edited by
TIM CHAMPION Johnson C. Smith University
safety tips
Charlone, NC 28216
The Chemical Hygiene Plan PC-Based Chemical lnventory and MSDS's James R. Hunsley Southern Illinois University at Edwardsville, Edwardsville, IL62026 This report describes a n integrated personal computerbased svstem for the maintainance and revision of chemical inventories and generation of material data safety sheets (MSDS's) i n a university chemistry department. In May 1986 and August 1987 the Hazard Communication Regulation was adopted by OSHA (29 CFR 1910.1200) so that workers would be informed of chemical hazards in the workplace. Both up-to-date inventories of, and MSDS's for, hazardous chemic& for each area where the substances are used (laboratory, preparation, and perhaps storage areas) are required components of the laboratory Chemical Hygiene Plan (CHP), as promoted i n OSHA Laboratory Standard, Rules and Regulations, Occupational Safety a n d Health Standards, Occupational exposure to hazardous chemicals in laboratories 129 CFR 19104501 (1).Useful guides to the production of CHP's have been the focus of both monographs and articles in this Journal (2-5). Nearly all chemical substances can be considered hazardous to some degree. I t has been recommended that a complete chemical inventory be developed so that hazardous substances will not be overlooked (2). Consequently, the decision here was made to generate a comprehensive central inventory, the core of which is a user-generated data base supplemented with a bar code generation system, a bar code reader, and CD-ROM libraries of MSDS's. The system was assembled from commercially available software and hardware with an eye to keeping costs down. Dedicated chemical inventory programs with or without bar code capability are available a s well.' The Inventory Problem One of the most laborious tasks facing the completion of CHP's is the organization and maintenance of a n inventory of chemical substances in the workplace. MSDS's have to be on file for every substance and, although they are now routinelv furnished bv the sun~lier. .. . there mav be a backlog of t6ousands of older commercial chemicals on hand with no MSDS's. Synthetic chemists also mav have regularly created a n d shelved new substances with no safety documentation. In addition, inventories must be kept for individual work areas and updated periodically. An inventory system should be able to meet all these requirements, and i t should be easy to use, save time, and have a flexible design for modification to meet any future regulatory action. 'For instance: Chem-X/lnvento~. Chemical Desion. Inc.. Mahwah. ~
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N.107430: ~ociet;~ashinoton.DC ~ . . ChernStock. American Ehernical -~ 20037, Cnemlca nvenloty System, W noowcnern Sollnare. F a r f c d CA94533. CHEM Masler, Env rogcnrs, Penn nglon, h. 08534 and ChlM, Aldrich, Milwaukee, W I 53233. ~~~
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Hardware and Software There are a number of useful computer-based programs and peripherals that can help to solve the inventory prohlem and that can work together smoothly. Those chosen a t our institution are not the only possible combination but illustrate the parts of a functioning system. Hardware So that Windows environment software could be operated, we chose a 486DX-66 in a package that included a large hard disk, mouse, and CD-ROM drive. DOS and Windows operating systems were included and preloaded. To read bar codes, a n American Microsystems CCD (chargedcoupled device) bar code reader with 50-ft cable and its box were purchased. The box merely plugs in between the keyboard and the computer and functions to translate and to send many kinds of bar coded text, emulating keyboard input. Of the three kinds of bar code readers that can be used (wands, CCD, laser scanners), the CCD type is the most economical that can read codes rapidly and reliably from curved surfaces like bottles (6,7). A printer also was needed to print bar coded labels and inventory copy. We purchased a n extra printer cable and used printers on hand. The entire system was mounted on a small footprint cart to move from site to site. Software The relational data base, Microsoft Access 2.0, was selected for building and searching the inventow. Scientists may be more familiar with spread sheets, but data bases are intuitively easy to understand and use. Bar code labels were designed and printed using Labelworks for Windows, which includes templates for standard sheets of office labels of many sizes and which supports a large number of bar code types. We chose to use a n alphanumeric type "128" code printed serially, 80 labels to a n 8 by 11.5-in. standard sheet, and starting arbitrarily with the number "1". Higher quality plastic laminated labels are available, blank or preprinted, a s are small dedicated printers. Two MSDS libraries were purchased in CD-ROM versions, the Sigma-Aldrich-Fluka MSDS for Windows and the Canadian Centre MSDSs for DOS. The first library covers about 180.000 materials available from the three catalog sources. ?;he second CD-ROM is complementary in that i t contains about 90,000 MSDS's for generic and commercial products. Software routines for searching and ~ r i n t i n MSDS's g are ~ a c k a g e dwith both libraries. MSDS's Hlso can be obtained fromuon-line, a s well a s other CDROM, s o u r ~ e s . ~ Volume 72 Number 6 June 1995
543
Table 1. Fields in the Chemical Inventory Data Base
The Inventory Data Base
The columns in a data base are called fields and each field represents a category of information. The first column i n our data base is a counter that assigns consecutive numbers for each container of substance entered into the data base. This number also functions as the bar code label number on the container. Each container, therefore, gets a unique bar code number. and the label is a .~.~ l i and e d covered with a piece of transparent tape a t the time the substance i s entered into the data base. No bar code number is ever reused. The order of all of t h e fields, including the counter number, i s shown i n Table 1. A d a t a base with t h i s many fields can be printed on standard sheets of paper if the column widths are chosen carefully. Searches and compilations can be performed from any field. For instance, to meet the requirement for an inventory for each work area, the field "location" is queried and the results are printed. The field "Hg?" was added to meet institutional requirements for location of all metallic mercury and its compounds and is an example of a post-modification. Additional fields can he added a t any time for future requirements; examples might be cradle-to-grave disposition of wastes or special toxicity. A key field is the "CAS #" because i t can be used conveniently to search for a substance's MSDS i n the CD-ROM libraries. The data base and a CD-ROM library can be simultaneously functioning in window^.^ To guide neophytes in the use of the data base, forms for data entry within the data base can be designed. They are unnecessary for the smooth functioning of the system.
