SAND Number: P Sandia is a multi-program laboratory operated by Sandia Corporation, a Lockheed Martin Company, for the United States Department of Energy’s National Nuclear Security Administration under contract DE-AC04-94AL Yogyakarta, Indonesia, October 2013

Objectives  To improve chemical management in your labs  Using a Chemical Inventory Management System (CIMS) in your labs Goals:  Understand cradle-to-grave management  Train The Trainer: propagate knowledge and practices forward  Identify challenges/barriers and paths forward  Develop an Action Plan and draft SOPs to implement CIMS. 2

Workshop Materials  Binder: ◦ Presentations ◦ Resource section ◦ Useful Websites ◦ Information for labs and teaching resources ◦ List of items on USB  USB Flash Drives: ◦ Presentations ◦ CIMS ◦ Software files, forms, manual  CIMS Installation Manual: 4

 Instructors ◦ Dr. Joe Hardesty ◦ Dr. Christine Straut  Participants ◦ Name, ◦ Country, ◦ Institution, ◦ Specialty 5

SAND Number: P Sandia is a multi-program laboratory operated by Sandia Corporation, a Lockheed Martin Company, for the United States Department of Energy’s National Nuclear Security Administration under contract DE-AC04-94AL85000.

7  Day 1: o Welcome, Overview, Organization and Objectives o Chemical Management Overview o Fundamentals of Chemical Inventory Management Systems (CIMS) o Group Discussion: Current Inventory Management o Chemical Procurement: Approvals, Ordering and Tracking o Central Receiving & Storage: Advantages & Disadvantages o CIMS Software: Installation, Setup and Basic Features  Day 2: o Chemical Storage and Use in Labs: Receiving, Storage & Tracking o Standard Operating Procedures (SOPs) o SOP Activity: Chemical Procurement, Receiving & Storage o CIMS Activity: Chemical Storage and Use in Labs o Chemical Waste and Disposal: Inventory management practices o Inventory Audits & Reporting o CIMS Software: Inventory Setup, Tracking, Audits and Removals o CIMS Exercise: Inventory Audits, Reports, Waste and Removal o SOP Activity: Inventory Audits, Reports, Waste & Disposal  Day 3: ◦ SOP Activity: Complete Draft SOPs ◦ CIMS SOP Test Stations ◦ Group Discussion: Issues of CIMS Implementation ◦ Group Activity: CIMS Implementation, Action Plan and Schedule ◦ Next Steps and Conclusions

 Discussions and Activities ◦ Identify gaps between existing and ideal situation ◦ Develop plans and procedures for improvement  Sustainability ◦ Train the Trainer ◦ Opportunities to apply new knowledge to your home institution’s situation ◦ Follow-up with Action Plan and Next Steps 8

Task1 month3 months6 months1 year On-going/ Continuous SOPDraft complete Management Approval Staff Training and implementation First ReviewReview/Revision Chemical Procurement: Task1 month3 months6 months1 year On-going/ Continuous Add chemicals to CIMS software Train staff and students on CIMS Each lab must submit chemical inventory to CIMS Admin First CIMS Audit Second CIMS Audit Inventory modifications, Audits, reporting Chemical Tracking and Management: 9

10  Welcome, Overview, Organization and Objectives  Chemical Management Overview  Fundamentals of Chemical Inventory Management Systems (CIMS)  Group Discussion: Current Inventory Management – Organization, Issues and Goals  Chemical Procurement: Approvals, Ordering & Tracking  Central Receiving & Storage: Advantages & Disadvantages  CIMS Software: Installation, Setup and Basic Features

SAND Number: P Sandia is a multi-program laboratory operated by Sandia Corporation, a Lockheed Martin Company, for the United States Department of Energy’s National Nuclear Security Administration under contract DE-AC04-94AL85000.

