The MSDS database contains supplier Material Safety Data Sheets, in English. Material safety data sheets in French are available in the FTSS database.

• How many data sheets are included?
• Can I search by CAS number?

Sources

• Where do the data sheets come from?
• Where can I find the lists of companies to the MSDS/FTSS databases?
• Why do companies provide their MSDS collections for the CCOHS database?

Currency

• How current are the data sheets?
• Some data sheets are older than 3 years. Is this permissible?
• There are sometimes several dates present in the MSDS database records; what do they mean?
• The MSDS disc is issued/updated quarterly, but what about changes that occur between issues?

Content

• Do you have lab chemicals? Pesticides? Pharmaceuticals?
• What percentage are from US/Canada?

Compliance

• Do data sheets in the database meet US and/or Canada legal requirements?
• Can I use the MSDS service instead of keeping paper data sheets?
• What makes the CCOHS MSDS database different? Why should I use this database when there are data sheets freely available on the Internet?

Adding MSDSs

• As a subscriber, how can I add my suppliers' data sheets that are not currently in the MSDS/FTSS databases?
• How do I get my company's MSDS collection on your disc?

MSDS Management

• Can I add/edit/delete data sheets on the disc (MSDS management)?
• Can you recommend a MSDS management system to go with your database?

How many data sheets are included?

As of December 2006 there were over 310,000 English-language data sheets in the MSDS database; over 130,000 French-language data sheets are in the FTSS database. The databases continue to grow as more and more companies participate in the project.

Can I search by CAS number?

Yes. If the product itself has a CAS number, in most cases, this will be found in the Product Name/ID index. CAS numbers for individual ingredients often appear in the Material Safety Data index. Since many of the data sheets are for chemical products with several ingredients, only a small percentage have product CAS numbers.

Sources

Where do the data sheets come from?

Companies (manufacturers and suppliers) who prepare the data sheets and take responsibility for their content and currency provide their data sheets directly to CCOHS In this way, we can ensure that the most current information is provided and that it is updated regularly. MSDS collections are submitted to CCOHS in electronic form, and all data sheets in the database appear word for word, exactly as provided.

Where can I find the lists of companies in the MSDS/FTSS databases?

These lists, with more than 2000 companies, are available from the left navigation bar. Click MSDS by Company(in the sidebar) to view the list of contributors.

Why do companies provide their MSDS collections for the CCOHS database?

Suppliers have a number of excellent reasons to participate in the database. Companies participate because:

• they have been asked by their customers;
• participation may reduce the number of requests for data sheets from customers which they must process and mail;
• participation is seen as a marketing advantage as it exposes their company name, and products, to a broader audience;
• their competitors MSDS collection is in the database;
• they have an attitude of "responsible care" and want a wide distribution of reliable information about their products;
• participation helps project an image of good corporate citizenship;
• it is a convenient way to provide data sheets for fire departments, hospitals and others who need quick access to the information;
• the company may use the CCOHS database as a means of accessing their own data sheets; or
• the company may use the CCOHS database as a back-up for their own central system in case of system unavailability.

Currency

How current are the data sheets?

The MSDS database contains only the most recent data sheets available from suppliers. Many suppliers update their collections quarterly, sometimes more often, and updated data sheets are given first priority for processing into the database. Typically, over 60,000 records are added and removed each quarter.

Some data sheets are older than 3 years. Is this permissible?

A 3-year rule applies only to products subject to Canadian WHMIS regulations. Other data sheets may be over 3 years old and still be valid. We contact our contributors on a regular basis and ask them to provide updates for their collections. In some cases, they advise us that their collections are still current, and a note to that effect is entered in the database. Occasionally, collections are removed if the company has gone out of business, or if we are unable to contact them.

There are sometimes several dates present in the MSDS database records; what do they mean?

• The Date of MSDS in the database record is the date on the MSDS document that indicates when the MSDS was issued, or reviewed, by the company and this is a valid date for WHMIS purposes.
• All database records contain a "Currency Note", with a message giving the date on which the data sheet was acquired by CCOHS, or stating that the MSDS is provided directly from the supplier's website. This message does not indicate the currency of the data sheet.
• The MSDS Confirmed Current date in the Currency Note is the date that the company informed CCOHS that the MSDS data is still current. The Confirmed Current Date supersedes the date on the MSDS and is valid for WHMIS purposes.
• The date at the bottom of each database record is simply the issue date for the database itself, and does not relate to the currency of any database record.

The MSDS disc is issued/updated quarterly, but what about changes that occur between issues?

The MSDS database on the CCOHS Web service is updated monthly. CCOHS also issues a monthly "Change Notification for the MSDS Database" which is made available to all database subscribers. The most convenient way to receive these notifications is to subscribe to the MSDS-INFO mailing list and receive the change notifications by e-mail. This mailing list is provided as a free service for subscribers.

