Labs and Clinics – Inventory Control Form Instructions

Below are the instructions for completion of the Inventory Control form. Columns with red headers are required fields, columns with gray headers are suggested, but optional. 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 or email safety@ecu.edu.

Step 1: Save the form to your computer.

Step 2: Review the hazardous materials used and stored in your area.

If you have not used a hazardous material in 3 years and do not have any pending research that requires it, consider donating to a colleague. If it is opened or contaminated, schedule a hazardous waste pickup with EH&S.

You are encouraged to include all hazardous materials in your inventory so the information is readily available to your staff and emergency responders. The following examples are materials required to be inventoried:

All chemicals used in University laboratories, art studios and other facilities as well as any material for which a Safety Data Sheet (SDS) exists;
All materials that are toxic, oxidizing, corrosive, reactive, carcinogenic, or flammable;
Any paints, solvents, glues pesticides, as well as ay related flammable materials; fuels and other petroleum products;
All compressed liquids (e.g. liquid nitrogen) and 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- *SKIP THIS FIELD* PI CODE
This is the banner number of the PI. EH&S staff will complete this section.

Column B- *REQUIRED FIELD* PI LAST NAME
Indicate the last name of the PI of the clinic/lab space area.

Column C – *REQUIRED FIELD* PI FIRST NAME
Indicate the last name of the PI of the clinic/lab space area.

Column D – *REQUIRED FIELD* PHYSICAL STATE
Indicate if the chemical is a solid, liquid, or gas.

Column E – *REQUIRED FIELD* CHEMICAL NAME
Example: Formaldehyde, 10%.

Indicate chemical name of hazardous material 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.

Column F – *SKIP THIS FIELD* BUILDING CODE
Building code refers to a specific code as designated by the OnSite EHSA system. EH&S staff will enter this value, so please skip this when completing your spreadsheet.

Column G – *REQUIRED FIELD* LAB OR ROOM NUMBER
Indicate the room number where material is located. Do not put a dash (-) between numbers or letters.

Example: S106, not S-106

Column H – *REQUIRED FIELD* # OF CONTAINERS
Indicate the number of containers of the hazardous material stored in your area using a numerical value ONLY.

Example:

Enter 4 if you have 4 containers of 250 mL of the hazardous material.
Enter 3 if you have 3 containers of 10 g of the hazardous material.
Enter 1 if you have 1 container of 4 L of the hazardous material.

Column I – *REQUIRED FIELD* AMOUNT PER CONTAINER
Please enter the amount or volume of hazardous material stored in your area for that container.

Example: Enter 250 if you have 250 mL of the hazardous material in the specific container(s)

Column J – *REQUIRED FIELD* UNITS OF MEASURE
Enter the unit of the hazardous material container (L, mL, gal, Kg, g, mg, lb, or cuft).

Column K – *REQUIRED FIELD* PRIMARY CAS No.

Example: Potassium Phosphate 7778-770

The Chemical Abstracts Service (CAS) Registry Number may be found for specific chemicals on the chemical container, Safety Data Sheets (SDSs, section 1 and/or section 3) 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. When applicable, enter name(s) and FIRST CAS No of the components of the paint or mixture. Please include dashes in the number.

Column L – *AS APPLICABLE FIELD* MULTIPLE CAS
For chemicals, mixtures, or solutions with multiple CAS numbers, enter subsequent numbers including dashes where appropriate, separating listed CAS numbers with a comma.

Column M – *SUGGESTED FIELD* VENDOR
Indicate the name of the vendor or company that manufactures or sells the chemical listed.

Column N – *SUGGESTED FIELD* CATALOG #
If there is an associated catalog number to identify the chemical(s), indicate here.

Column O – *SUGGESTED FIELD* Safety Data Sheets (SDSs) URL
Check to ensure you have an SDS file for each chemical that you use. Though GHS aims to streamline consistency for SDS across chemicals, variation can occur by manufacturer so it is important to attach this link to your hazardous chemical. SDS can be obtained from the chemical manufacturer or distributor. EH&S does not maintain SDSs for departments. If you have difficulty finding an SDS, see SDS Resources.

COLUMN P – *SUGGESTED FIELD* SHELF LIFE
Examples: non-stabilized tetrahydrofuran, secondary alcohols, acrylates and methacrylates, butadiene, diethyl ether, dioxane

For non-stable hazardous materials, indicate the expiration date of the chemical by month and/or year. It is very important that hazardous chemicals are disposed of before they become shock sensitive or explosive. Indicate “Non-critical” for hazardous material with non-critical shelf-life.

COLUMN Q – *SUGGESTED FIELD* HAZARD CLASS
Hazard class can be found on the container label and/or SDS (section2). Hazard classification provides information concerning adverse reactions of the chemical and proper storage. Include the appropriate hazard class(es) for the hazardous material.

If the hazard statements on the label or SDS are as below, write “Acutely Toxic”, and “Organ Toxicity” for hazard classes.

 Step 4: Save the newly updated file as “LastName_BuildingName_RoomNumber(s)_Year” and e-mail it to EH&S (safety@ecu.edu).

Your file will be reviewed by a staff member and checked for formatting, then uploaded into the OnSite EHSA inventory system. You may be contacted by EH&S if substances you work with are extremely hazardous or strictly regulated.

Submit my completed inventory to EHS