Practical Considerations for Chemical Inventory Management

1. Practical Considerations for Chemical Inventory Management Case study of CIMS used at the University of Colorado at Boulder Mindy Hodges 01 November, 2007

2. Agenda • Beginning Conditions • Beginning Goals • Inventory Collection Process Stage 1 • Inventory Collection Process Stage 2 • Inventory Evaluation • Inventory Evolution & Expansion • Final System Capabilities & Features • Future Goals

3. Beginning Conditions • Existing contact information for over 500 laboratories and shops • History of collecting some inventories, but in various formats containing different degrees of information • Paper • Word documents • Excel spreadsheets • No central purchasing of chemicals

4. Beginning Goals • Collect inventories from all laboratories and shops on an annual schedule • Evaluate the inventories to assign NFPA placards to each laboratory and shop

5. Inventory Collection – Stage 1 • Target Uniform Format • Create spreadsheet to track desired information for each container • Chemical name • Container size, units of measure, number of containers • Storage information (building, room, storage location) • Optional information • Manufacturer • Lot number • Comments, miscellaneous

6. Inventory Collection – Stage 1 • Contact laboratories (primarily by email) with request to fill out Excel spreadsheet and return • Labs to keep copy for performing updates throughout the year • Results • Good compliance… • Incomplete data and variation in formats

7. Inventory Collection – Stage 2 • Next Step:Limit time required to collect completed accurate inventories and to track record of compliance • Goal:Put inventory on-line with interface that will allow verification and tracking of entries • Design database system to house inventories • Design web pages to allow for easy data entry while including data validation on necessary fields

8. Inventory Evaluation • Need to be able to calculate mass and/or volumes of chemicals • Created database for: • Calculation of the mass and/or volume of each chemical (solid, liquid, gas) • Total amount of each NFPA rating (1-4) • Health, flammability, reactivity • Oxidizers and water reactives

9. Inventory Evaluation • Need reference information in order to classify chemicals (DOT classification, NFPA ratings) • Compiled Reference Databases of Chemical Information, Chemical Names and CAS Numbers • Sources: • Material Safety Data Sheets (Vendors: Sigma Aldrich, Fisher, etc) • International Chemical Safety Cards, Laboratory Chemicals Safety Summaries • Fire Protection Guide to Hazardous Materials, NIOSH Pocket Guide, Emergency Response Guide

10. Inventory Evolution & Expansion • Created web interface for reference databases – Chemical Hazards Information Database (CHID) • Created link between the CIMS and CHID to allow users to see safety information while viewing their inventory • Stand alone system for Emergency Response Personnel • Provides snapshot of room/area: • Contact information/personnel • NFPA placard • Listing of chemicals with NFPA rating of 4 • Inhalation hazards • Possible radioactive isotopes • Possible biological agents • Complete inventory with direct link to applicable ERG page.

11. CIMS Features • Web interface for searching, editing, viewing, and printing inventories by the laboratories and ER personnel • Password protected • Provides safety information for the chemicals that can be viewed by user • Desktop ability to evaluate inventories and assign NFPA placards to areas

12. Future Goals • Meet any requirements for Homeland Security Reporting • Make initial inventory entering faster and easier via the web