To subscribe:

• Disc clients should send an e-mail to clientservices@ccohs.ca
• Web clients may also subscribe to the change notifications on the CCOHS WWW site -- see Subscriber Extras! on Web Information Servcie Home Page.

Content

Do you have lab chemicals? Pesticides? Pharmaceuticals?

The MSDS database contains data sheets for all kinds of chemical products -- industrial products, consumer products, laboratory chemicals, paints, petroleum products, pesticides, pharmaceuticals, food additives, etc.

What percentage are from US/Canada?

The proportion of data sheets which originate in the USA cannot be precisely determined but the proportion of data sheets which contain US regulatory information has been established at about 65%.

In addition to US companies contributing to the database directly, many contributors (manufacturers and suppliers) have head offices in the US, but donate their data sheets through their Canadian offices. These data sheets often contain US specific terms such as OSHA (Occupational Safety and Health Administration), DOT (Department of Transport), CFR (Code of Federal Regulations), or CHEMTREC (Chemical Transportation Emergency Centre).

US regulatory terms such as these occur in approximately 65% of the data sheets in the database and these data sheets are most likely intended primarily for use in the USA.

Compliance

Do data sheets in the MSDS/FTSS database meet US and/or Canada legal requirements?

For US data sheets, the MSDS producer is responsible for ensuring that their data sheets are OSHA-compliant; enforcing compliance is the responsibility of OSHA. All suppliers prepare their MSDS in order to comply with OSHA, WHMIS and Right-to-Know legislation, although some may not be perfectly 100% compliant.

CCOHS does not assess whether MSDS donated to the database comply with any legislation; the content of the MSDS is the responsibility of the supplier. CCOHS accepts MSDS collections as they are donated, and includes them in the database exactly as they are received, with no alteration to the content.

Can I use the MSDS service instead of keeping paper data sheets?

Yes, the Canadian federal government recognizes DVD and WWW as an acceptable means of making the data sheets available in the workplace. WHMIS regulations stipulate that material safety data sheets must be readily available in the workplace. This is a good reason to have a subscription to MSDS - it is convenient and current.

What makes the CCOHS MSDS Database different? Why should I use this database when there are data sheets freely available on the Internet?

• The CCOHS MSDS database is produced under the most stringent quality assurance procedures. We make sure that we only have data sheets from the companies who produce the information and take responsibility for the content and currency.
• There are many sources of data sheets available these days, and sometimes we're asked to include miscellaneous collections of data sheets in the CCOHS database. However, the quality and currency is often questionable, and we frequently already have more current information in the database direct from the original source.
• Some other databases contain "MSDS" for non-chemical products, such as pencils, desks, etc, and are not necessarily intended for OH&S purposes. Some contain many, many outdated data sheets, often decades old. Often there is no indication of how, or from where, the data sheets are acquired.
• Some companies may make their own data sheets available on the Internet for their customers, each company using its own different search engine. If you have many different suppliers it is very convenient, and efficient, to be able to access many collections of data sheets in one place, using the same search software.

Adding MSDSs

As a subscriber, how can I add my suppliers' data sheets that are not currently in the MSDS/FTSS databases?

Most new collections being added to the MSDS database came as a result of the initiatives of users. You are encouraged to contact your suppliers to request them to contribute their data sheets. CCOHS will be pleased to provide copies of our supplier flyer and contributor form to users who wish to contact suppliers.

How do I get my company's MSDS collection on your disc?

Please refer to the sidebar item "How To Contribute MSDS". The benefits of being a contributor are also described in this document.

CCOHS is glad to accept MSDS collections provided in suitable electronic form for the database, and there is no charge to contributors. CCOHS accepts data sheets only from organizations (manufacturers or suppliers), which prepare the data sheets and take responsibility for their content and currency.

CCOHS accepts data sheets in a variety of formats, so it is important that companies contact CCOHS before sending any MSDS data. For information about contributing your company's collection please contact the MSDS Group at msds@ccohs.ca.

MSDS Management

Can I add/edit/delete data sheets on the disc (MSDS management)?

DVD technology prevents changing the data on the disc - however you may download information from the disc or web into your own system, or into a word processing system. The MSDS disc does not contain management software.

Can you recommend a MSDS management system to go with your database?

CCOHS introduced a new "MSDS Management Service" on the web in the summer of 2004. This service allows subscribers to maintain data sheets for the products they use, which are in the CCOHS MSDS database, in their own web-based folders. These MSDS documents will be automatically updated and the subscriber notified of changed documents via e-mail.

Please contact CCOHS Client Services using the link below for more information about this new service.

Please contact CCOHS Client Services if you have further questions about these products and services.