular updates and when there are changes but I doubt that a non-conformance would be raised. However, I would be more concerned if you don’t have specifications for your chemicals or if it was a chemical used in the product areas.
Kind regards,
Tony
I review and update our SDS annually.
For our ingredient, produce, meat and packaging suppliers I review the lists monthly and request updated documentation as I see it expire.
Easy question - I hope.
I'm working on updating our SDS records for the chemicals/cleaning products we purchase (SQF Edition 9, Clause 11.2.5). Can you advise me on how "old" an SDS can be? I am under the impression that as long as it is "current" (meaning the SDS complies with the current 16-section standard) that it is OK. The only one I can find for one of the cleaners (non-food contact - used in restrooms, breakroom and office only) does comply with the standard but is dated 2016. I have requested an updated SDS from the manufacturer (we purchase it very infrequently, at retail level), but in the event that they don't respond are we going to get an audit non-conformance based on the age of the SDS? Any thoughts, opinions, stories, facts?? Thanks all!
The problem is, as it stands now, you don't know whether the document you have actually is current. It just happens to be the latest version that you have. At the very least you need a document from the supplier stating that the 2016 SDS is still compliant, but I would ask for a new copy (with an updated publishing date to confirm they've looked at it and made sure everything has been checked). There are several things that have changed in the last 9 years that would require these documents to get updates.
The problem is, as it stands now, you don't know whether the document you have actually is current. It just happens to be the latest version that you have. At the very least you need a document from the supplier stating that the 2016 SDS is still compliant, but I would ask for a new copy (with an updated publishing date to confirm they've looked at it and made sure everything has been checked). There are several things that have changed in the last 9 years that would require these documents to get updates.
I get people asking for updated SDS for our honey all the time.
I tell them we still use the Egyptian hieroglyphs from the first honey SDS and they typically back off on it.