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Policy Area

ESH-Environment Safety & Health

Procedure Number

ESH100.2.ENV.27

Procedure Title

Maintain an Accurate Chemical and Biological Material Inventory

Procedure Manager

COOPER, TERRY W.

Status

Active

Subject Matter Expert

  • Mary Nell Creech
  • Mark E. Brynildson (CA)

 

Applicability, Exceptions, and Consequences

This corporate procedure applies to all Members of the Workforce who participate in projects and activities that use or store chemicals and/or biological materials.

The following items are exempted from chemical and biological inventory:

  • Articles (e.g., batteries, thermometers, timer/drivers).
  • Hazardous waste.
  • Analytical samples.
  • Wood and wood products.

For a complete list of what is considered a trackable chemical or biological inventory item, see Chemical and Biological Materials That Require Tracking in CIS.

Exceptions to, or deviations from this procedure must be approved through the Executive Policy Sponsor or Policy Area Manager, if delegated. Click here to view Contacts for CPS Policies, Processes, and Procedures. See CG100.1.7, Request an Exception to a Policy, Process, or Procedure, for directions on how to obtain an exception to this procedure.

Granting or permitting exceptions or violations of policy, process, or procedure without authority, regardless of position or title, may be cause for disciplinary action up to and including termination of employment. Violating a policy, process, or procedure may be cause for disciplinary action up to and including termination of employment.

IMPORTANT NOTICE: A printed copy of this document may not be the document currently in effect. The official version is located on the Sandia National Laboratories Sandia Restricted Network (SRN).

Procedure Overview

This procedure addresses the proper maintenance of chemical and biological material inventories and managing associated Material Safety Data Sheets (MSDS).

Procedure Requirements

Chemical and Biological Material Inventory Maintenance

Activity

Responsible Individual

Required Action

Maintain an Accurate Inventory

Managers of organizations that store or use chemicals and biological materials
  • Maintain an accurate chemical and biological material inventory in the corporate Chemical Information System (CIS).
  • Demonstrate an accurate chemical and biological material inventory through inventory reconciliation activities.
  • Maintain an inventory accuracy of 100% for items deemed Emergency Management Highly Hazardous Materials.
  • Assign an individual as the Owner of a Chemical and/or Biological Material Storage Location.

Maintain an Accurate Inventory

Owner of a Chemical and/or Biological Material Storage Location

Maintain the accuracy of the chemical and biological material inventory in the corporate CIS by using tools and procedures on the CIS home page.

 

Chemical and Biological Material Storage Locations

Activity

Responsible Individual

Required Action

Establish and Maintain Chemical and Biological Material Storage Locations

Owners of Chemical and/or Biological Material Storage Locations

Complete SF 2001-CIL, Location Description Form (Word file/Acrobat file), when:

  • A new chemical and/or biological material storage location is established (e.g., a new laboratory).
  • Ownership of a chemical and/or biological material storage location changes (e.g., new lab owner, new organization, retirement).
  • A chemical and/or biological material storage location is decommissioned and all materials are permanently removed from the location.

 

Adding and Barcoding Non-JIT-Obtained Chemicals and Biological Material

Activity

Responsible Individual

Required Action

Add and Bar-Code Non-JIT-Obtained Chemicals and Biological Materials

Owners of Chemical and/or Biological Material Storage Locations

Barcode and report, within five business days of the receipt of chemical and biological material containers obtained from non-JIT sources (e.g., other vendors, collaborators) as follows:

  • Use the “Add Chemical Inventory” feature on the CIS home page.
  • For chemicals, if access to the CIS home page is not available, use SF 2001-CII, Chemical Inventory Incoming Form (Word file/Acrobat file).
  • For gas cylinders, if access to the CIS home page is not available, use SF 2001-CIG, Gas Cylinder Form (Word file/Acrobat file).
  • For biological materials, if access to the CIS home page is not available, use SF 2001-BAI, Biological Organism/Toxin Inventory Form (Word file/Acrobat file).

 

Material Safety Data Sheet Management

Activity

Responsible Individual

Required Action

Manage Material Safety Data Sheets

Managers

Ensure the following:

  • CIS is used to provide MSDSs to Members of the Workforce for each chemical in their work area(s).
  • CIS is readily accessible to Members of the Workforce during each work shift.
  • The corporate process for preparing MSDSs is utilized when chemicals are produced, distributed, or imported by Members of the Workforce.

Manage Material Safety Data Sheets

Owners of Chemical and/or Biological Material Storage Locations
  • Ensure an MSDS exists in CIS for each chemical in your storage location
  • Provide MSDSs to CIS administrative staff when MSDSs are received with incoming shipments of chemicals.
  • Obtain MSDSs from manufacturers or distributors and provide them to CIS administrative staff for non-JIT chemical purchases.

 

Establishing Static Inventory

Activity

Responsible Individual

Required Action

Establish Static Inventory

Owners of Chemical and/or Biological Material Storage Locations
  • Establish static inventory by contacting CIS administrative staff when materials are maintained in a manner that prevents the possibility of affixing a barcode, such as:
    • Tanks or baths.
    • Bulk storage containers.
    • Conditions where materials are not otherwise contained.
    • Solid metals (e.g., bar stock or welding rods) that are stored in bulk and not exempted from inventory as articles when first placed into storage.
  • Establish maximum quantities of each unique item in static inventory (e.g., gallons, pounds, or cubic feet), and not exceed the established maximum values.
  • Notify CIS if a maximum quantity needs to be modified.
  • Label bulk storage tanks according to ESH100.2.ENV.7, Register, Name, and Label Bulk Storage Tanks.
  • Notify CIS when static inventory is no longer required (e.g., when a bulk storage tank is taken out of service).
  • Contact CIS administrative staff to determine, on a case-by-case basis, whether static inventory processes are appropriate for day-to-day operations (e.g., production activities).

