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1. www stanford edu dept KHS prod researchlab chem Chemicals by Storage Group pdf 6 The final step to setup the CIMS software is to designate users and assign passwords see User Access below User Access CIMS Access Control The CIMS software uses Microsoft Excel worksheet tab protections to control user access for detailed information about Microsoft Office protection features please see Microsoft Help Administrators following this User Manual will setup TWO inventory files the Master Inventory and Chem_Inventory file the setup instruction for Administrator Access and General User Access are detailed in the sections below Each of these inventory files corresponds to different access levels the Administrator and the General User The scheme for access control and use of these files for inventory management is illustrated below in Figure 2 1 The Master Inventory file is used by the inventory administrator ONLY and is the main or master file of the inventory for the department or institution The Administrator makes all inventory modification and then distributes updated Chem_Inventory files to the General User After completing the inventory setup adding chemicals present in the laboratory department institution as described in Chapter 3 the Administrator will then create the Chem_Inventory file for General User access the setup instruction are detailed in the sections be2. NNA FENE i R Sn SE Ao Fae Replace Go To Formylas Comments Conditional Formatting Constants Data Validation Select Objects Selection Pane e The barcode reader can be used to enter a barcode directly into the Find window General Users e The General User can ONLY search the inventory only within the View tab by clicking the boxes in the lower right corner of each column heading designated by arrows When an arrow is selected a drop down menu will display the search options ii FA A et atoz Z sortZtoa Sort by Color i Filter by Color Text Filters Search Select All M 1616 4 701 15 v 701 16 V 23 1010 V 894 1368 V 894 138 AML 220 V Storage Shed a Page 29 Updating Items in the Inventory Administrator access is required to make changes in the Master Inventory File Thus changes of inventory ate formally communicated by all CIMS users to the Administrator It is important that institutional rules and policies be enforced when changes in the inventory occur Requirements should include communication authorization and tracking procedures for any changes to the inventory such as when chemicals are moved from one lab to another or when ownership of chemicals is transferred Developing an appropriate SOP is highly recommended For security purposes moving or making other changes regarding certain chemicals should require add
3. 33 4 The Unhide menu will appear Select Inventory and click OK lt To unlock any additional tabs follow the same instructions and then select a new tab title to unhide in Step 4 To lock and hide the Inventory tab 1 Right click on the Inventory tab and select Hide see the figure below Move or Copy View Code Unprotect Sheet Tab Color Unhide Select All Sheets 2 The Inventory tab will now be hidden 3 To lock the workbook see detailed instructions in Chapter 2 Page 34 Quick View Worksheet Tab The Quick View tab allows all CIMS users to scan or type in a barcode and obtain basic information on the corresponding chemical container Click on the white field at the top labeled Enter barcode then scan a barcode The inventory information for that item will appear If there are alerts associated with that item the Alerts field in Quick View worksheet tab will turn the color according to the alert security is red health is blue and physical is yellow see Figure 3 6 If an alert is present the user should consult with a supervisor and the MSDS before using the chemical Figure 3 5 Quick View tab with example barcode entered and information displayed Page 35 Figure 3 6 Example of an item that has all alert fields highlighted Quick View may also contain a working link to an ele
4. 44 Inventory Reporting and Audits ssssesececessesesesececscsesesececscsesesecececsesesecececscsesesececsesesesececeese 44 ES a AE S e E eee E AE E E en A E AE 44 inventory Adii essesi S 44 NGTWONKING ssnireisronsenara N A N T N E E 44 Modification of Software ssessessecsecsessssecsecsecsecsecsecsecsecsscecsecsecsecsessecsecsscssseesecsecsessessecsecsesse 45 AAE SIS D a E A O E 45 APPENDIX sorrara TTT TM RTT Tr rrr rr tr rrr TT 46 I Labeling Containers with Barcodes scsscsscsccsccsccsccsccsccnccnccncceccsccscescescescecceccnccecceccnccncens 46 Ms DET IIEIONNS since icasedcescacscicescusaccnsconsaceccnsasusacassusaccesasvencatecseceecwsunccaswuuaseanesgucessenuecewsaieeuawsvasediasens 47 M FACE OVI VN cesta paccectinetseueinssmsaswautunentnsudanaseusewocsooavinesawatwussieuedousinatsenateues auceossseussnsueussveuseveusoaasanee 51 IV TREO UDICSNOO CINE sxvtassiscriwtrialsinsenedsisterndesstetacsintssedeiusniaduantudalenetetucvesdensdsantgpindpastniatenstelaneiatencds 52 INDEX moraa E E 53 Chapter Introduction This section will provide an overview of a CIMS its purpose and benefits associated roles and responsibilities and approaches to implementation Chemical Inventory Management System CIMS is a system or program that is used to track chemicals at a facility or institution An effecttve CIMS begins tracking these chemicals at the point of procurement and continues through use and disposal The management
5. Sort Ato Z Sort Z to A Sort by Color Clear Filter From Location Filter by Color Text Filters Page 27 o If your location list is too long you can type in the location name in the Search Bar located just above the boxes Sort AtoZ SortZtoA Sort by Color Clear Filter From Location o To return to a complete inventory view after a location search is complete left click on the icon in the lower right corner of the Location column then select the Select AI box by left clicking on the box next to Select All Then left click OK Z SontZtoA Sort by Color WK clear Filter From Location Filter by Color Text Filters Page 28 e Searching for a specific item can be accomplished by clicking on Find amp Select under the Excel Home tab Select Find then enter a search term into the window that appears and click Find AIP Formulas Data Review View Acrobat inse Page Layout i omer 0 m P calibri 76 E EREN ro ae F Eam A oe AK me awp tet ae ak s ae bar A Fx ia Na o p o zf z a mii copis e Seal eae a cae E a 9 ela g K Pe e 3 F te ri r Conditi n 3s sel es z i A PE reesei ee oA Merge amp Centers gt 9 To oo ORUE db arenas aed ant garg Pe z Hed a i Fotr e j s marar l ye peace x 7 A A ay nes Sens a gt 3 J a SEN ral gt al
