The High Cost of Manual Compliance
In the construction industry, the Request for Information (RFI) is the standard tool for resolving gaps in project data. However, using manual RFIs to collect Safety Data Sheets (SDSs) from subcontractors is a massive drain on profitability. Research by the Navigant Construction Forum estimates that the total cost to review and respond to a single RFI—factoring in administrative time, technical review, and overhead—is approximately $1,080.
For a commercial project with 25 subcontractors, each introducing multiple new chemicals, the administrative burden of chasing down SDSs via email and manual RFI generation can easily exceed tens of thousands of dollars. Worse, the lag time between the request and the response (averaging 10 to 15 days) creates a "Compliance Gap" where chemicals are used on-site without proper documentation.
The "Compliance Gap" Risk
The traditional workflow is dangerously slow:
1. Subcontractor arrives with a new sealant.
2. Safety Officer flags the missing SDS.
3. Project Engineer issues a formal RFI.
4. Subcontractor admin locates the file and emails it back.
5. GC admin uploads it to the binder.
During those 10+ days, if an OSHA inspector visits or an exposure incident occurs, the site is non-compliant. TrackVia reports that 47% of construction managers still rely on manual data collection methods, despite 70% acknowledging the need for better data to prevent issues.
The Automation Solution
Modern construction management platforms (e.g., Procore, Autodesk Build, or dedicated HazCom software) can automate this entire workflow, effectively reducing the cost per transaction from $1,080 to pennies.
1. Automated Triggers
Automation links the SDS request to the submittal or material delivery process. When a subcontractor submits a material for approval, the system can automatically require an SDS upload before the submittal can be closed. This "gatekeeping" ensures the documen