The Department of Environmental Health & Safety has launched a comprehensive campus-wide chemical inventory system. This system has been developed to effectively monitor hazardous chemicals across UAB. Using bar codes and a user-friendly web-based interface, this system will enable researchers, laboratory personnel, and other chemical users to accurately track chemicals in their possession. In addition, it will facilitate regulatory agency reporting by assisting EH&S and provide emergency responders with crucial information regarding chemical hazards in the event of an incident.

Some areas use large amounts of commercial products or may use chemicals that are mixtures that need to be inventoried. These items may not have a CAS# or they may have more than one CAS# associated with them. For these types of chemicals, simply enter the chemical trade name. If the chemical information cannot be found in the EHSA catalog, contact EHSASupport@uab.edu

ALL hazardous chemicals with an NFPA rating of a 2 or above must be included in the inventory. If a chemical has any GHS pictogram or the NFPA diamond on the chemical contains a “2” in any section, it should be added to your chemical inventory in most cases.

Partial list of exceptions / no need to include in inventory:

1. Consumer products, including cleaning agents (excluding chlorine bleach in large quantities; contact EH&S for specific guidance)
2. Non-hazardous substances such as sugars and buffer salts
3. Amino acids
4. Materials of biological origin, excluding toxins
5. Dilutions prepared by laboratory personnel
6. Culture media, agar, and broth
7. Latex paint
8. Printer inks and toner
9. Microorganisms
10. Research samples

These exclusions have been established based on their specific characteristics and regulatory requirements. However, please be advised that EH&S will provide further instructions or clarification if necessary. Also, feel free to add any non-hazardous chemicals to the system for tracking and purchase maintenance.

Streamline the initial inventory process in each laboratory.

EH&S will assist all new principal investigators in setting up an initial inventory. During the initial inventory, additional barcodes will be distributed so that new chemicals can be added. To request more barcodes, submit via EHSA.

At the time of inventory laboratory personnel should make the following preparations for safety and efficiency:

1. Disposal of Unwanted and Expired Chemicals: Prior to the reconciliation, identify and create a hazardous waste manifest for any chemicals that are no longer useful to the research, have expired (or are more than 5 years old), or show signs of degradation (e.g., crystals, phase separation, container damage). Please ensure proper packaging and segregation of these chemicals prior to pick up. This will assist in maintaining an accurate and up-to-date inventory, as well as promoting safety within the laboratory environment. DO NOT SUBMIT A MANIFEST IF YOUR CHEMICALS ARE NOT READY FOR PICKUP.
2. Proper Cleanup of Spills and Contamination: Thoroughly clean up any spills or contamination, paying special attention to cabinets and refrigerators where chemicals may have leaked or spilled.
3. Check Freezer Conditions: Verify that chemicals stored in freezers are not frozen together or have adhered to the sides or shelves, as this can impede accurate inventory assessment.
4. Organize Materials to be Inventoried: Ensure that all materials slated for inventory are in their designated storage locations for easy identification and assessment.
5. Legible and Appropriate Labels: Confirm that all chemical containers have legible and appropriate labels. If the original container label is damaged or inadequate, the ChemWatch system can be utilized to print a GHS-compliant label. Note: Chemical identity should not solely rely on chemical structures or abbreviations.
6. Communicate Sensitive or Hazardous Procedures: If there are any ongoing sensitive or potentially hazardous procedures taking place, either place signs or directly inform the personnel conducting the inventory.
7. Clear Counter Space: Allocate a clean counter space for the sorting and marking of chemical containers during the inventory process.
8. Designated Area for Relabeling or Packing as Waste: Set aside a specific location for staging containers that may require relabeling or packing as waste.
9. Ensure Clear Aisles and Access: Maintain clear aisles and ensure unobstructed access to all chemical storage locations for ease of inventory assessment.