6. available Acute Toxicity includes five GHS categories assigned on the basis of LD50 oral dermal or LC50 inhalation Category 1 requires the least exposure to be lethal and Category 5 requires the most exposure to be lethal The GHS symbol for acute toxicity skull and crossbones is shown on the Inventory tab ADMINISTRATOR MODE The Administrator Mode allows access to all of the information in the inventory file and gives the Administrator control of the inventory input of information and removal of items within the inventory A password is required to have Administrator privileges See Chapter 2 ALERTS FIELD The Alert Field highlights chemicals that are on the Chemical Weapons Convention lists CWC toxic carcinogens extremely hazardous particularly hazardous and sabotage or theft target chemicals see definitions for Carcinogen CWC Extremely Hazardous Particularly Hazardous Toxic and Sabotage or Theft Target See Chapter 3 CARCINOGEN Carcinogens are agents that can cause cancer There are many potential routes of exposure for carcinogens and workplace exposures are generally considered to occur at higher levels than for public exposures Material safety data sheets MSDS should always contain an indication of carcinogenic potential if the information is available Chemicals flagged with this alert are listed under LARC 1A 2A ot 2B The LARC website should provide you with the most up to date list of chemical c
7. network drive Open Control Panel WW Favorites 4 Hard Disk Drives 1 BB Desktop DriveC C JB Downloads Go fo 364 GB free of 465 GB T Recent Places 4 Device DVD RW Drive D CIMS_DISTRO_ I 677 MB free of 702 MB 3 Libraries Fa Documents a Music Pictures E Videos J amp E Computer amp DriveC C E DVD RW Drive D CIMS_DISTRO_ Ci Network With the CD ROM or DVD ROM Drive or USB thumb drive folder opened you should see this GG gt Computer DVD RW Drive D CIMS_DISTRO_ Organize Burn to disc P sk coe Name Date modified Type B Desktop 4 Files Currently on the Disc 1 m Downloads i iai 4 29 2013 2 54PM _ File folder T Recent Places 4 Libraries Documents al Music E Pictures E Videos a jE Computer Drivec C gt DVD RW Drive D CIMS_DISTRO_ i Network Page 8 4 Copy the CIMS Install Content Folder Right Click on the CIMS Install Content Folder From the pop up menu select Copy Use the Back arrow button at the top left of your browser to return to the main Computer page GEE gt Computer DVD RW Drive 0 CIMS_DISTRO_ Organize v Burn to disc Hi Ye Favorites Name g Date modified Type Size E Desktop 4 Files Currently on the Disc 1 dh Downloads Ji CIMS Install Content 4 29 2013 2 54PM Filefolder Recent Places Open 4 Files Ready to Be Written to the Disc 1 Open in new
8. of chemicals throughout the life cycle procurement to disposal is a key concept for the secure management of chemicals at any institution The objective of this chapter is to provide an overview of the CIMS including the purpose goals and limitations The following chapters provide guidance on how this system can be used within your institution irpose and Benefits The main purpose of this manual and the CIMS software is to promote a fundamental approach to managing chemicals in the laboratory focused on security and safety The software provided with this manual is a simplified chemical inventory management tool This CIMS tool is designed for a single central receiving storage facility with only a limited number of CIMS authorized users but can be adapted for use at a facility with multiple points for chemical recetving and storage NOTE This CIMS software provided is only one type of software that can be used There are many other forms in varying complexity and we encourage further investigation into more advanced software as your management system matures and expands There are many benefits to implementing a CIMS program including cost savings increased efficiency and increased security and safety To obtain these benefits it is important to understand the key topics to properly adopt and sustain a CIMS program Implementation of a CIMS program will require knowledge training and acceptance from all personnel who have access to
9. or barcode For more information on CAS registry numbers please see the Definitions section e Storage Group the storage group based on your facilities classification guidance This is an optional drop down menu and is set when the software is installed see Chapter 2 Page 21 Quantity and Units provide a numerical amount of the chemical that originally came in a given container Use units to indicate the proper measure e g volume or weight A drop down menu is provided listing the common SI units State state of matter of the chemical A drop down menu is provided listing the most common states of matter Alerts draw attention to chemicals that require special considerations i The Alerts section is subdivided into three parts Security Health Hazards and Physical Hazards 1 Security a CWC OPCW CWC schedule chemicals 1 2 or 3 see Appendix for detailed definition b Theft Chemical of Interest that have the potential for a security threat by theft see Appendix for detailed definition c Other Manually populated by the administrator based on any additional security risk your facility identifies for a particular chemical 2 Health Hazard a Carcinogen Automatically populated if the CAS is listed as an International Agency for Research on Cancer IARC 1 2A or 2B chemical see Appendix for detailed definition b Health Hazard Irritant Acute Toxicity Various health hazards as
10. the barcode from the empty container 2 Right click on the drop down arrow located in the extreme lower right of the Barcode column Sort Z to A Sort by Color Clear Filter From Barcode Filter by Color 3 In the window type or scan the barcode in the Search Bar and click ok Sort Ato Z Sort Z to A Sort by Color Clear Filter From Barcode Filter by Color V TOPNE LO Add current selection to filter V AQ00879833 Page 31 4 Right Click on the row number and select Delete Row gt oe 0 00 GA Paste Options Paste Special ET Format Cells Row Height Hide Unhide IES TITE Quick View Stock Check View Inventory Acne Cal 5 Click Save to save the chemical deletion to the Master Inventory File 6 The chemical container should be cleaned and then disposed in accordance with the SOP Page 32 Unhiding and Unlocking the Inventory Tab Detailed information on how to set user access and passwords can be found in Chapter 2 The basic steps to hide unhide and lock unlock the inventory tabs are provided below To unlock and unhide the Inventory tab 1 On the Excel menu tab click Review and then click Protect Workbook 2 Type in the Administrator password 3 Right click on any tab and select Unhide EX Delete Rename Move or Copy Qa View Code ty Unprotect Sheet Tab Color Hide Page