 Key Principles  Cradle to Grave  Benefits and Best Practices  Procurement  Storage  Inventory  Waste 12

 Cradle to Grave  Advance Planning  Chemical Inventory Management System  Access Control 13

14 Chemical Use Waste Management Ordering/ Procurement Delivery/ Receipt Storage/ Inventory Legacy/ Waste Disposal Recycling Control and accountability of chemicals at all times, from procurement to disposal as waste

15  Reduces costs ◦ Smaller and fewer purchases ◦ Less storage space ◦ Reduce waste  Saves time ◦ Surplus sharing ◦ Less searching  Improves research and teaching ◦ Track expiration ◦ Teaches industry standards, expectations ◦ Improved Quality Control  Environment and Community Friendly ◦ Reduces hazards and waste ◦ Regulatory compliance ◦ Emergency response  Safety and Security ◦ Hazard Identification ◦ Appropriate procedures ◦ Prevent incidents  Opportunities for Recognition ◦ Publications ◦ Presentations ◦ Awards

Opportunities: in the field of chemical management 16

17  Involves all CSS controls ◦ Administrative  Develop Chemical Safety and Security Policy and programs  Implement Chemical Safety and Security Policy ◦ Operational  Standard Operating Procedures  Substitution (Using less dangerous chemical)  Scale down (Procure and use a smaller amount of dangerous chemical ◦ Engineering  Isolate or enclose the process, hazardous material or worker ◦ PPE  Last line of defense, for emergency or non-standard operations

 Proper chemical management program has several essential elements Recycling of chemicals, containers and packages Procedure for chemical ordering and disposal Source reduction Inventory and tracking Storage in stockrooms Access control Waste management 18

19  Planning  Substitution  Source reduction  Surplus sharing  Ordering Chemicals  Receiving Chemicals

 Think “Cradle to Grave” before purchasing or accepting chemicals ◦ What chemicals are needed? ◦ How much is needed? ◦ How/where will they be stored? ◦ How will they be handled/used? ◦ How will disposal take place? “Extra” chemicals are not usually a good idea Donated chemicals are not always “free” o Hazardous Waste o Spent or contaminated chemicals 20

21  Database of chemicals ◦ Computer/web-based  Barcodes ◦ ID, location, owner, hazards  Control access to database  Maintain with inspections  Ensure control and accountability ◦ No orphan chemicals

22  Separate incompatible chemicals  Separate flammables and explosives from ignition sources ◦ flammable storage cabinets  Use secondary containment ◦ Label with compatibility groups  All containers properly labeled and closed  Do not store chemicals: ◦ On top of cabinets ◦ On the floor ◦ In hoods ◦ In hallways ◦ With food ◦ Where there is wide variations in temperature, humidity, or sunlight

 Access limitations depend on the material or information ◦ More control of access if COCs* are present  Lock areas, rooms, cabinets ◦ Control of keys, combinations, codes  Label areas “Authorized Personnel Only” ◦ Means of identifying authorized personnel  Challenge unfamiliar people in restricted areas  Authorized personnel ◦ Trusted ◦ Background check ◦ Trained ◦ Legitimate need 23 * COCs = Chemicals of Concern

24  Plan ahead ◦ Minimize amount and hazards  Separate during collection and storage  Recycling and/or disposal  Prevent orphans and unknowns

 Chemical Safety and Security Officer (CSSO) ◦ Duties ◦ CSS Plan  Laboratory Design  Laboratory Ventilation/Chemical Hoods  Chemical Toxicology  Safe/Secure Transport of Chemicals  Fire Prevention and Protection in the Laboratory  Emergency/Security Planning and Management  Spill Cleanup  Chemical Waste, On-site Recycling, and Waste Treatment ALL are Improved When Supported by a Proper CIMS 25

 Key to chemical safety and security  Involves all CSS controls ◦ Administrative ◦ Operational ◦ Engineering ◦ PPE  Many issues addressed by planning ahead  Best practices in chemical management and high quality research are positively correlated  Opportunities for those willing to pioneer improvements 26

SAND Number: P Sandia is a multi-program laboratory operated by Sandia Corporation, a Lockheed Martin Company, for the United States Department of Energy’s National Nuclear Security Administration under contract DE-AC04-94AL85000.

SAND Number: P Sandia is a multi-program laboratory operated by Sandia Corporation, a Lockheed Martin Company, for the United States Department of Energy’s National Nuclear Security Administration under contract DE-AC04-94AL85000.

