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chem inventory instructions

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Office of Environmental Health and Safety

Chemical Inventory Instructions

Below are the instructions for completion of the Chemical Inventory Control form.  Link to programs and/or forms referred to in the instructions are at the bottom of the page.  If you have any questions or comments, please call us at 328-6166.

Step 1:  Save the form to your computer. 

Step 2:  Review the chemicals that you have.

If you haven't used a chemical in 3 years and don't have any pending research that requires it, consider donating to a colleague or placing it in the RECY-CHEM program. If it is opened or contaminated, schedule a hazardous waste pickup with EHS.

Chemicals that must be included in your inventory:

All chemicals used in University laboratories, art studios and other facilities as well as any material for which a Safety Data Sheet (SDS) exists;

Any paints, solvents, glues, pesticides, as well as any related flammable materials; fuels and other petroleum products; all compressed gases (oxygen, nitrogen, argon, propane, acetylene, helium, etc.); any other stocks of material that would create an explosive or toxic vapor hazard to unprotected personnel during fire emergencies (lead, mercury, magnesium, etc.).

Step 3:  Complete the columns on the form as outlined below:

Column A- *REQUIRED FIELD* DEPARTMENT: Indicate the name of the University department or office that controls the hazardous material inventory.

Column B- *REQUIRED FIELD* BUILDING: Indicate the building where material is located.

Column C - *REQUIRED FIELD* ROOM: Indicate the room number where material is located. Do not put a dash (-) between numbers or letters. Example: S106, not S-106.

Column D - *REQUIRED FIELD* CHEMICAL NAME: Indicate chemical name of substance and/or any common name listed on label. If there is a concentration listed or if the substance is anhydrous, please indicate in this column. DO NOT USE abbreviations or chemical formulas. Example: Formaldehyde, 10%.

Column E - *REQUIRED FIELD* CAS No.: The Chemical Abstracts Service (CAS) Registry Number may be found for specific chemicals on the chemical container, safety data sheets (SDSs) or in chemical reference books like Hawley's Condensed Chemical Dictionary. This information is critical to the effectiveness of the database. Paints and some chemical mixtures do not have unique CAS numbers. Please include dashes in the number. Example: 7768-77-0

Column F - *REQUIRED FIELD* QUANTITY: Indicate the amount of the chemical using a numerical value ONLY. Example: 2 four liters of toluene would be expressed with 2.1134 in the QUANTITY column and gallons in the UNITS column.

Column G - *REQUIRED FIELD* UNITS: Indicate liquid chemicals in gallons, solid chemicals in pounds, and gases in cubic feet.

**For liquids, 10 lb/gallon may be used as a conservative conversion, when the specific conversion for that chemical is not known. If you have rotating stock of chemicals, report the average amount. Here are some conversions that may be helpful:

1 lb = 0.4536 kg

1 gal = 3.7854 L

1 cu ft = 0.02832 m3

Column H - *REQUIRED FIELD* SDS On File: Check you SDS file and ensure that you have an SDS for each chemical that you use. SDS can be obtained from the chemical manufacturer or distributor. EH&S does not maintain SDS for departments. If you have difficulty finding an SDS, see SDS Recources.

Column I - *REQUIRED FIELD* SHELF LIFE: Indicate the expiration date of the chemical by month and/or year. If the date is not accessible give an estimate of expiration. The shelf life of non-stable chemicals can be found on the Chemical Shelf Life page. It is very important that hazardous chemicals are disposed of before they become shock sensitive or explosive.

Column J - *REQUIRED FIELD* HAZARD CLASS: Review the Hazard Class page, label on the container and/or the SDS. From the choices listed on the spreadsheet, choose the appropriate hazard class. If you cannot determine the correct class.  Hazard classification provides information concerning adverse reactions of the chemical and proper storage. Additional information on the hazardous and chemical waste page.

Column K - *SUGGESTED FIELD* VENDOR: Indicate the name of the vendor or company that manufactures or sales the chemical listed.

Column L - *SUGGESTED FIELD* CATALOG NUMBER: Indicate the catalog number for the chemical listed. Vendors often have unique numbers assigned to the chemicals they sale.

Step 4:  Save the newly updated file and e-mail it to EH&S.

Your file will be inserted into the University inventory and reviewed by a staff member. You may be contacted by EH&S if substances you work with are extremely hazardous or strictly regulated.

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