• Barcoding and Return of Chemical Containers: All chemical containers will be barcoded and promptly returned to their original locations after being entered into the Chemical Management System. This ensures accurate tracking and inventory management.
• Exclusion of Damaged, Unlabeled, or Expired Containers: Containers that are damaged, unlabeled, or expired will not be entered into the system. Instead, they will be relocated to the designated disposal area for proper handling and disposal in accordance with waste management protocols.
• Non-Entry of Contaminated Locations: Chemicals in locations showing signs of gross leakage or contamination will not be entered into the system. In such cases, the materials will be appropriately marked for disposal as waste to maintain safety and compliance.
• Inventory Inclusion: Most chemicals in their original containers will be inventoried as part of the process. However, please note that buffers, dilutions, and cleaning products will not be included in the inventory.

Maintaining Your Chemical Inventory

Often overlooked but absolutely critical is the process of managing an up-to-date chemical inventory system. All labs are required to maintain accurate, up-to-date chemical inventory systems.

1. New Chemicals Entering the Lab: Upon the arrival of each new chemical in the lab, labs are required to enter the chemical into the database using the provided barcode system. EH&S supplies the barcodes, and the Chemical Inventory Instructions detail the process of updating your inventory.
2. Removing Used/Expired Chemicals: Expired chemicals must be manifested through EHSA as waste. This will be automatically removed from the lab’s inventory in EHSA after manifesting is complete. Similarly, if a chemical container is completely used up, it should be removed from the inventory first, and the container should be disposed of following EH&S guidelines.
3. Redistributing/Sharing Chemicals with Other Labs or Moving to Another Location: In situations where a project ends or a specific chemical is no longer needed, labs may consider redistributing chemicals. However, it is crucial to adhere to funding agency regulations at all times when redistributing.
   • Since each chemical container is assigned a unique barcode specific to a location and principal investigator (PI), it is imperative not to relocate chemicals to another location without first notify EH&S. Barcodes simplify inventory tracking by minimizing manual data input. Each chemical is set up in the system only once. When transferring a chemical to another lab, users can simply inform EH&S and the chemical inventory coordinator will assist you for the process. We will notify you once the transfer icon is functional in EHSA.
4. Lab Closing/Disposal: In the event of lab closure or relocation, it is vital not to leave any chemicals behind for the next occupant. If you no longer wish to retain certain chemicals in your inventory, you are required to either follow the procedure outlined in the previous paragraph if another PI expresses interest in acquiring them or manifest and dispose of the chemicals as hazardous waste according to EH&S guidelines.

Features of the UAB Chemical Inventory System:

1. Efficient Search Functionality: The UAB Chemical Inventory System offers a powerful search feature, enabling users to search their chemical inventory by name, CAS number, or barcode number. This facilitates quick and accurate retrieval of specific chemical information.
2. Comprehensive Chemical Information Management: Users have the flexibility to add or edit information for any of their chemicals in the inventory. The system provides optional fields to include detailed information about the chemical, such as storage location descriptions, ensuring comprehensive data management.
3. Safety Data Sheet (SDS) Access: While currently in development, EH&S are actively working on integrating immediate access to Safety Data Sheets (SDS) within the system. This feature would provide users with easy access to crucial safety information for each chemical, enhancing compliance and safety protocols.

Proper Storage of Chemicals

Ensuring the correct storage of chemicals is essential in preventing unwanted reactions, particularly during emergencies such as fires. Adhering to hazard class categorization is crucial for maintaining a safe environment.

1. Flammable Liquids: Flammable liquids in quantities exceeding 10 gallons should be stored in designated flammable storage cabinets. These cabinets are designed to minimize the risk of fire and contain potential spills or leaks.
2. Acids and Bases: It is important to store acids and bases separately to prevent hazardous reactions. Keeping them in separate storage areas or cabinets reduces the likelihood of accidental mixing and potential chemical reactions.
3. Oxidizers: Oxidizers should be stored away from organic materials to avoid the possibility of fire. Separation of oxidizers from substances that can readily react with them is critical to minimize the risk of ignition.

For detailed information and specific requirements on proper chemical storage, EH&S recommends referring to the following guidelines:

• Making Sense Out of Chemical Storage
  
  
• EPA Chemical Segregation Chart