Non-Labs – 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.
Hazardous Materials that must be included in your inventory:
You are encouraged to include all hazardous materials in your inventory so the information is readily available to your staff and to 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* CONTACT CODE
This is the Banner number of the contact person for the department. EH&S staff will complete this section.
Column B- *REQUIRED FIELD* LAST NAME
Indicate the last name of the contact person for the department.
Column C – *REQUIRED FIELD* FIRST NAME
Indicate the first name of the contact person for the department.
Column D – *REQUIRED FIELD* PHYSICAL STATE
Indicate if the chemical is a solid, liquid, or gas.
Column E – *REQUIRED FIELD* CHEMICAL NAME
Stainless Steel Cleaner and Polish, Rust Breaker Penetrant Aerosol, ProMar 200 Zero VOC Interior Latex
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 column when completing your spreadsheet.
Column G – *REQUIRED FIELD* Location
Indicate the room number where the 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 250mL of the hazardous material.
Enter 3 if you have 3 containers of 10g of the hazardous material.
Enter 1 if you have 1 container of 4L of the hazardous material.
Column I – *REQUIRED FIELD* AMOUNT PER CONTAINER
Please enter the amount or volume of the hazardous material stored in our area for that container.
Example: Enter 250 if you have 250mL of the hazardous material in the specific container.
Column J – *REQUIRED FIELD* UNITS of MEASURE
Enter the appropriate unit of the hazardous material container (L, mL, gal, kg, g, mg, lb, or cuft).
Column K – *REQUIRED FIELD* PRIMARY CAS NUMBER
Example: Potassium Phosphate 7778-770
The Chemical Abstract Service (CAS) Registry number may be found for specific chemicals on the chemical container. Safety Data Sheets (SDS, 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 number of the components of the paint of mixture. Please include dashes in the number.
Column L – *AS APPLICABLE FIELD* MULTIPLE CAS
For chemicals, mixtures, or solutions with multiple CAS numbers, enter the 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 product listed.
Column N – *SUGGESTED FIELD* CATALOG NUMBER
If there is an assigned catalog number to identify the chemical(s), indicate here.
Column O – *SUGGESTED FIELD* SAFETY DATA SHEETS (SDSs)
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 fining 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 (section 2). Hazard classification provides the information concerning adverse reactions of the chemical and proper storage. Include the appropriate hazard class(es) for the hazardous material.
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.