11. window z3 Libraries desktop ini 4 30 2013 8 05 AM Configuration i gt Documents SeN Music E Shared Folder Synchronization E Pictures t Combine supported files in Acrobat H Videos RGB Delete with wiping AB Computer Scan for Viruses Drivec C Send te DVD RW Drive D CIMS_DISTRO_ G Network 5 Open your Drive C Ie jE gt Computer gt Organize v System properties Uninstall or change a program Map network drive Open Control Panel r Favorites Disk Drives 1 E Desktop DriveC C JB Downloads S5 Recent Places 364 GB free of 465 GB 4 Devices W Orage 1 w Libraries R i R wa 4 DVD RW Drive D CIMS_DISTRO_ Documents 677 MB free of 702 MB a Music fe Pictures F Videos jE Computer amp Drivec C DVD RW Drive D CIMS_DISTRO_ a Network 6 Right click on an open space From the pop up menu select Paste 7 Open CIMS Install Content Folder Page 9 GG di t Computer DVD RW Drive D CIMS_DISTRO_ CIMS Install Content Organize Burn to disc a r Favorites Mame j Date modified Type Size E E a Files Currently on the Disc 5 b aes J CIMS FORMS 4 29 2013 2 54PM File folder Seat di MSDS MASTER 4 29 2013 2 54 PM File folder are ray CIMS_Excel_Master_V1 0x 3 xlsx 4 29 2013 2 44 PM Microsoft Excel W 813 KB Bar T CIMS_USER_MANUAL pdf 4 29 2013 2 48 PM Adobe Acrobat D 1 164 KB B ee E Read_
12. A N A E E N A T 7 Software Installation ssesseseseessrsesssrrssrressrrrsssrerssrerssrressrressrersrreessrerssrersereesereesereesereessrresereesereee 7 Equipment Installation cccccccesecccessececesececceseccceecceseeceseuseceseuecesseecessuecesenecessuaecessuneeeseness 11 SON E E a E E sate nronmieuicontenstudanetatlnisee Panaacsied oeaauaapecee 11 VS PCC E A T E E E A E T A A a eigen E E A E T T Ene 15 BASIC FEATURES sssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nn nnaa 19 Inventory Worksheet Tab esessessssecessecsssecscsecsosececsececsececseceesececseceoseceoseceoseceosecesseceeseseeseo 19 Adding a New Chemical eccirni a Er aS A E EE 19 Searching Me IVEN Gh enaa E E E EA T EEAS 26 Updating Items in the INVENtOSY ccccccsssssccccceeseccceseeecececseececcsseseceessaeeeeeessueneeesssaneceessaaasees 30 Removing Items from the INVENtOSY cccccccccsssecccccessececcceesececceeeseceesseuaeeeesseaneeeesseuaeseessuaasees 30 Unhiding and Unlocking the Inventory Tab ccccscccccsseccccsececeecccceececeeseeceseeeceeeunecetsueeeeeenees 33 Quick View Worksheet Tab esssssssssessecsecsesseosecsecescsesecsecsecsessecsecsecsecsssessessecsessessecsessesses 35 Stock Check Worksheet TaD sirrinin oni vacqeniieneieneteaacsuaeanlersboasosiaemstetnes 37 ae aein aI NENEA EE E A EE AE A E TET 38 ADVANCED FEATURES aininioianininiionioininn inno
13. Edition CHEMICAL INVENTORY MANAGEMENT SYSTEM Chemical Security Engagement Program Installation Guide and User Manual A CHEMICAL SECURITY ENGAGEMENT PROGRA M Installation Guide and User Manual Mh Sandia National Laboratories Sandia Corporation P O Box 5800 Albuquerque NM 87185 SAND 2013 4096P Sandia National Laboratories is a multi program laboratory managed and operated by Sandia Corporation a wholly owned subsidiary of Lockheed Martin Corporation for the U S Department of Energy s National Nuclear Security Administration under contract DE AC04 94AL85000 Table of Contents INFRODUCHON aaa seas ten E 3 P rpose and Benefits sarsricnssiin ec antanidweeuewadnesteesiuannes 3 Roles and RESDOMSIONIU OS secdecesdccessccpaadevincnenssicensadstunncandderancesueswadiev consid aosa iaeia eaea nadi ease 4 Implementation and Maintenance sssseessseserssserersssrreressreressereressereressreresssreressereressereessseeress 5 GENERAL INFORMATION sssssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnna 6 System Reguire ments spsscsesanseunssnaceshtantesuptesanauatsnsacuadanadanatananenodasassnatssspanacsnanweateabsanatauensuacauassuacs 6 Computer Reguirenents x iecauish satolcenedciewaneveacaanstcow tons aee nE a EAA aae ENR ai 6 Additional Equipment Requirements csssccssscsssscccssccessscesesenuseseusssessscnesencuseseusssesssensuseneuss 7 BASIC USCA AC OU N E A A A E
14. Me tet 4 29 2013 2 51 PM Text Document 1 KB al Music E Pictures E Videos 49 Computer amp Drivec C 8 DVD RW Drive D CIMS_DISTRO_ Included in the CIMS Installation CD ROM or USB thumb drive e CIMS FORMS folder this folder includes copies of the primary forms required for laboratory use of the CIMS program and includes o Chemical Incoming Form o Chemical Transfer Removal Form o Chemical Static Inventory Form e MSDS _MASTER folder this includes Adobe Acrobat pdf files containing a selection of Material Safety Data Sheets MSDS for hazardous chemicals you may have in your inventory For instruction on how to add additional MSDS to this folder see Chapter 4 Material Safety Data Sheets MSDS and Safety Data Sheets SDS are the same Recently there has been a push for these forms to be known as SDS e CIMS Excel Master the CIMS software e CIMS USER _MANUAL pdf the CIMS User Manual for installation and basic functions the pdf copy of this manual e Read_Me txt a text file that contains upgrades or new information regarding the installation or use of the CIMS software 8 You have now completed the installation of the CIMS Chemical Inventory Management System Page 10 Equipment Installation Barcode Scanner Follow the installation and setup instructions below for the barcode scanner provided Motorola L14278 Linear Imager For detailed information and installation please review the product do
15. UND NOT FOUND ac aq ac ac aq00879832 3 3 Dimethyl 2 butanol 894 136B ac ac a ac gu JO r TOT 894 136B 894 136B 894 138 894 138 701 16 701 16 Stock Check ay meee es ae 5 Check the Inventory tab of the Master Inventory file for missing chemicals a Ifa chemical exists in the Inventory tab but was not scanned during the Stock Check then the Barcode column in the Inventory tab will be highlighted black as shown in the figure below NOTE A missing chemical is a potentially serious matter so there should be a procedure in place to fully investigate missing chemicals This is especially important if any Chemicals of Concern COCs are missing Page 40 2 12 2011 Trichloronitromethane Thiodiglycol bis 3 aminocrotonate soora ___7ou is__M Qurrte_ _40 28 2002_ _Sediym Qyanide __ pos sams O Oeae at SS i ee AQ008 F982 B94 138 amp Sf Magnesium 7439 95 4 J 722 84 1 o 894 1368 10 7647 0 aose O rops O sapaa O reece rag koossa oas apapa OOOO O l aoa a Aa E e 94 1 S e i q B For an audit of one storage location 1 Open a received Stock Check file as described in the instructions above For the example above open Stock Check 13May2013_ Room894 138B a Click on the Stock Check tab b Select and copy all of the barcodes in the far left column 2 Open the Master Inventory file and click on the Stock Check tab a De