Field
Explanation
bar code number counter number for substance container substance
common chemical name of the substance
CAS #
Chemical Abstracts number of the substance
manufacturer
manufacturer of the substance
amount
g, kg, mL, or L of substance in the container
received date
date substance was received, if known
location
room number where the substance is found
inventory date
last date the substance was inventoried
consumed
mark C if substance no longer appears in inventory
Hg?
mark M if substance contains mercury
Table 2. Hardware and Software Costs Component 486-DX66 "Family PC, including CD-
Supplier
Cost
Gateway 2000
ROM drive, mouse, DOS, and Windows
PC Workmaster Computer Carl
Giobai Computer Supplies
$203
CCD bar code input device, box, and 50 foot cable
American Microsystems
$745
Labelworks for Windows
American Microsystems
$295
Sigma-Aidrich-FlukaMaterial Safety Data Aldrich Sheets on CD-ROM for Windows Canadian Centre MSDS for DOS
American Chemical Society
Microsofl Access 2.0
local
$265 $329
Total
5 5,432
Bar Code Use
The bar code labels have a t least two useful functions. They serve to simplify periodic reinventory, and they allow quick access to MSDS's. I n the Access data base, the counter (bar code) field is very easily searched for any particular bar code number sent to the data base by the CCD reader. Aquery is not necessary. The substance can then he reinventoried or its CAS number identified. Costs and Savings A breakdown of the costs of this particular system, including the computer, is shown in Table 2. considerable savings can be made by substituting preexising components. A search of the ads i n the back pages of computer magazines will lead to dealers of other data base packages, label printing software, and bar code reading devices. Recurring labor costs occur with each entry in the inventory. Count on a t least one minute per entry. Aside from heluinn and safety . - meet remlatorv . require. ments, a well-functioning inventory can realize savings. Inventorv volume can be held down, and expiration dates can be included. Some administrative costimay he cut if
544
Journal of Chemical Education
additional data are included in the data base to simplify ordering and accounting, such a s account numbers, purchase order numbers, catalog numbers, addresses of suppliers, and phone numbers. Literature Cited 1. F e d Reg Jmuary 31.lSW), 55.3327. 2. young, J. A ; Kingslhv. W. K.: Wshl. G. H.,JI Developin# ig chmicoi nygleno Pion; Amencan chemical society: washmgton, OC, 1990. 3. Sttieoff, R,S.: Walters, D. B. Laboratory H d l h and Sofew Hond6mk:AGuidelar Nle pmw,am of. chemicoinygirite plan; wiley-~nterscience: N ~ ~Wo r k 1990. , 4. Gerlovich, J. A,J. Chem. Educ. 1982.69.643. 5. Kaufman.J. A.J. Chsm. Educ 1932.69.911. 6. Ouchi. G. I. L C G C 1994, 12.452. 7. Palmer, R.Tile Bar Code Bmk. 2nd ed.;Helmers Publishing. Ine;Peterbomugh, NH, 1991.
%ome on-line sources are BAKER. MALLIN, and CCOHS, PSI International, inc.. Towson, MD 21286. Other disk sources are EMCIS, EM Science, Gibbstown, NJ 08027; and Lab-Link I I , Mallinckrod! Specialty Chemicals Co., Chesterfield, MO 63017. 3A tip on using Windows: Ait-Tab on the keyboard will cycle the computer through ail open programs.
