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Chemical Tracking Systems

Chemical Tracking Systems

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Chemical Tracking Systems

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  1. Chemical Tracking Systems Our Path from There to Here

  2. September 11, 2001 • Events on this day changed forever how Universities perceived laboratory safety and security.

  3. SUNY’s Expectations • December 30, 2002 memo from Chancellor King to Advisory Council Presidents questions chemical and laboratory security on SUNY campuses.

  4. Specifically asked: • Are critical areas properly identified? • Are federal requirements known? • Have we reviewed the credentials of all who have access to sensitive procedures? • Have those who have access been properly trained in security procedures?

  5. SUNY Fredonia’s Response • Discuss chemical and laboratory management practices with applicable departments to determine what level of security exists on campus and who is responsible for it. Responsible? Good Question !

  6. Chemical Security? Who ya gonna call? Environmental Health & Safety

  7. EH&S Response “You can’t secure what you don’t know exists!”

  8. What did we need to know? • What chemicals we have on site. • Where chemicals are stored and used. • How much is in each location.

  9. Simply put… • WHAT • WHERE • HOW MUCH

  10. A QUESTION? What is the most dangerous chemical on your campus? THE UNKNOWN CHEMICAL

  11. EH&S THE ASSIGNMENT: (Should EH&S choose to accept it) Find a way to better secure the chemicals stored and used on campus!

  12. THE SOLUTION: GO SHOPPING Of Course!

  13. Chemical Inventory Software The Quest for What Where How Much

  14. Chemical Inventory Software The Quest for “What, Where, and How Much” Putting the Pieces Together

  15. KEY CONSIDERATIONS . . . →EH&S Who are the key players? → Academic Departments How will we track the What, Where, and How Much? → Technical Support → Available Staffing What are the available resources? → Time Commitments → Financial Limitations → Locate WWHM → Current Inventory → Identify Software

  16. √ Chemical Biological Committee With Key Personnel Identified ↓ √Locate and Inventory √Resources Able to Determine ↓ Began the Process ↓ Which Leaves . . .

  17. SOFTWARE Which way do we turn?

  18. First Course of Action! World Wide Web

  19. Software Review Pre-packaged software Greater initial expense / Reduced maintenance expense Internet-based software Reduced initial expense / Greater maintenance expense • DISADVANTAGES • Lack of Expert Knowledge at Local Level • Limited Functionality • Overall Cost/Hidden Fees • Training Requirements • ADVANTAGES • Quicker Implementation • Reduced Maintenance Challenges

  20. $AMPLE PROPO$AL From a more “Cost Effective” Internet-Based Software Company Monthly Subscription per facility (max 10 users) Includes all upgrades and support $1,200.00 / mo. Additional Users per license $ 120.00 / ea. Additional Support Services – REQUIRED (3 days) On-Site Training Set-Up Assistance $ 125.00 / hr. $1,200.00 / day

  21. Hidden Fees !!!

  22. 2003 Rates Start Up Fee $ 6,600.00 Minimum Annual Fee $14,400.00 Minimum First Year Fee $21,000.00 Cost Effective?

  23. Alternative Approach Chemical Biological Committee: Combining broad talents and expertise • Conceived and Developed Methodology • Identified Functionality • Created Detailed Illustration • Hired outside vendor to assist in building the shell module in existing software program based on EH&S illustration and spec’s • Purchased and incorporated additional software and hardware components to allow bar code printing and scanning • Refined and defined additional features • Created compliance / reporting component • Final revisions “Cost Effective?”

  24. SUNY Fredonia’s ProgramSo what make’s it different? Created by Chemists & Biologists, Support Staff, Compliance Officers, and Administrators For use by Chemists & Biologists, Support Staff, Compliance Officers, and Administrators

  25. Our wish list….Dare to Dream • Flexibility • A total compliance tool • Inventory Control • Emergency Response • Ease of Use

  26. Building the Database From the Ground Up

  27. Question??

  28. Chemistry/Biology Departments • Order, unpack, put away chemicals • Prepare solutions and reagents for teaching labs • Waste disposal

  29. Inventory Requirements: • Name of chemical (and synonym) • Size of container • Amount in the container • Number of containers • CAS Number • Hazard Type • Threshold Amounts

  30. It’s NEVER as easy as you think it will be…………… • Phenol or carbolic acid • 3-methyl-1-butanol or isoamyl alcohol • What if the chemical is not on the shelf? Use of alternate print-out • Size of barcode (small bottles are placed in a 50 ml beaker)

  31. Some materials don’t have a CAS numbers…. Another issue encountered: Can I track them??? • Solutions from vendors… • Pre-packaged Kits… • Many enzymes…

  32. Short cut to hard drive database.lnk

  33. What’s Next…..

  34. Questions