PURPOSE - INVENTORY GENERAL INSTRUCTIONS
The purpose of this document
is to supply information to departments, investigators and others responsible
for preparing hazardous materials inventories for compliance with federal,
state, and local laws and regulations. All campus inventories are kept in a
confidential central database at EH&S. The database supplies information to
regulatory agencies and emergency responders and provides hazardous material
door signs for campus inventory locations.
INVENTORY DUE DATES -
ACTION REQUIRED
Please correct and update all chemical
inventories previously reported to EH&S according to the time schedule
listed below. If you did not update your inventory in 2005, it is due
now. If you are unclear about your reporting date or wish to change it,
please call an EH&S contact listed below. Inventory quarters are as
follows:
|
First Quarter |
Due no later than 3/31/2006 |
|
Second Quarter |
Due no later than 6/30/2006 |
|
Third Quarter |
Due no later than 9/29/2006 |
|
Fourth Quarter |
Due no later than
12/29/2006 |
Updates are required within 30 days whenever there are any
significant changes in your chemical inventory (increase in maximum
amount, acquisition of a new hazardous material, transfers to other rooms, move
to a new lab or different building, or changes in emergency
contacts).
EH&S CONTACTS (OR CALL EH&S AT
510/642-3073)
WEB SITE ACCESS
Click here for
additional information and instructions about the Chemical Inventory Program.
EXISTING INVENTORY DATA - METHODS FOR UPDATING
CHEMICAL INVENTORIES
Various options exist for preparing or updating your
chemical inventory. The methods available to you will depend on your computer
accessibility, computer type, connection to the campus network, and if you have
a chemical inventory presently on file with EH&S. The data collection
methods explained in the following sections include:
Chemical Inventory (CI) database - Preferred
Method
Local Data Collection Programs
Paper Inventory (for
less than 25 items)Chemical Inventory Database (CI)
This
on-line database is the preferred method for submitting your chemical inventory
and keeping it up to date. On-line access, using the 4D Client program,
allows you to view and update your inventories directly in the EH&S
database. Refer to the "Chemical Inventory Database Instructions" for details on
using this system. Contact EH&S if you are interested in receiving training
for your department. Existing inventories can be edited using a simple
spreadsheet format. Transfers and deletions can be done in sets. You must first
install the 4D Client software and request access privileges from
EH&S.
Computer/Operating System Requirements
- Windows 2000/XP: 4D Client will run on a Pentium II minimum, with 256MB free
RAM. 800 x 600 monitor resolution.
- Mac OS X (v10.2.8 or later): 4D Client will run with a G3 or better
processor, with 256MB free RAM. 800X600 monitor resolution.
Local Data Collection Programs
Either Macintosh or Windows users
who cannot access CI due to computer system constraints may use an EH&S
workstation to access the database (contact EH&S to schedule an
appointment), or submit an electronic version of their inventory using a
Microsoft Excel spreadsheet template (available from EH&S). Call the
EH&S contacts if you need more information on submitting your inventory in
an alternative electronic format.
Paper Inventory
If you have less than 25 changes to report in your
inventory, you can submit it in the EH&S paper format (refer to
"Instructions for Completing a Chemical Inventory on Paper"). Printouts of your
current inventory data (in a spreadsheet format) or blank inventory forms may be
requested from EH&S.
PREPARTATION OF THE CHEMICAL
INVENTORY
Locations to Inventory
A chemical inventory must be
prepared for each location where there are hazardous materials in a
building (room, laboratory, cold room, closet, hall, tank or outdoor location).
If you move your chemical inventory to a new location, notify EH&S at the
time of the move in order to keep the campus database current for emergency
response use. (Note: EH&S has prepared a "Move Manual" for laboratory
relocation to help you with your move. Copies are available from EH&S or
on our web site.)
Materials to Include in the
Inventory
You are encouraged to include all hazardous materials in
your inventory so the information is readily available to emergency responders
in case of an emergency. Examples of hazardous materials to inventory include:
all carcinogens, reproductive toxins, liquids and gases under pressure
(including liquid nitrogen tanks and compressed air cylinders), and materials
that are toxic, oxidizing, corrosive, reactive or flammable.
At this time it is not necessary to report biological materials
and etiologic agents. Additionally, do not report radioactive materials.
EH&S receives the inventory directly from the Office of Radiation Safety. It
is not necessary to include non-hazardous materials, small volumes of stock or
working solutions on the bench top or office supplies. If you are unsure what to
report, call the EH&S contacts listed above.
While it is important to inventory all hazardous materials and
their amounts, due to regulatory concerns related to air quality, it is
especially critical to report an accurate annual usage estimate for the
chemicals in the following table:
TOXIC AIR CONTAMINANTS REQUIRING ACCURATE ANNUAL USAGE
INFORMATION