16. arcinogens Carcinogens are not a GHS category but they are included within the larger category of Health Hazards There is no specific GHS symbol for carcinogens CAS Chemical Abstract Service CAS Number also referred to as CAS Registry Number This is a unique numeric identifier that can contain up to 10 digits assigned to one unique chemical substance and are separated into 3 groups by hyphens The first part of the number starting from the left has 2 to 7 digits the second part has 2 digits The final part consists of a single check digit The check digit is developed by a standard calculation and can be used to verify the CAS validity Please see the CAS website for more information on the standard calculation and how to validate the CAS number All chemical substances registered with CAS will have a CAS Number assigned to them The CAS Registry is the most authoritative collection of disclosed chemical substance information containing more than 71 million organic and inorganic substances and 64 million sequences A search of CAS numbers can be found at http www cas org See Chapter 3 Page 47 CHEMICAL WEAPONS CONVENTION CWC LIST The Chemical Weapons Convention CWC aims to eliminate an entire category of weapons of mass destruction by prohibiting the development production acquisition stockpiling retention transfer or use of chemical weapons by States Parties States Parties in turn must take the steps necessa
17. b Inventory in the Master Inventory file of the CIMS which contains the most up to date inventory list for the institution Only the Administrator has access to view and modify the Inventory tab The General User does not have access to this file but can view the inventory through the View tab See Chapter 2 for setup and detailed information MSDS Material Safety Data Sheets MSDS s also known as Safety Data Sheet SDS are typically supplied by the chemical manufacturer and includes instructions for the safe use and potential hazards associated with a particular material or product Specific product information is also included in the MSDS such as physical data melting point boiling point flash point etc toxicity health effects first aid reactivity storage disposal protective equipment and spill handling procedures NOTE for accurate information on a chemical look for the most up to date SDS from the supplier or manufacturer NOTE FIELD This field is available to add customized notes and additional alerts to the Inventory tab Examples of notes may include compatibility reactivity expiration date or analysis date See Chapter 3 Page 49 OXIDIZER Oxidizer is a GHS classification and indicates chemicals that while itself is not necessarily combustible may generally by yielding oxygen cause or contribute to the combustion of other material The GHS symbol for oxidizer flame over a circle is sho
18. ctronic MSDS file This CIMS uses the CAS to link to the MSDS See Chapter 2 for more information on the location of the MSDS folder location See Chapter 4 for information on how to add an additional MSDS to the software Page 36 Stock Check Worksheet Tab By using the barcode scanner any CIMS user can perform a stock check inventory audit in the laboratory 5 42 2013 E EE eave Stock Check Aane a ae Page 37 Inventory Audit The steps for conducting a stock check are as follows 1 Open the Chem_Inventory file for the location s to be audited 2 Click File and Save As to save a Stock Check file for the location s The file name should include the date and location of the inventory audit Example Stock Check 13May2013_Room894 138B 3 Select the Stock Check tab 4 Delete any displayed information from all cells NOTE This will not affect the Chem_Inventory file 5 Type the date into Stock Check Date and select the inventory location from the drop down menu AML 220 aq008 9823 i Trichloronitromethane a lt lt F yarog 6 Click on the top open cell in the Barcode column 7 Use the barcode reader to scan the barcode labels of all chemical containers in the laboratory or storage location being audited 8 Click Save when all the chemicals have been scanned into the Stock Check tab for the location s to be audi
19. cumentation or http www motorola com h4278 Scanner Indicator light 1 Connect cord to Host Port on the scanner cradle and the USB end to your computet s open USB port Once this is completed the indicator light on the cradle will turn green indicating that a connection has been made between the computer and the scanner Allow the scanner to fully charge in the cradle before operating indicated by solid green light on Van pal Cradle the scanner Cradle AA Indicator Receiver light 2 Open a new INSTANCE OF Excel open a blank worksheet Make one cell active by clicking your Handheld Scanner cursor in the cell once 3 Scan a barcode When the scan is successful you will hear a tick sound A green light will flash on the scanner indicating the scan was a success and you will see that your blank cell in Excel has now been populated with the data from that barcode Barcode Labels See the Appendix for detailed instructions on proper label attachment Software Setup Once the software has been installed on the computer the designated CIMS administrator will need to properly setup the CIMS 1 Double left click the CIMS_Excel_Master file with your mouse to launch the CIMS program and click on the Setup tab E Enter Chemical Stor Enter Chemical Storage Group Storage Locations it late Es yi Larak Wara Sik Limi Wam inne med o Page 11 2 On the lef
20. defined by the Globally Harmonized System of Classification and Labelling of Chemicals GHS symbols If the chemical has the symbol either on the bottle or in the MSDS the user will manually mark the cell with an x 3 Physical Hazards Physical hazard classification symbols defined by GHS and Other based on any additional physical hazard your facility identifies for a particular chemical Page 22 i The cells in the Alerts section are of two types 1 Automatically populated based on the CAS number and do not allow data entry These cells can be distinguished by their color Dark Grey on the CIMS Inventory tab see figure below 2 Manually populated by the use entering an x see figure below When the administrator marks the cell with an x the cell will highlight in accordance of the alert hazard security red health blue and physical yellow a Once a chemical is marked all subsequent entireties with the same CAS will automatically be marked b To delete an mistakenly marked cell copy the cell directly above and paste it into the mistakenly marked cells The Manually Populated cells contain a formula that will automatically populate any subsequent chemicals added to the inventory with the same CAS To ensure that the formula continues to work properly please follow the instructions for deleting marked cells Ct MA oS UP Q R S T ed subsidiary of Lockheed Martin Corpo
