SCS Chemical Inventory - Program Protocols and Procedures

These are all the protocols and procedures for the chemical inventory.

The Chemical Inventory Program is the result of the University of Illinois compliance with the Chemical Facility Anti-Terrorism Standards (CFATS), 6 CFR Part 27; requiring institutions to track and monitor usage of potentially dangerous chemicals. It also satisfies regulations and guidelines of other bodies such as the EPA, OSHA, and the University of Illinois DRS. 

How It Works 

  • All containers of chemicals used or housed at the School of Chemical Sciences will have barcoded labels
  • The barcodes provide a unique identifier for each container of chemicals in the School of Chemical Sciences
  • Barcodes are linked to a database containing information such as container size, location, hazard information, and a safety data sheet (SDS) 
  • When a barcoded container is moved to a different location or is disposed of, the database is updated

Researcher/Staff Responsibility

  • Input all incoming containers of chemicals into the database and label each container with its corresponding barcode 
  • Remove container from database when it is empty or being submitted as waste
  • Update database if chemical is being moved to a new location
    • If chemicals are being transferred from another research group or facility, contact Shane Brownfield to assist with database update

Proper Container Labeling Guidelines

In the vast majority of situations:

  1. A chemical will be entered into the inventory
  2. A barcode will be placed on the container
  3. The chemical will be removed from inventory when the container is empty or the chemical is being disposed of.

The following are some exceptions to this rule: 

  • Rapidly used and replenished chemicals:
    • The barcode label can be placed on a string tag and attached to the container or on the lid/cap of the container.
    • The tag/lid/cap will then need to be transferred to the new container when the old one is empty
  • Deuterated solvents:
    • If all deuterated solvents are stored together in a box/bin, one label per chemical can be created with the upper limit that will be kept on hand and placed on/in the box/bin 

What Does Not Need To Be Inventoried

  • Any chemical that does not have an assigned CAS number
  • Samples produced within your lab
  • Aliquoted chemicals
  • Buffers
  • Broths
  • Oils 
  • Silica gel/sand
  • Refilled containers

Compliance and Accountability 

  • Chemical inventories will be audited quarterly. 
  • Labs will be assessed on their compliance protocols and the results will be emailed to the group chemical inventory officer and PI. 
  • End users are responsible for the receiving and disposing of containers. 

Getting Started For Users

The website to access the chemical inventory is You will click on the "Illinois Sign On" button on the left side of the page and use your netID and password to log in to the system.

Chemical Safety EMS is the software package being used to manage the SCS chemical inventory. The Division of Research Safety is also using this software to manage their chemical waste pickups. Both modules are maintained as a single installation so you will use the same login and have access to both systems from the same webpage.  

  1. Printing Container Barcode Labels

    1. Click on "Inventory" followed by "Container". 

    2. Enter any necessary search criteria to bring up containers that you need to print labels for and click "Search".

    3. Click on the "Actions" button at the top of the page followed by Labels > Storage/Shipping Labels. 

    4. Select the label format "Container Barcode for Zebra 0.75x1.5 UIUC" and click "Ok".

    5. Print the generated PDF file on the installed Zebra label printer. Make sure to adjust the "Custom Scale" to 90% to ensure the proper barcode size and label formatting.Label printer screen

Keywords(chemical inventory), scs, (program protocols), procedures,   Doc ID105898
OwnerShane B.GroupSchool of Chemical Sciences
Created2020-09-17 00:22:59Updated2023-11-02 15:33:23
SitesUniversity of Illinois School of Chemical Sciences
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