Download presentation
Presentation is loading. Please wait.
Published byBruno Gibbs Modified over 9 years ago
1
SAND Number: 2013-8081 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. Yogyakarta, Indonesia, October 2013
2
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
4
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
5
Instructors ◦ Dr. Joe Hardesty ◦ Dr. Christine Straut Participants ◦ Name, ◦ Country, ◦ Institution, ◦ Specialty 5
6
SAND Number: 2013-8081 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
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
8
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
9
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
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
11
SAND Number: 2013-8081 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.
12
Key Principles Cradle to Grave Benefits and Best Practices Procurement Storage Inventory Waste 12
13
Cradle to Grave Advance Planning Chemical Inventory Management System Access Control 13
14
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
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
16
Opportunities: in the field of chemical management www.sciencedirect.com 16
17
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
18
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
19 Planning Substitution Source reduction Surplus sharing Ordering Chemicals Receiving Chemicals
20
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
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
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
23
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
24 Plan ahead ◦ Minimize amount and hazards Separate during collection and storage Recycling and/or disposal Prevent orphans and unknowns
25
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
26
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
27
SAND Number: 2013-8081 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.
28
SAND Number: 2013-8081 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.
29
Definitions Key Principles Inventory Basics Inventory Database Inventory Reporting Inventory Inspections Access Control Conclusions 29
30
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
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
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
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
34
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
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
36
What information is missing? ◦ Expiration date? ◦ Owner? 36 BarcodeLocationDate InNameCas #StateQuantityUnitsContainerHazards/Alerts AQ879816124/22/12/2011Sulfuric Acid7664-93-9Liquid500mLGlassacid AQ879817122/15/24/2003Ferric Chloride7705-08-0Solid500gramMetal Can toxic, corrosive AQ879818124/31/1/2001Oxygen7782-44-7Gas5m3m3 Gas Cylinderflammable AQ879819121/A6/24/2005Acetone67-64-1Liquid1LPlastic flammable AQ879820122/22/7/1998Diethyl Ether60-29-7Liquid1LPlastic peroxide former AQ879821124/15/8/1996Magnesium7439-95-4Solid100gramMetal Canflammable AQ879823121/B5/30/2005Pinacolyl Alcohol464-07-3Liquid26kgGlassCWC sch 2 AQ879824121/A10/24/2002Sodium Cyanide143-33-9Solid5gramGlass toxic
37
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
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 http://www.earthscienceworld.org/images
39
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
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
41
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 http://www.journals.elsevier.com/journal-of-chemical-health-and-safety/
42
SAND Number: 2013-8081 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.
43
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
44
SAND Number: 2013-8081 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.
45
SAND Number: 2013-8081 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
46 Planning Substitution Source reduction Surplus sharing Ordering Chemicals Receiving Chemicals
47
How is procurement involved in inventory management? ◦ Planning ◦ Ordering Chemicals ◦ Receiving Chemicals ◦ Surplus sharing 47
48
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
49
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
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?
51
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
52
SAND Number: 2013-8081 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.
53
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
54
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
55
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
56
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
57
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
58
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
59 Small Facility 1- 50 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.
60
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
61
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
62
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
63
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
64
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
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
66
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
67
Clearly state hazard ◦ Label (GHS) – bottle and package Protect sample integrity ◦ Label (fragile, Etc.) ◦ Bump, shock, drop Elements/Nature ◦ Temperature ◦ Moisture/Humidity ◦ Sunlight 67
68
Manufacturer's Chemical bottle label In-used sample/reaction glassware Transfer/Secondary storage containers 68
69
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
70
Container within a container Specific requirements depend on material and other factors External/Shipping Packaging Hand Carry Example 70
71
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
72
Determine the safest route and mode of transportation ◦ Hand carry, cart, dolly, automobile Secondary containment PPE and emergency equipment 72
73
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
74
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
75
SAND Number: 2013-8081 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.
76
SAND Number: 2013-8081 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
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
78
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
79
Access Control MSDS database Chemical “Alerts” Worksheet tabs: ◦ “Inventory” ◦ “Quick View” ◦ “Stock Check” 79
80
80
81
81
82
82
83
1)Hide Tabs 2) Password Protect 83
84
SAND Number: 2013-8081 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.
Similar presentations
© 2025 SlidePlayer.com. Inc.
All rights reserved.