 Definitions  Key Principles  Inventory Basics  Inventory Database  Inventory Reporting  Inventory Inspections  Access Control  Conclusions 29

 Inventory ◦ Database that tabulates the chemicals in the lab  Can include materials, Synthesized products and samples  Inventory (and tracking) system ◦ Procedures and tools to update information and storage locations  Inventory Management ◦ Entire process involved in tracking inventory items throughout the life cycle (procurement through disposal) 30

31  Set of policies, procedures, and tools for chemical management  “Living” database of chemical inventory ◦ Updated with procurement, transport, use, and disposal  Requires training, maintenance, and inspection  Control access to database  Ensure control and accountability ◦ Designate chemical owners ◦ No orphan chemicals  Meet regulatory and institutional requirements

32 CIMS Types (examples):  Paper-based ◦ Card catalogue ◦ Inventory log book ◦ <100 Inventory items  Computer/web-based system ◦ Microsoft Access or Excel ◦ Commercially available software CIMS Use and Function (examples):  Inventory Tracking ◦ Unique identifier ◦ Barcodes  Many desirable functions ◦ Improve laboratory work ◦ Reduce inventory

33  Database fields ◦ Chemical or tradename ◦ CAS number ◦ Hazards ◦ Ingredient list ◦ Owner/ purchaser ◦ Location/organization ◦ Dates: Order/received/expiration ◦ Amounts: ordered, remaining, used ◦ Lot numbers  Searches and Reports: ◦ Find an (M)SDS ◦ Chemical Inventory Search ◦ Chemical Regulatory Reports ◦ Find Chemical Storage Locations  System-generated Alerts ◦ Expiration ◦ Hazardous or reportable materials

 The Database - information collected and tracked by the inventory system  Varies from small to large, simple to complex ◦ Individual amounts and algorithms to calculate total amounts  Selection of database system depends on regulations and tracking interests ◦ The size of the database may dictate how advanced your inventory management system needs to be  Examples: o For synthesis labs Enter synthesis products into inventory, or just label properly o For Numerous Samples or Standards Keep track of individual vials after preparation, or Track batches, or Just label properly 34

35  Name ◦ IUPAC, common, trade  CAS number  Formula  Ingredient  Lot number  Location ◦ Facility, building, room, cabinet, shelf  Owner ◦ Organization ◦ Individual  Requester  Purchaser  Barcode  Supplier or producer  Physical state  Hazards ◦ Compatibility/storage info ◦ COC flag ◦ Biosafety/biosecurity level  Safety Data Sheet (SDS)  Certificate of analysis  Quantity  Date purchased or received  Expiration date  Status (open or not)  Use and transfer history It is possible to keep track of a lot of useful information with a computer/web-based chemical inventory management system

 What information is missing? ◦ Expiration date? ◦ Owner? 36 BarcodeLocationDate InNameCas #StateQuantityUnitsContainerHazards/Alerts AQ /22/12/2011Sulfuric Acid Liquid500mLGlassacid AQ /15/24/2003Ferric Chloride Solid500gramMetal Can toxic, corrosive AQ /31/1/2001Oxygen Gas5m3m3 Gas Cylinderflammable AQ /A6/24/2005Acetone Liquid1LPlastic flammable AQ /22/7/1998Diethyl Ether Liquid1LPlastic peroxide former AQ /15/8/1996Magnesium Solid100gramMetal Canflammable AQ /B5/30/2005Pinacolyl Alcohol Liquid26kgGlassCWC sch 2 AQ /A10/24/2002Sodium Cyanide Solid5gramGlass toxic

37  Inventory Audits/Reconciliation  Assures accuracy of inventory database  Provides visual assessment of chemical condition  Should be done once or twice a year ◦ More often for COCs

38  Use of a computer/web- based system makes reporting easier  Helps coordinate with emergency responders  Inventory reports may be required by law or by institution policy ◦ Based on location ◦ Quantities of chemicals purchased or used ◦ Price ◦ Expiration ◦ Transport ◦ COCs  1994, California State University, Northridge ◦ Magnitude 6.7 earthquake, epicenter a few km from campus ◦ Fires in science buildings allowed to burn because chemical inventory/hazards unknown Image courtesy: P.W. Weigand, California State University Northridge Geology Department, Image source: Earth Science World Image Bank