21. dsheet tab Certain actions will require the Administrator to search the Master Inventory File for specific entries or entries with common characteristics Examples to report chemical inventory information to management or to help chemical users locate an item There are several ways to search for information within the CIMS inventory These include Administrator e The Administrator can search within the Master Inventory File by clicking on the boxes in the lower right corner of each column heading designated by arrows When an arrow is selected a drop down menu will display the search options o Example search for the chemical inventory located in a specific location Right click on the drop down arrow located in the extreme lower right of the Location column A window will appear that will let you select specific locations Z SortZtoA Sort by Color Y Clear Filter From Location Filter by Color Text E E Select Al 2 1616 4 M 701 15 M 701 16 V 823 1010 4 894 1368 7 894 138 V AML 220 H Storage Shed Page 26 o Deselect the Select All checked box by left clicking your mouse while the cursor is over the check box Notice that all the boxes now become unchecked Sort AtoZ Sort Zto A Sort by Color Clear Filter From Location Filter by Color Text Filters o Next you can select any location you want by checking the corresponding box associated with that particular location
22. ements See Chapter 4 for proper barcode application Page 52 Index Administrator 4 16 30 40 47 Alerts 22 47 CAS 21 47 51 52 CFATS 44 51 CIMS 3 4 5 7 19 36 44 48 49 51 COC 51 COI 44 50 51 CWC 44 47 48 51 DHS 50 51 Equipment 7 11 General User 4 16 49 Hardware 6 Installation 7 11 Inventory Audit 4 19 44 MSDS 10 12 24 25 36 45 49 51 52 OPCW 44 48 51 OSHA 51 Quick View 4 35 49 50 Reporting 4 44 Searching 26 29 SOP 5 44 51 Stock Check 4 37 38 44 49 50 Page 53
23. es see Chapter 2 for more information A password is not required for the General User A General User is able to view the description of a single inventory item and create a list in the Stock Check worksheet tab General User responsibilities include e Notify Administrator of any inventory changes e Print inventory list s for laboratory room shelf cabinet e Laboratory inventory audit check printed inventory for accuracy Page 4 Implementation and Maintenance A CIMS is a living system which requires continual updates and maintenance In order to maintain a proper CIMS program requirements include 1 documentation and record keeping 2 assigning roles and responsibilities 3 training new staff and 4 reporting A standard operating procedure SOP is highly recommended to properly document staff responsibilities operations and training requirements Your CIMS SOP should address e Roles and responsibilities for all lab users and administrators including Laboratory Managers Stockroom Managers Laboratory Staff and Technicians e Requirements for access privileges access controls password protection and protected sharing of inventory information e Backing up data and information with security protections e Procedure trequitements for purchasing delivering or distributing adding to and removing modifying inventory items e Training requirements and training schedules for all CIMS users e Reporting requi
24. ge Group It is recommended to use the storage group classification published by Stanford University developed for laboratory scale storage and should not be routinely applied to non laboratory storage situations Please also see note on page 14 More information about the chemical storage classification guidance from Stanford University s ChemTracker Storage System can be found at this website https www stanford edu dept EHS prod researchlab chem Chemicals by Storage Group pdf STATE The State field is used to indicate the physical state of matter solid liquid gas for the substance THEFT Chemicals defined by the US Department of Homeland Security DHS as Chemicals of Interest COD which are chemicals known to be targeted for sabotage or theft These are chemicals or materials that can be mixed with readily available materials or easily converted into weapons using simple chemistry equipment or techniques and have the potential to create significant adverse consequences for human life or health A complete list is the US Federal Regulation Title 6 Domestic Security Part 27 For the most up to date list please see Title 6 Domestic Security Part 27 Appendix A at http www ecfr gov or https www dhs gov xlibrary assets chemsec_appendixa chemicalofinterestlist pdf Page 50 CAS Chemical Abstract Services CIMS Chemical Inventory Management System CFATS Chemical Facility Anti Terrorism Standa
25. hemical was received by or responsibility for that chemical was transferred to the listed owner e Chemical Name the name of the chemical Try to use a consistent naming protocol For example in your inventory always use only one name to refer to isopropanol do not use multiple names for the same chemical with multiple entries e g 2 propanol isopropanol isopropyl alcohol or rubbing alcohol To help with consistent nomenclature for chemicals in your inventory try making chemical names a part of the Standard Operating Procedures SOPs Create a protocol regarding which chemical names are to be used add a list of preferred names for common chemicals to the SOP for the CIMS e CAS the number provided by the Chemical Abstracts Service or the CAS Registry number CAS numbers are unique identifiers associated with a specific chemical and are very useful for overcoming the problems created by chemicals that go by many different names Inputting the correct CAS number is especially important The automatic alerts will automatically populate upon entry of the CAS number for hazardous materials that are included in the MSDS folder If there are alerts associated with an item the CAS field in the Master Inventory worksheet will be highlighted in red It is important to ensure that the CAS registry number is correct and matches the chemical name Automatic alerts are generated based on CAS number not chemical name
26. idance please contact chemsecurity sandia gov Page 45 Chapter Appendix Labeling Containers with Barcodes Find a clean flat surface on the chemical container and attach the adhesive barcode label For round chemical containers try attaching the barcode label vertically as the scanner may not be able to read the barcode due to curvature of the container 7 Figure A 1 For round chemical containers place the barcode vertically For very small chemical containers it may be necessary to either a use a larger secondary container plastic bag etc or b place the adhesive barcode onto a tag secured to the chemical container Protect the adhesive barcodes and other chemical container labels from solvents or anything that might remove them or make them unreadable Figure A 2 For very small chemical containers a use a larger secondary container plastic bag etc or b place the adhesive barcode onto a tag secured to the chemical container Page 46 ACUTE TOXICITY Acute toxicity refers to the adverse effects that occur following oral or dermal exposure to a single exposure to a substance or multiple exposures within 24 hours or an inhalation exposure of 4 hours Acute toxicity values are expressed as approximate LD50 oral dermal or LC50 inhalation values or as acute toxicity estimates ATE Material safety data sheets MSDS should always contain an indication of acute toxicity if the information is
