Visiting the dentist vs. updating SDSs

On average, we visit the good man or woman once a year to have our “ivory guardians of the gastrointestinal tract” (childhood sentiment) checked and, if necessary, repaired or updated. When our appointment is done and we’re free for another year, the very last thing we do with the dental assistant (again that childhood sentiment) is schedule the next appointment. We’ve just had everything checked, yet we already plan the next one for the following year. Not because the dentist is so busy, but mainly because we know that a lot can happen in a year. Even though much of it is in our own hands—what we put into our mouths and how often we brush—we still make that appointment.

One of our standard questions after preparing a ViB/SDS for our clients is: “When would you like to update the document?” Many clients react with surprise, and understandably so. After all, a brand-new document has just been prepared in accordance with current laws and regulations—you wouldn’t immediately think about when to update it, right?

Wrong! We actually recommend doing so. Compare it to visiting the dentist: with safety data sheets, it’s not much different—perhaps even more relevant, for the following reason:

Not everything is within your own control when it comes to ViB laws and regulations, raw material ViBs, interpretations of certain substances, formulas, or compositions. Everything changes, and these days much faster than before.
Clients increasingly ask for recent ViBs. Regulatory changes follow each other more quickly, and end users want documents no older than 1–2 years to ensure their occupational health & safety policies are based on the right information.
Updating ViBs—or having ViBs at all—is often not at the top of the “to-do” list. Updates are frequently forgotten, leaving “non-compliance” just around the corner.

Preparing ViBs involves many aspects, and numerous factors influence the content. Keeping them up to date isn’t only smart from a regulatory perspective but also from a financial one. If you haven’t been to the dentist in three years and need major work, it’s usually painful—both in your wallet and in your mouth. The same goes for ViBs: updating regularly is not only cheaper than drafting a full new ViB every three years, it also shows you take compliance seriously.

Updating ViBs is inevitable—whether once a year or once every three years—they will need to be updated at some point. The key is to make a conscious choice and plan updates in a way that maximizes their impact on operations and the company’s reputation. A ViB is no longer just a “little document” to hand over; it has gained real value for users along the supply chain.

So make sure you don’t end up with toothache—keep your dental health in top shape. That way, you’ll face every dentist appointment with confidence…

Best regards,
Ivo