 A spreadsheet may not be useful for emergency responders  Use spreadsheet to create a summary of chemical hazards ◦ For Institution ◦ For building ◦ For individual labs  Useful when making hazard door signs 39

40  Different levels of access to inventory system and database ◦ Students ◦ Faculty, staff researchers ◦ Department heads, system administrators ◦ Chemical safety and security officers, centralized procurement  Outsider Threat ◦ Restrict access to information about COC locations and physical security  Insider threat ◦ Personnel management ◦ Procurement ◦ Inventory management  Chemical Owner  Physical Inspection  Data protections

 What are the main challenges to effective chemical inventory management?  Benefits of a Chemical Inventory Management System ◦ Save time ◦ Save money ◦ Improve research ◦ Improve safety ◦ Improve security ◦ Regulatory compliance ◦ Earn recognition  Published articles about chemical inventory management 1 ◦ Ateneo de Manila University ◦ Stanford University ◦ Temple University ◦ Los Alamos National Laboratory 41 1 These and other articles are in Journal of Chemical Health and Safety

SAND Number: P Sandia is a multi-program laboratory operated by Sandia Corporation, a Lockheed Martin Company, for the United States Department of Energy’s National Nuclear Security Administration under contract DE-AC04-94AL85000.

 What is your current inventory management system?  What improvements would you like to see?  Please refer to handout: ◦ “Group Discussion: Current Chemical Inventory Management System (CIMS)” 43

SAND Number: P Sandia is a multi-program laboratory operated by Sandia Corporation, a Lockheed Martin Company, for the United States Department of Energy’s National Nuclear Security Administration under contract DE-AC04-94AL85000.

SAND Number: P Sandia is a multi-program laboratory operated by Sandia Corporation, a Lockheed Martin Company, for the United States Department of Energy’s National Nuclear Security Administration under contract DE-AC04-94AL85000.

46  Planning  Substitution  Source reduction  Surplus sharing  Ordering Chemicals  Receiving Chemicals

 How is procurement involved in inventory management? ◦ Planning ◦ Ordering Chemicals ◦ Receiving Chemicals ◦ Surplus sharing 47

 Chemical purchase planning ◦ Need? ◦ Availability and amount needed? ◦ Hazard? ◦ Storage considerations? ◦ Perform Risk Assessment  Chemical purchasing authorization/approval ◦ Who needs to know?  Lab Manager, Department Head, Institution Head? ◦ What should they check?  Laws/regulations  Storage and Use conditions  Training or additional specialty training  What else might be important to your institution? 48

 How it works ◦ Extra chemicals in good condition are posted to a list ◦ Procurement requests go first to the surplus list ◦ If in stock, requester gets option of taking surplus chemicals for free  Barriers to surplus sharing ◦ Requires coordination with centralized procurement ◦ Chemical collecting, hoarding ◦ Requires training  Benefits ◦ Reduces cost, waste, and hazards  Do you currently use a surplus sharing method in your lab, department, institution? 49

50 Ordering Procedure  Centralized system ◦ Ensure proper planning ◦ Tracking and accountability Things to Consider  Costs ◦ Purchase ◦ Handling  Human  Monetary ◦ Receiving ◦ Storage ◦ Disposal Who can/does order chemicals for you lab, department, or institution?

 Know your suppliers ◦ Chemical Integrity  Storage and Shelf-life  Assay expiration, impurities  Hazardous decomposition  Peroxide-forming chemicals ◦ Legitimate/licensed source ◦ Company reputation  Customer satisfaction  Delivery 51

SAND Number: P Sandia is a multi-program laboratory operated by Sandia Corporation, a Lockheed Martin Company, for the United States Department of Energy’s National Nuclear Security Administration under contract DE-AC04-94AL85000.

