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MSDS Update Responsibility Allocation Table | Roles of Health Manager, Purchasing Department, and User Department Excel
2026.10.14 15:22
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Risk Assessment · Safety System · Data

MSDS Update Responsibility Allocation Table | Roles of Health Manager, Purchasing Department, and User Department Excel

Even if a supplier sends the updated MSDS, if it is not designated internally who receives, replaces, and provides training, the old MSDS remains in the field. From securing the MSDS to reflecting the changes R·A·C·I Role Table for 20 Tasks and automatically displays the status of each product MSDS Management Log I created it into a single file.

📎 Attachments to this post

Attachments · MSDS Update Responsibility Allocation Table.xlsx
Determining roles for each department Responsibility Sharing Table , viewing MSDS status by product MSDS Management Register , recording the changed MSDS processing process Change history , leaving a record of requests made to the supplier Supplier request records , summarized the legal basis Standards and Basis , containing the order of use Writing Guide It consists of sheets.

📌 When is the best time to use this?

  • When the MSDS on the site bulletin board is dated several years ago and it is unclear who should verify if it is the latest version
  • When repurchasing, if the new MSDS enclosed by the supplier gets stuck at the purchasing team or warehouse and does not reach the site
  • When MSDS training was conducted but there is no record of whether it was re-trained after the ingredients changed
  • When the health manager is solely responsible for MSDS management and wants to share the work with the purchasing and user departments

What to check before introducing new materials Safety and Health Review Process Before Purchasing Chemicals Pillar I have organized this. This article focuses on the division of roles for keeping the MSDS up to date after it has been received.

🔄 How does the MSDS change before it reaches our company?

Manufacturers and importers must submit an updated MSDS to the Korea Occupational Safety and Health Agency without delay if there are changes to the product name, the names and contents of constituent ingredients, health and environmental hazards, or physical risks (Article 110(3) of the Act; Article 159 of the Enforcement Rule). Furthermore, they must provide the updated MSDS to the place where the substance has already been received, and intermediate distributors and sellers must also forward the received updated MSDS (Articles 111(2)(3) of the Act). In cases where the same substance is continuously supplied without changes, additional provision may be omitted, however, Provided again upon request by the user Must do so (Article 160, Paragraph 2 of the Enforcement Rules).

In other words, updated MSDS are received through the supplier, but the user business owner is responsible for replacement and training after they are received. The purpose of the responsibility sharing table is to ensure that documentation does not stall during this process.

Changed items Workplace tasks to be done reason
Product Name Replacement of posted/available MSDS, modification of product names in management logs and warning labels Article 114(1) and Article 115(2) of the Act
Name of component and content Replacement of MSDS, reconfirmation of regulatory applicability (including changes in measurement and special inspection targets), reflection of risk assessment Article 159 of the Enforcement Rules, Article 15(2) of the Risk Assessment Guidelines
Hazards and risks Replacement of MSDS and management guidelines, retraining and record-keeping of handling workers, and reflection of risk assessment Article 169(1)(3) of the Enforcement Rules

👥 Preview of Responsibility Allocation Table

R stands for execution, A for final responsibility (one department per task), C for consultation, and I for sharing. The following are some of the default values ​​from the attached file; please modify them to fit your organization, as they are examples based on a typical manufacturing workplace.

work purchase User Department Health safety reason
Request MSDS and warning labels from the supplier before placing an order A R I - Article 111(1) of the Act
Posting and availability of MSDS - R A I Article 114(1) of the Act
Posting management guidelines - R A C Article 114(2) of the Act
MSDS Training and Records - R A C Article 169 of the Enforcement Rules
Receipt of updated MSDS A R I - Article 111, Paragraphs 2 through 3 of the Act
Revision of Posted MSDS Replacement and Management Guidelines - R A I Article 114 (①②) of the Act
Reflection of risk assessment - R C A Article 15, Paragraph 2 of the Risk Assessment Guidelines
Regularly check with the supplier for the latest MSDS A I R - Article 160, Paragraph 2 of the Enforcement Rules

The key point is Designate the purchasing department as the 'entrance for MSDS'. This is how it is done. If it is established that the purchasing department receives the new MSDS enclosed during repurchase or the supplier's email and forwards it to the health manager, the occurrence of outdated on-site postings can be significantly reduced.

🗂️ Material Composition

sheet use Input / Automatic
Writing Guide Distinction between usage order, status indication rules, statutory obligations, and practice recommendations For reading
Responsibility Sharing Table R·A·C·I of 20 tasks at the pre-purchase, pre-stocking, in use, change, and suspension stages Role Selection + A Automatic Duplicate/Omission Check
MSDS Management Register Product name, supplier, place of use, submission number, revision date, posting location, warning sign, training date, supplier verification date Input + Next Confirmation Date/Status Automatic
Change history Date of change receipt, changed item, date of replacement/management guideline modification/training/risk assessment reflection Input + Completed · In Progress · Overdue Automatic
Supplier request records MSDS request date, method, response result, re-request date Input + Re-request Required Automatic
Standards and Basis Summary of MSDS provisions, reference to penalties, official link For reading

✍️ Order of Use

  1. Responsibility Sharing Table Finalized — Refer to the default values ​​and modify R·A·C·I to fit your company's organization. If there is not a single A for a task, '1 A assigned' is displayed. Share the finalized table with the purchasing and user departments.
  2. Management Register Registration List each product used at the workplace on a separate line, and include the MSDS receipt date, posting location, warning label, and training date. Organize starting with products whose status is 'MSDS not available', 'Posting/Display verified', or 'Training verified'.
  3. Regular checks — When the verification cycle (default 12 months) approaches, 'Verification Imminent' is displayed. Ask the supplier for the latest MSDS and record it in the [Supplier Request Record].
  4. Change processing — When you receive the updated MSDS, add a line to [Change History] and fill in the dates for posting replacement, management guideline modification, training, and risk assessment reflection. Also, change the receipt date and revision date in the management ledger to the new values.
  5. Annual review — If the organization or the person in charge changes, re-check the responsibility allocation table.