27. itional specific authorization Making changes to the inventory requires Administrator access To ensure chemical security and accountability the number of individuals with Administrator access should be limited to certain individuals who are properly trained and can be trusted with this responsibility Steps to update items in the inventory 1 Find the name and barcode of the chemical to make changes 2 Update any information fields and click Save Removing Items from the Inventory Administrator access is required for all deletions from the Master Inventory File Thus removal of chemicals from the inventory is formally communicated by all CIMS users to the Administrator When chemicals are used up no longer needed or otherwise become declared as waste they need to be removed from the inventory Just like making other changes to the Master Inventory File the ability to remove chemicals from the inventory is restricted to the Administrator It 1s recommended that each department develop a SOP for labs using the CIMS on how to keep the inventory updated regarding the disposal of chemicals Making changes to the inventory requires Administrator access To ensure chemical security and accountability the number of individuals with Administrator access should be limited to certain individuals who are properly trained and can be trusted with this responsibility Page 30 Steps to remove items in the inventory 1 Remove
28. le with the CIMS software Inventory Reporting and Audits Inventory reporting and audits should be performed on a regular basis The schedule of reporting and audits is recommended to be included in your SOP mentioned in Chapter 1 Inventory Reporting Inventory reporting can be used for any government or institution reporting requirements Reporting requirements will involve a search for specific chemicals and a report of total quantities Please check with your institution to determine which reporting requirements are necessary Example reporting requirements include OPCW Chemical Weapons Convention See definition for CWC CFATS Chemicals of Interest COD or Chemicals of Concern COC Inventory Audit Inventory audits are an important part of maintaining an accurate account of your inventory Inventory audits can be performed by using the Stock Check tab see Chapter 3 Networking Networking the inventory software is not currently supported For information and guidance please contact chemsecurity sandia gov Page 44 Adding an MSDS To add an MSDS to the search feature located on the Quick View tab simply follow the instructions below 1 Obtain a pdf version of the MSDS 2 Save the pdf version in the MSDS_Master file folder The file name must be the CAS of the chemical identified in the MSDS CAS pdf Additional modifications to the current software are not recommended For information and gu
29. lete any information from all cells NOTE This will not affect the Master Inventory file b Type the date into the cell Stock Check Date c Select the inventory Location from the drop down menu From the example above select Room894 138 d Click on the top open cell in the Barcode then paste in the copied barcodes right click and select paste 3 Each barcode in the column on the left should correspond to a chemical name on the right Page 41 a If a barcode was scanned that does not correspond to a chemical in the database the words NOT FOUND will appear in the column on the right The Administrator then compares the completed Stock Check tab with the Master Inventory file See the previous section for recommendations involving NOT FOUND inventory items during an audit If a chemical does not exist in the location selected then the Location column will be highlighted in red see picture below NOTE Checking this discrepancy may identify where chemicals are being relocated without the Administrator being informed 5 12 2013 894 136B E 00879826 iodigly is 3 aminocrotonate Pinacolyl Alcohol Hydrogen Peroxide 894 136B a 3 3 Dimethyl 2 butanol 894 136B HO a ___agoos79818 Oxygen rog 12 _ Aqoos79828 Argon _ ic Chl l l l H20 894 136B 2 a ____agoog79831_ Chlorine f 894 1368 3 3 Dimethyl 2 bu
30. low The General User will be able to view and search the inventory but will not be allowed to modify the master inventory for the department or institution Updating is required regularly Inventory Files CIMS_Excel_ Master Master Inventory Chem_Inventory eThis file is provided on the CIMS eThis file is created in the eThis file is created from the D ipti CD or USB Administrator Access section Master Inventory file after escription below the inventory has been completely set up or updated eThis file is installed on the eThis file is used as the This file is used by General Purpose amp Use computer to set up the Master Administrator s master Users for inventory searching Inventory file inventory file for the lab inventory item information department or institution MSDS and inventory checking Access Control eThis file should not be edited eThis file is for Administrator use This file uses Password locked File should be saved in secure only It does not use locked tatis Sor inventon USEN location to reinstall if needed worksheet tab passwords but and setup file password protection is STRONGLY encouraged Note File names are the same as are referenced in the CIMS User Manual Figure 2 1 Inventory Files Organization Scheme for Use and Access Control Page 15 Administrator Access NOTE These instructions will create an excel workbook for the Administrator to use with no pas
31. nistrator setup of a General User access file These instructions will include the setup of an administrator password to hide desired tabs from the General User This will allow the Administrator to access those tabs in the excel workbook 1 Open the Master Inventory file on the computer desktop 2 Click File and Save As to save the Excel Workbook file as Chem_Inventory Page 16 3 Be sure that the worksheet tabs Setup and Inventory are hidden If they are not hidden right click on the tab and select Hide see detailed instructions in Chapter 3 The only worksheet tabs that should be visible are Quick View Stock Check and View Document SAND Number 201 owned subsidiary of Lockheed This is your nd amp 3 4 5 rrr va Quick View Stock Check cor 4 On the Excel Menu tab click Review and then click Protect Workbook 5 Type in your desired administrator password and click OK Menu Tab a i Chem im Vi5eox Reac Orey Miczosott Ewel Page 17 6 Retype the Administrator password and click OK Chem ity Vi5e Read Only Microsoft Excel Protect and Share Workbook i Allow Users to Edit Ranges OOK AA ee Snes i C l Caution If you lose or forget the password it cannot be recovered It is advisable to keep a list of pa