 Basic Considerations ◦ Trained personnel ◦ Storage requirements ◦ PPE ◦ Emergency Equipment  First aid, spill kit, etc. ◦ Inventory control and tracking ◦ Transport within the facility  use outer protective container 53

 Centralized location ◦ Easier chemical tracking ◦ Easier reporting  Permanent employees (less turnover) ◦ Easier to track annual training ◦ Preserve experience and knowledge  Expertly trained personnel to handle any chemical issue  Coordination for emergency response  Localized transport equipment  Safety equipment/facilities maintained 54

 Delivery methods: ◦ Domestic mail, commercial delivery, express mail, direct shipment  Confine deliveries to: ◦ Loading dock, receiving room, specified lab  Chain of custody (Tracking) ◦ Receipt of delivery ◦ Verified order and shipment  Inventory ◦ Barcode item(s) for master inventory file  Training ◦ Trained to recognize and prevent hazards ◦ Prevent and clean-up spills 55

 Basic First Aid and CPR  Hazard Communication  Chemical Health Effects  Hazard/Emergency Response  Blood Borne Pathogens  Spill Containment/Cleanup  Forms of PPE and Appropriate Use  Fire Prevention/ Fire Fighting  Ergonomics/Equipment for Safely Moving Materials 56

 Where, how, who opens shipment?  Should package be opened in a hood?  Is material radioactive, flammable, reactive, explosive, etc.? ◦ Has the vendor labeled packaging properly? ◦ Has vendor provided SDS?  Is monitoring equipment needed? ◦ Toxic gases ◦ Radioactive materials  Is special storage needed on receipt? ◦ Separation for incompatible items 57

 Bulk Chemical Deliveries ◦ Solvents, fuels and other hydrocarbons common  Delivered by railcar or tanker truck ◦ Transfer equipment should be intrinsically safe  Transfer personnel should have special training  Proper electrical grounding and bonding of equipment ◦ Have a designated delivery location or facility  Locate away from general employee population  Fire suppression system or fire response team  Inspect equipment periodically, replace as needed  Outdoors and well ventilated 58

59 Small Facility  Deliviers per day  Few locations ◦ Department or building ◦ Delivery to labs  Fewer manager and employee support  Smaller quantity of chemical storage Large Facility  50+ deliveries per day  Varying locations and deliveries  May require additional vehicle transportation  Many employees and managers with varying training and experience  Large quantity of chemicals  More diverse chemical property requirements  Extensive emergency response training required VS.

When determining the location of the central receiving and storage areas consider these items:  Safety features designed into facility  Location of the facility relative to common deliveries  Accessibility ◦ Location within the facility ◦ Access Control/Restriction ◦ Delivery requirements/types - Loading dock, ramp  Nature of chemical operations/storage ◦ Storage requirements for chemicals  Building and fire codes  Laws and Regulations  Personnel expertise and training 60

 Depending on University layout and size ◦ Decide type/size and location of the central receiving/storage facility  Annual Training for ALL employees ◦ Understand guideline for ordering and receiving chemical  Loading dock, receiving room, laboratory and clerical personnel 61

 Spill protection & secondary containment: ◦ Liquid-tight dikes, ◦ Recessed noncombustible floors, ◦ Containment so a leak from one container does not contact other containers, ◦ Raised steel or fiberglass grating, ◦ Removable grating and supports for clean up of any leaked material, ◦ Separate secondary containment to prevent mixing of spilled/leaked materials.  Store large volumes of chemical waste in buildings with few people ◦ Access restricted to responsible personnel ◦ Divide into chemically compatible groups ◦ Provide safety equipment and alarms 62

 Separate incompatible chemicals  Separate flammables and explosives from ignition sources ◦ Flammable storage cabinets  Large containers on bottom shelves  All containers properly labeled and closed ◦ Label with compatibility group  Use secondary containment  Wipe-off outside of container before returning to storage area  Secure Chemicals Of Concern (COC)  Fasten shelves to wall or floor  Shelves have a lip and/or rod 63

 Emergency Response Equipment ◦ Spill kits  All types: acid, base, solvent  sufficient size and quantity to deal with a large spill or release ◦ Fire suppression equipment  Sprinkler system or water hose  Fire extinguishers  Smoke and heat alarms ◦ First aid kit ◦ Eye wash and Shower ◦ Personal Protective Equipment (PPE)  Response to large release or spill  General PPE for transportation of chemicals 64

65  Keep cylinders outside and pipe into lab  Store cylinders in lab  Secure (chain/clamp)  Screw down cylinder caps  Store in well-ventilated area  Separate and label empty cylinders  Separate incompatible gases  Transport safely

