Submitting SDS's

Submitting SDS's

Safety Datasheet (SDS) Submission to The National Poisons Centre (NPC)

Important!   For information on requirements for New Zealand SDS please check the Environmental Protection Authorities website www.epa.govt.nz or email them at hscomliance@epa.govt.nz  

The NPC is willing to act as an emergency contact for first-aid or medical advice in the event of an acute exposure. The NPC number can be used on the product label, the SDS, or both. Our 24-hour contact within NZ is 0800 764 766 (0800 POISON). This service is currently free of charge.  
  
If our number is used on the SDS or the product label, it is a legislative requirement that manufacturers or suppliers of chemical products provide us with a copy of the SDS. We then have the information readily available in case it is required in any poisoning situation. These should be supplied before a product is marketed and be the final New Zealand version of the SDS. It is fine to put our number on the SDS before submitting the SDS, as long as the SDS is New Zealand compliant.  

Before submitting an SDS to the National Poisons Centre 

 

  1. Ensure the SDS are New Zealand compliant. We do not accept SDS that are not New Zealand compliant. For further information on New Zealand compliant SDS click here 
  2. Ensure the name in Section 1.1 matches the name on the product label. Unfortunately, many SDS do not resulting in delays in processing and acceptance 
  3. Where possible, please include files of the label artwork or links to individual product webpages so the name can be confirmed. Providing this information decreases the processing time of SDS. 
  4. SDS files should be pdf or word documents.  
  5. Ensure SDS file names start with the product name i.e. the name in section 1.1 of the SDS. A date or version number can be included after the name if you wish.

What makes an SDS New Zealand compliant? 

The Environmental Protection Authority (EPA) is the regulatory body for hazardous substances and SDS in New Zealand. Their Hazardous Substances (Safety Datasheets) Notice 2017 is a complete guide on SDS requirements in New Zealand, which can be found  here. The EPA's website www.epa.govt.nz also has information about SDS and labelling requirements. If you are wanting further advice they can be emailed at hscompliance@epa.govt.nz.  

There are also companies that can make SDSs/check your SDS for compliance. The National Poisons Centre does not provide this service  

The NPC will do some quick checks to check that an SDS is NZ compliant when it is submitted 

  • There is a New Zealand manufacturer/supplier listed in section 1 
  • There is a New Zealand emergency contact listed in section 1 
  • The SDS has the correct sections as per the EPA guidelines 
  • The name on the product label matches the name on the SDS 

If these are not present a NZ compliant SDS will be requested, and the manufacturer will be referred to the EPA if they require further advice.  

Some important requirements from the legislation are:  

  • SDS must be updated every 5 years or earlier if they need an update due to composition or name change  
  • If using an external emergency contact (e.g. the NPC) you must gain permission to use their number on an SDS and provide them with the SDS  

Sending through compliant SDS  

Flash Drives and CD/DVDs  

Flash drives and CD/DVDs can be sent to the following address.  Please include a letter stating the company name, and a return email address so we can confirm receipt, and if required, contact for further information. If you wish to have your flash drive returned, please provide a pre-paid addressed envelope or courier bag.  
  
Postal Address:  
The National Poisons Centre  
SDS Submission  
University of Otago   
PO Box 56  
Dunedin 9054  
New Zealand  
  
Courier Delivery Address: 
The National Poisons Centre  
SDS submission  
University of Otago   
3rd Floor, Wellcome Building 
22 Frederick Street  
Dunedin 9016  
New Zealand  
  
Email

Digital pdf and word formats can be sent to the following email address: poisons@otago.ac.nz  (please use the words “SDS Submission” in the subject line).  Emails are typically replied to within 10 business days.  If you do not receive an acknowledgment within 15 working days, please contact us.  

Please note that .zip files are currently not accepted.  

Common errors with submitted SDS 

  • Section 1 Identification of the material and supplier 
  • Section 1.1 The product name stated does not match what is on the label 
  • The name should exactly match what is on the label 
  • e.g. stating “Nail Polish Remover” as the name on the SDS does not provide enough information as there are hundreds of products called this. If the brand was Smith’s Nail Polish Remover on the label the Product name on the SDS should state “Smith’s Nail Polish Remover”  
  • Please ensure the brand is included 
  • Ensure the words are in the correct order as viewed on the label 
  • To make this easier to check please include product labels or weblinks to pictures of the product label 
  • Section 1.2 uses should be specific for the product and understandable to someone outside the organisation i.e. no internal codes, no “as per the label” etc 
  • Section 1.3 Ensure that there is a Manufacturer or Supplier with a New Zealand based address and contact number 
  • Section 1.4 Ensure that there is a NZ based number for emergencies 
  • We are willing to act as an emergency contact for poisoning emergencies e.g. National Poison Centre. New Zealand: 0800 764 766 (0800 POISON) 24 hours 
  • Section 3, Composition/Information on ingredients is incorrect 
  • Please use generic chemical names rather than brand names 
  • Brand names may be made up of multiple ingredients that we are not able to discern 
  • The section says that the ingredients are non-toxic, however, elsewhere in the SDS the product is described as highly corrosive, has an alkaline or acidic pH, has sensitizing properties 
  • We would not consider the product “non-toxic” with these conditions 
  • Section 4 First Aid 
  • Section 4.1 Inducing emesis has not been recommended for many decades and should be removed from SDS 
  • Section Physical and chemical properties 
  • In section 9.1 
  • Ensure the correct appearance is used – products that are aerosols should state aerosols rather than liquid, products that are powder/granules should state powder rather than solids 
  • If the product is not soluble in water, it cannot have a pH 

Frequently asked questions  


Are SDS the same as material safety datasheets (MSDS)?  
- Yes  
  
Can the NPC write an SDS for us or check to see if it is NZ compliant?  
- No but there are many companies who can do this for you if you do not have the specialty expertise within your company.  

Can I send an SDS that does not comply with the NZ format? Should we send through an overseas version (NZ non-compliant version) of our SDS for permission and then send through a NZ compliant version once permission is granted? 

- No, we only accept NZ compliant versions. Overseas versions should not be sent through even if you intend to send a NZ compliant SDS in the future as this increases our workload. To find out how to make an overseas SDS NZ compliant please contact the EPA.  
  
Is there a cost for providing the NPC with SDS?  
- Currently there is no cost  
  
What phone number should we use for the NPC contact number?  
- 0800 764 766 (0800 POISON)  

I require a number that can be called from overseas for shipping purposes.  What number should I use?  

+64 3 479-7248  
  
Further Information  
For further information on NZ requirements of SDS contact the EPA at hscompliance@epa.govt.nz 

For further information on supplying SDS to the NPC contact poisons@otago.ac.nz