32. o view the inventory or view information about a specific chemical See Chapter 2 for setup and detailed information GHS The Globally Harmonized System of Classification and Labeling of Chemicals or GHS is an internationally agreed upon system created by the United Nations It is designed to replace the many classification and labeling systems around the world by using consistent criteria for classification and labeling on a global level HEALTH HAZARD Health hazard is a GHS classification and indicates chemicals that are Carcinogen Mutagenicity Reproductive Toxicity Respiratory Sensitizer Target Organ Toxicity and Aspiration Toxicity The GHS symbol used for health hazard is shown on the Inventory tab IRRITANT Irritant is a GHS classification and indicates chemicals that are Irritant skin and eye Skin Sensitizer Acute Toxicity Narcotic Effects Respiratory Tract Irritant and Hazardous to Ozone Layer Non Mandatory The GHS symbol for irritant exclamation mark is shown on the Inventory tab MASTER INVENTORY FILE The comprehensive chemical inventory Excel file which is saved to the computer and password protected by the Administrator The Administrator has access to modify the inventory for all the chemicals in the institution under the Inventory tab The General User does not have access to this file See Chapter 2 for setup and detailed information MASTER INVENTORY WORKSHEET The Excel worksheet ta
33. opied barcodes right click and select paste 3 Repeat steps 1 3 for all Stock Check files from each laboratory storage locations under the previously added barcodes 4 When all the barcodes have been added from each Stock Check file each barcode in the column on the left should correspond to a chemical name on the right a Ifa barcode was scanned that does not correspond to a chemical in the database the words NOT FOUND will appear in the column on the right i For NOT FOUND items the Administrator should check records and follow procedures in their SOP to determine that the chemical 1s legitimate and is approved for that location and Owner i After confirming the legitimacy of the chemical the information should be entered in the Master Inventory file to correct the discrepancy and the incident should be recorded NOTE If this type of discrepancy occurs frequently the SOPs and practices for adding new items to the Master Inventory File should be reviewed This discrepancy may indicate new chemicals being barcoded or inventoried without the Administrator being informed Investigating and further training or penalties to promote proper approvals notifications can then be considered Page 39 5 12 2013 a 701 16 701 16 894 136B 701 15 701 15 00879831 894 136B 894 138 894 138 701 16 _ 701 16 894 1368 aq00879819 ct _ _ 701 16 o NOTFOUND _ O E NOT FO
34. opying and then pasting it into the Inventory Tab worksheet If an electronic inventory does not already exist information may be added manually for each chemical container Adding a New Chemical 1 Place a new barcode on the new chemical container see more information on Labeling Containers with Barcodes in Appendix I 2 Open the CIMS software click on the Inventory worksheet tab and click on the first empty line in the Barcode column in the spreadsheet Figure 3 1 and 3 2 Page 19 Figure 3 1 Example view of the Inventory tab Figure 3 2 Click select the first empty line under Barcode 3 With the barcode scanner connected to the computer scan the new barcode e The new barcode number will appear in the selected spreadsheet line see below Page 20 4 Input information into the fields of the Inventory Tab to add to the Master Inventory File Ensure that the columns contain the correct information e Location the room number and building number cabinet number or other identifiers as appropriate where that chemical container is stored This is a drop down menu and is set when the software is installed see Chapter 2 e Owner the name of the person responsible for the safe and secure stewardship of that chemical during its entire lifecycle at the institution This is an optional drop down menu and is set when the software is installed see Chapter 2 e Date In the date that the c
35. rage locations for your institution a Input all possible chemical storage locations at your facility in the fields under the Enter Chemical Storage Locations include details such as building number laboratory room shelf cabinet as appropriate Example P Enter Chemical Storage Locations a Ea b Move the cursor over the Setup tab right click and select Hide NOTE This will hide the setup tab so that no other users can make edits Future changes will require the Page 13 Administrator to log in and Unhide the setup tab detailed instruction can be found in Chapter 3 5 Two optional lists are available in the Setup tab that can assist you facility a To input all possible chemical or laboratory owners at your facility enter the names in the fields under Owner Example Owner Stuck Check View Inven b To input all possible chemical storage groups at your facility enter storage group classification in the fields under Enter Chemical Storage Group Example Using the chemical storage classification guidance from Stanford University s ChemTracker Storage System Enter Chemical Storage Group NOTE It is important to determine the storage classification you facility will use Information about the chemical storage classification guidance from Stanford University s Chem Tracker Storage System can be found at this website Page 14 https
36. ration for the U S Department of Energy s National ARRANTY INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTIC All darker grey cells are Bee a automatically Q D lt gt lt 3 The white or light grey populated alerts L O O Tt cells are manually ee i a i a J rN Oe S CO populated alerts A B ym S a A a D E B A a a a a a A D NT P FTE a E E CONES O E SN E ONS AN RN E C T T T T T T A E E SS g E Oo oo S T T S S l wap ES A p b e S S S S S g TA A y S S S y Ae Un A eer A ee _ a Figure 3 3 The cells in the Alerts section are of two types 1 automatically populated and 2 manually populated Page 23 u u Figure 3 4 Cells with an x either manually or automatically populated are colored based on their alert Security is red Health Hazards are blue and Physical hazards are yellow The CWC security alert is red and has the schedule number 1 2 or 3 e MSDS automatically links the MSDS Material Safety Data Sheet based on CAS number for the chemical if the chemical came with the standard MSDS list included with the software The link will automatically generate when a barcode chemical name and CAS are added to the entry line See Chapter 2 for details on how to properly install the MSDS list and Chapter 4 for details on how to add an additional MSDS To help with consistent MSDS and CAS en
