This article explains the SDS selection step in the product review panel — why it is required, which option to choose, and what happens when a product has no SDS on file.
01/ Introduction
In the previous version of the ZDHC Gateway, certifications were completely independent of the Safety Data Sheet. A product did not need to have an SDS attached for a certification to be issued, and there was no link between the certificate and any specific document version. With the relaunch of the ZDHC Gateway, every certification issued by a certification body is explicitly linked to a specific SDS version. Selecting the SDS is a required first step before any certification can be assigned.
02/ Why SDS selection is required
Linking certifications to a specific SDS version creates a clear audit trail: it records exactly which version of the product's safety documentation was reviewed at the time the certification was issued. This is particularly important when a product's formulation changes and the SDS is updated — the certification history will show which SDS each certificate was based on.
03/ SDS assignment options
Option A: Use the formulator's SDS
This is the standard option. When you select Use formulator SDS, the SDS that the Chemical Formulator has uploaded to the product is shown in the panel. You can view and download it directly from here.
Any certifications you assign will be linked to this specific SDS version. If the formulator later replaces their SDS with a newer version, the link on existing certifications remains tied to the version that was active at the time you reviewed it.
When to use this option: In the majority of cases. Use this option whenever the formulator has provided a valid, up-to-date SDS.
Option B: Use your own SDS (CB SDS)
When you select Use CB SDS, you can upload your own version of the Safety Data Sheet. This is stored against your assignment for this product.
When to use this option:
| Scenario | Recommended action |
|---|---|
| The product was migrated from the old ZDHC Gateway and has no SDS file (original was stored as a URL) | Use CB SDS and upload the file |
| The formulator's SDS is outdated or incomplete | Discuss with the formulator first; if unresolved, use CB SDS |
| Your accreditation process requires you to use your own copy | Use CB SDS |
⚠️ Note: If you upload a CB SDS, it is stored separately from the formulator's SDS and does not replace or overwrite it. The formulator continues to see their own SDS on the product. Your CB SDS is only visible within your review panel for this assignment.
04/ What if there is no SDS at all?
For products migrated from the previous version of the ZDHC Gateway where the original SDS was stored as a URL (rather than an uploaded file), there may be no SDS file available in the system. In this case, the Use formulator SDS option will indicate that no file is available.
In this scenario, you must use the Use CB SDS and upload a file to proceed. You may need to contact the Chemical Formulator to obtain the correct SDS if you do not already have it.
05/ Changing the SDS selection
If you have already selected an SDS and assigned certifications, it is possible to change the SDS selection. Be aware that changing the SDS will update the document the existing certifications are linked to, which affects the audit trail. Only change the SDS if there is a clear reason to do so.