 Hazard Signage ◦ All chemical storage areas require appropriate hazard signs:  Entrance, cabinets, shelves, etc. ◦ Entrances to building and rooms require emergency response signage  What hazards are present  Whom to contact in case of emergency  Fire and police response phone numbers 66

 Clearly state hazard ◦ Label (GHS) – bottle and package  Protect sample integrity ◦ Label (fragile, Etc.) ◦ Bump, shock, drop  Elements/Nature ◦ Temperature ◦ Moisture/Humidity ◦ Sunlight 67

 Manufacturer's Chemical bottle label  In-used sample/reaction glassware  Transfer/Secondary storage containers 68

 Identify material ◦ Proper, full chemical name ◦ ID codes (e.g., UN number) ◦ Quantities, concentrations, number of containers  Hazard class according to regulations ◦ Transport symbols o Proper universal symbols  Emergency information  Contact names and phone numbers  Languages 69

 Container within a container  Specific requirements depend on material and other factors External/Shipping Packaging Hand Carry Example 70

 Cryogenic materials ◦ Dry Ice (Solid Carbon Dioxide)  Used to ship biological materials/samples  Manufacturing materials (Aramid pre-pregs)  Some chemicals (Ethylene, Acetylene, Fine chemicals) ◦ Understand special handling and storage requirements  Remove dry ice from container before placing in freezer storage as sublimating dry ice is an asphyxiation hazard ◦ When removing cryogenic samples or supplies always wear appropriate PPE, usually cryogenic gloves and eye protection 71

 Determine the safest route and mode of transportation ◦ Hand carry, cart, dolly, automobile  Secondary containment  PPE and emergency equipment 72

 Reputable delivery company/personnel  Label areas “Authorized Personnel Only” ◦ Means of identifying authorized personnel  Authorized personnel ◦ Trusted, background check ◦ Trained ◦ Legitimate need  Access control ◦ Lock areas, rooms, cabinets  Access limitations depend on the material or information ◦ More control of access if COCs are present  Continuous monitoring ◦ Cameras, sensors, access/entry points  Security system and personnel 73

 Key principles: ◦ Security Policy and SOP include:  activities allowed, personnel access lists, hours of operations, actions to be taken in the event of an incident ◦ All doors fire rated and lockable ◦ Exterior lighting during off hours ◦ Emergency lighting in interior ◦ Intrusion detection alarms  on doors/windows, or volumetric interior alarms such as microwave or infrared ◦ Response plan for specific incidents  who will respond?  Fire brigade, security guards, police 74

SAND Number: P Sandia is a multi-program laboratory operated by Sandia Corporation, a Lockheed Martin Company, for the United States Department of Energy’s National Nuclear Security Administration under contract DE-AC04-94AL85000.

SAND Number: P Sandia is a multi-program laboratory operated by Sandia Corporation, a Lockheed Martin Company, for the United States Department of Energy’s National Nuclear Security Administration under contract DE-AC04-94AL85000.

77  Overview ◦ Basics and Features  Guided Installation and Set-up ◦ Software Installation ◦ Equipment Installation ◦ MSDS database set-up ◦ User Access set-up  Refer to CIMS “Installation Guide and User Manual” provided

 Purpose and Benefits ◦ Promote a fundamental approach to managing chemicals in the laboratory, focused on security and safety ◦ Designed for a single central receiving/storage facility with only a limited number of CIMS authorized users  Roles and Responsibilities ◦ “Administrator” - This is the only user with the ability to modify the inventory ◦ “General User” – Can search and view inventory  Implementation and Maintenance ◦ Requirements include  (1) documentation and record keeping  (2) assigning roles and responsibilities  (3) training new staff  (4) reporting ◦ SOP 78

 Access Control  MSDS database  Chemical “Alerts”  Worksheet tabs: ◦ “Inventory” ◦ “Quick View” ◦ “Stock Check” 79

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1)Hide Tabs 2) Password Protect 83

SAND Number: P Sandia is a multi-program laboratory operated by Sandia Corporation, a Lockheed Martin Company, for the United States Department of Energy’s National Nuclear Security Administration under contract DE-AC04-94AL85000.