🧮 Automatic display method

sheet mark standard
MSDS Management Register MSDS not secured → Verification of posting/display → Verification of training → Verification delayed → Verification imminent → Normal Decisions are made in the following order: no receipt date, no posting location or warning sign N, no training date or training date prior to receipt date, past next scheduled verification date, and within 30 days.
Change history Completed / In Progress / Overdue Completion of revisions to posting replacement and management guidelines (changes to ingredients/hazards must be reflected in education/risk assessment) and processing period (default 14 days, practical example)
Supplier request records Closed / Awaiting Reply / Request Required If there is a response, the case is closed; if there is no response and 14 days have passed since the request, a re-request is required.
Responsibility Sharing Table Normal / 1 A required / R required Is there exactly one A for each task and is there an execution manager?

✅ Things to check before application

Please decide on the following before writing the file. Especially Changed MSDS reception window, posting method, and training record storage location If they are not determined, the same problem will recur even if you fill out the management ledger. If three or more have not been determined, it is recommended to schedule a brief meeting with the purchasing and user departments first.

Inspection items Confirmation details check
reception counter We designated the department and person in charge to receive the supplier's email and enclosed MSDS. □
Posting method We determined the method for each process, ranging from paper postings to computerized storage. □
Education records We determined the location to store the MSDS training records (time, content, and attendees). □
Confirmation cycle We set a company standard for the frequency of asking suppliers about the latest status. □
Processing period We set an internal deadline for replacement and training after receiving the revised MSDS. □
Linkage with risk assessment A pathway has been established to refer changes in ingredients or hazards to an ad-hoc risk assessment. □

🔐 Precautions when using

  • The 12-month verification cycle and 14-day processing period are practical example values. Since there are no separate regulations specifying regular re-verification cycles or internal processing deadlines, please determine them based on your company's standards.
  • The 'Normal' designation is merely an internal inspection result based on the date of entry and is not a legal judgment. Please verify the actual posting status and MSDS version on-site.
  • If you requested an MSDS from a supplier but did not receive it, there are separate penalty standards, so please be sure to record the date and method of the request in the [Supplier Request Record].
  • If the list of training attendees is included, please limit the sharing scope to relevant personnel.

❓ FAQ

Q1. How often do I need to obtain a new MSDS?

There is no legally mandated periodic update cycle for user workplaces. When changes occur, the supplier must provide an updated MSDS, and must provide it again upon request from the user. Therefore, we recommend establishing a verification cycle based on the company's standards, inquiring with the supplier about the status of the latest version, and keeping a record of these interactions.

Q2. Is it mandatory to undergo training again if I receive an updated MSDS?

Training must be provided when hazard and risk information changes (Article 169 of the Enforcement Rule). If the hazard information remains the same, such as when only the product name has changed, replacing the MSDS and updating the ledger may be sufficient, so please check the details of the changes first.

Q3. Is it correct for the purchasing department to take on A (final responsibility)?

Legal obligations lie with the employer, while the division of responsibilities among departments is determined by the company. The default attachment setting is an example where the Purchasing Department handles request and reception tasks—which serve as the 'entry point for MSDS'—while the Health Manager takes charge of A for tasks requiring health judgment, such as posting and training. You may adjust this to fit the size of your organization, but ensure there is only one place for A for each task.

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👉 Next step

Tasks involving multiple departments, such as chemical management, can easily place a heavy burden on the person in charge. Try establishing a consultation channel that both the person in charge and field staff can use comfortably.

Inquire about EAP Implementation →

📚 Source and Verification Criteria

This document is a practical reference form for dividing and inspecting MSDS updates at workplaces using chemical substances. The default values ​​for responsibility sharing, verification cycles, and processing deadlines are practical examples rather than legal standards; automatic displays represent internal inspection results based on input values ​​and do not substitute for legal judgments. For matters requiring workplace-specific judgment, please consult the competent Regional Employment and Labor Office or the Korea Occupational Safety and Health Agency. Date of verification for laws and official data: October 14, 2026.
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Comments3
  • Unknown User3
    확인주기 12개월이 법정 기준이 아니라 예시값이라고 따로 적어둔 게 좋아요. 사내 기준으로 바꿔서 써보려구요
  • Unknown User2
    공급사에 요청한 날짜를 남겨두라는 거 체크해둡니다. 못 받았을 때도 요청한 기록이 있어야 하는군요
  • Unknown User1
    업무마다 A가 하나인지 자동으로 체크해주는 거 좋네요. 저희는 구매팀이랑 보건 쪽이 서로 상대가 하는 줄 알던 업무가 있었어요ㅠ

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