General Information About Preparing The 2012 Chemical Inventory

PURPOSE - INVENTORY GENERAL INSTRUCTIONS
The purpose of this document is to supply information to departments, investigators and others responsible for preparing hazardous materials inventories for compliance with federal, state, and local laws and regulations. All campus inventories are kept in a confidential central database at EH&S. The database supplies information to regulatory agencies and emergency responders and provides hazardous material door signs for campus inventory locations.

INVENTORY DUE DATES - ACTION REQUIRED
Please correct and update all chemical inventories previously reported to EH&S according to the time schedule listed below. If you did not update your inventory in 2011, it is due now. If you are unclear about your reporting date or wish to change it, please call an EH&S contact listed below. Inventory quarters are as follows:

Updates are required within 30 days whenever there are any significant changes in your chemical inventory (increase in maximum amount, acquisition of a new hazardous material, transfers to other rooms, move to a new lab or different building, or changes in emergency contacts).

EH&S CONTACT (OR CALL EH&S AT 510-642-3073)

WEB SITE ACCESS
Click here for additional information and instructions about the Chemical Inventory Program.

EXISTING INVENTORY DATA - METHODS FOR UPDATING CHEMICAL INVENTORIES
Various options exist for preparing or updating your chemical inventory. The methods available to you will depend on your computer accessibility, computer type, connection to the campus network, and if you have a chemical inventory presently on file with EH&S. The data collection methods explained in the following sections include:

• Chemical Inventory (CI) database - Preferred Method

• Local Data Collection Programs

• Paper Inventory (for less than 25 items)

Chemical Inventory Database (CI)
This online database is the preferred method for submitting your chemical inventory and keeping it up to date. Online access allows you to view and update your inventories directly on a web browser. Refer to the "Chemical Inventory Database Instructions" for details on using this system. Contact EH&S if you are interested in receiving training for your department. Existing inventories can be edited using the simple spreadsheet format. Transfers and deletions can be done in sets. Before using this database, you must first request access privileges from EH&S.

Local Data Collection Programs
Either Macintosh or Windows users who cannot access CI due to computer system constraints may use an EH&S workstation to access the database (contact EH&S to schedule an appointment), or submit an electronic version of their inventory using a Microsoft Excel spreadsheet template (available from EH&S). Call the EH&S contacts if you need more information on submitting your inventory in an alternative electronic format.

Paper Inventory
If you have less than 25 changes to report in your inventory, you can submit it in the EH&S paper format (refer to "Instructions for Completing a Chemical Inventory on Paper"). Printouts of your current inventory data (in a spreadsheet format) or blank inventory forms may be requested from EH&S.

PREPARTATION OF THE CHEMICAL INVENTORY

Locations to Inventory
A chemical inventory must be prepared for each location where there are hazardous materials in a building (room, laboratory, cold room, closet, hall, tank or outdoor location). If you move your chemical inventory to a new location, notify EH&S at the time of the move in order to keep the campus database current for emergency response use. (Note: EH&S has prepared a "Move Manual" for laboratory relocation to help you with your move. Copies are available from EH&S or on our web site.)

Materials to Include in the Inventory
You are encouraged to include all hazardous materials in your inventory so the information is readily available to emergency responders in case of an emergency. Examples of hazardous materials to inventory include: all carcinogens, reproductive toxins, liquids and gases under pressure (including liquid nitrogen tanks and compressed air cylinders), and materials that are toxic, oxidizing, corrosive, reactive or flammable.

At this time it is not necessary to report biological materials and etiologic agents. Additionally, do not report radioactive materials. EH&S receives the inventory directly from the Office of Radiation Safety. It is not necessary to include non-hazardous materials, small volumes of stock or working solutions on the bench top or office supplies. If you are unsure what to report, call the EH&S contacts listed above.

While it is important to inventory all hazardous materials and their amounts, due to regulatory concerns related to air quality, it is especially critical to report an accurate annual usage estimate for the chemicals in the following table:

TOXIC AIR CONTAMINANTS REQUIRING ACCURATE ANNUAL USAGE INFORMATION