 

Verify Incoming Inventory

Activity

Responsible Individual

Required Action

Verify Incoming Inventory

Owners of Chemical and/or Biological Material Storage Locations
  • Verify the accuracy of the inventory information associated with all incoming containers by responding to the automated notification provided by CIS within 3 working days of receipt of the notification.
  • Report data discrepancies (e.g. incorrect storage location or incorrect container quantity) within 3 working days to CIS administrative staff, via the automated CIS interface.

 

Inventory of Emergency Management Highly Hazardous Materials

Activity

Responsible Individual

Required Action

Maintain Inventory of Emergency Management Highly Hazardous Materials

Owners of Chemical and/or Biological Material Storage Locations
  • Verify the location of inventory deemed Emergency Management Highly Hazardous Materials on a monthly basis when contacted via CIS email.
  • Verify that all containers deemed Emergency Management Highly Hazardous Materials are physically accounted for in the storage location listed in CIS.
  • Maintain 100% chemical inventory accuracy for containers deemed Emergency Management Highly Hazardous Materials.

 

Transfer or Removal of Containers in the CIS Inventory

Activity

Responsible Individual

Required Action

Transfer and Remove Containers in the CIS Inventory

Owners of Chemical and/or Biological Material Storage Locations

Transfer a chemical or biological material container within the CIS inventory when the container is to be stored in a different storage location by utilizing one of the following mechanisms:

  • Use the Transfer or Remove a Barcode from the Chemical Inventory feature on the CIS home page.
  • Complete and submit to CIS administrative staff an SF 2001-CIT, Chemical and Biological Organism/Toxin Transfer/Removal Form (Word file/Acrobat file) when computer access is not available
  • Use a CIS portable barcode reader and the associated data transfer process.

Transfer and Remove Containers in the CIS Inventory

Owners of Chemical and/or Biological Material Storage Locations at SNL/NM and SNL/NV
  • Remove a container (except gas cylinders which are handled differently; see below) from the CIS inventory in a timely manner, upon final disposition of the chemical or biological material (e.g., material consumed, container empty, designated as hazardous waste via Waste Description – Disposal Request) per one of the following mechanisms:
    • Use the Transfer or Remove a Barcode from the Chemical Inventory capability on the CIS home page.
    • Complete an SF 2001-CIT, Chemical and Biological Organism/Toxin Transfer/Removal Form (Word file/Acrobat file) when computer access is not available, and forward the Chemical Transfer/Removal Form to CIS administrative staff as soon as possible.
    • Use a CIS portable barcode reader and the associated data transfer process.
  • Remove gas cylinders from CIS inventory prior to pickup by the JIT gas cylinder vendor by:
    • Leaving the CIS barcode label affixed to the gas cylinder, lining out the barcode label with a permanent marker, and using one of the mechanisms described above to remove a container from CIS inventory.

Transfer and Remove Containers in the CIS Inventory

Owners of Chemical and/or Biological Material Storage Locations at SNL/CA

Use one of the following options for removing chemical containers from inventory:

  • Dispose of containers removed from the CIS inventory in accordance with ESH100.2.ENV.15, Manage Hazardous Waste at SNL/CA.
  • Use the "Transfer or Remove a Barcode from the Chemical Inventory” capability on the CIS home page. Draw a line (black permanent marker suggested) through the CIS barcode.
  • Complete an SF 2001-CIT, Chemical and Biological Organism/Toxin Transfer/Removal Form (Word file/Acrobat file) when computer access is not available, and forward the Chemical Transfer/Removal Form to CIS administrative staff as soon as possible.
  • Use a CIS portable barcode reader and draw a line, black permanent marker suggested, through the CIS barcode to indicate that the barcode has been removed from the CIS inventory.

Note: At SNL/CA the JIT gas cylinder vendor will pick up gas cylinders that are readily returnable and remove the CIS barcode from the inventory. Non-returnable cylinders containing hazardous gases are processed as hazardous waste.


Implementing Tools

Website

  • Chemical Information System (CIS)

Forms

  • SF 2001-BAI, Biological Organism/Toxin Inventory Form (Word file/Acrobat file)
  • SF 2001-CIG, Gas Cylinder Form (Word file/Acrobat file)
  • SF 2001-CII, Chemical Inventory Incoming Form (Word file/Acrobat file)
  • SF 2001-CIL, Location Description Form (Word file/Acrobat file)
  • SF 2001-CIT, Chemical and Biological Organism/Toxin Transfer/Removal Form (Word file/Acrobat file)

Tools

  • Hazard Information Tool (HIT)

 

Additional Drivers

  • 10 CFR 851, Worker Safety and Health Program

 

Related Processes and Procedures

Process

  • ESH100.2, Analyze and Control Hazards

Procedures

  • ESH100.2.ENV.22, Manage Hazardous Waste at SNL/NM
  • ESH100.2.ENV.15, Manage Hazardous Waste at SNL/CA
  • ESH100.2.IH.4, Evaluate and Control Chemical Hazards
  • ESH100.2.IH.14, Implement Biosafety Requirements for Work with Biological Agents

 

Change Summary

Date Summary
12/08/2011

Administrative

Added

Closing parenthesis after CA.  (Contacts)
12/07/2011

Administrative

Modified

Corrected dictionary links missed during the substantive change made below.
12/07/2011

Substantive

This new procedure contains the content from ESH100.2.IH.20, Maintain an Accurate Chemical and Biological Material Inventory which was relocated to be aligned with the "Environmental Hazards and Controls" procedures rather than the "Industrial Hygiene Program" procedures. No content was changed.