37. rds COI Chemical of Interest COC Chemical of Concern CWC Chemical Weapons Convention DHS Department of Homeland Security GH S Global Harmonized System of Classification and Labeling of Chemicals MSDS Material Safety Data Sheet OPCW Organization for the Prohibition of Chemical Weapons OSHA Occupational Safety amp Health Administration SOP Standard Operating Procedure Page 51 IV Troubleshooting Provided below is a small list of common problems encountered when using the CIMS software If your issues is not listed in this section please contact please chemsecutity sandia gov for additional guidance Problem MSDS does not automatically link with 2 CAS 3 Barcode number is not readable Cause 1 CAS F is incorrect MSDS not in the MSDS folder MSDS Folder not properly linked to the Master Inventory File Barcode not entered for entry line Improper Barcode label position Incompatible barcode symbology Barcode is scratched or destroyed Solution Check the CAS Check the MSDS Folder Check that the Setup tab properly links to the MSDS folder Add Barcode chemical name and CAS Check that the barcode scannet is properly connected to the computer Reposition the barcode Replace with new compatible barcode label Reference Section See Chapter 2 for setting up the MSDS Folder See chapter 2 for Barcode Label and Scanner requir
38. rements and reporting schedule e Inventory Audit schedule and procedures Page 5 Chapter General Information This section will provide an overview of the system requirements and the CIMS software installation and setup instructions on system requirements and step by step instructions for proper installation and T o properly use the CIMS software it is essential to follow the sections below that have detailed setup of the CIMS software System Requirements Below are the minimum system requirements recommended for using the provided CIMS software Meeting the minimum requirements is necessary to properly use all the features of the CIMS software Computer Requirements The software was designed to operate easily and integrate into any Windows computer with MS Office 2007 A Mac Apple system that allows for the operation of MS Office 2007 should integrate as well Hardware Recommendation 1 3GHz 2MB cache 13 3 XGA LED backlit integrated graphics Hard drive storage 120 GB or more 5400rpm or faster Operating System Windows 7 Pro 32 bit Software MS Office 2007 Pro 32 bit and Adobe Reader Page 6 Additional Equipment Requirements Barcode Scanner e Use a linear or one dimensional 1D scanner e Choose a barcode scanner that has a built in decoder this will allow the scanner to operate on multiple common scan codes e Choose a scanner that uses a USB Bluetooth and or wireless interface with your comp
39. ry to enforce that prohibition in respect of persons natural or legal within their jurisdiction All States Parties have agreed to chemically disarm by destroying any stockpiles of chemical weapons they may hold and any facilities which produced them as well as any chemical weapons they abandoned on the territory of other States Parties in the past States Parties have also agreed to create a verification regime for certain toxic chemicals and their precursors listed in Schedules 1 2 and 3 in the Annex on Chemicals to the CWC in order to ensure that such chemicals are only used for purposes not prohibited Therefore any chemical listed on the CWC List must be managed and controlled by all signatories to the CWC Even for non signatories the chemicals on the list are important to track and secure To find out more information about the CWC please visit http www opcw org chemical weapons convention If the website link is broken conduct an internet search for OPCW CWC For the most up to date list of guidelines for scheduled chemicals please see ht www opcw ore chemical weapons convention annex on chemicals a cuidelines for schedules of eae This website address should remain correct If issues arise conduct an internet search for OPCW CWC List CIMS A chemical inventory management system CIMS is a fundamental tool that aids in chemical storage monitoring and organization throughout the chemical life cycle Itis a
40. sswords and their corresponding workbook and sheet names in a safe place Remember that passwords are case sensitive AIT 7 Your administrator password is now set for this workbook 8 Anyone who has this file can view the Quick View Stock Check and View tabs only To Unhide any additional tabs will require the Administrator password see detailed instructions in Chapter 3 Page 18 Chapter Basic Features This section provides basic instructions for creating and updating your chemical inventory through increased material protection control detection of discrepancies and accountability Performing regular inventory audits is a critical step in making these improvements A main goal of this chapter is to provide basic instructions for setting up an inventory maintaining that inventory and performing an inventory audit The steps for setting up and using the CIMS are discussed in detail below ne of the main reasons for keeping a chemical inventory is to improve chemical security A key part of this CIMS is the Inventory worksheet tab which will contain a complete list of the chemicals under management known as the Master Inventory worksheet Administrator access permission is required to enter inventory information A previously created inventory on Microsoft Excel or another program may be imported into this CIMS simply by organizing and formatting the existing inventory c
41. sword protection for worksheet tabs 1 Double left click the CIMS_Excel_Master shortcut with your mouse to launch the CIMS program 2 Click File and Save As then save the Excel Workbook file as Master Inventory on the computer desktop 3 The Master Inventory file has now been created for Administrator use on this computer NOTE Anyone with access to this file will be able to view and modify all the worksheets If the file will be shared with other users please follow the steps below for General User Access for proper password protection 4 Itis highly encouraged to setup a password protection for this file if other persons will be using the computer To setup password protection for a file Open the file click File and Info and select Protect Document and Encrypt with password A popup window Encrypt Document will appear for entering your password NOTE Select passwords that provide good protection strength and that you will remember The password cannot be recovered from EXCEL so be certain to keep a record of the password in a secure place 5 The Master Inventory file with Administrator access setup is complete For the most current inventory file between both Administrator and General Users it is best to set the user access passwords after final completion of the inventory see Chapter 3 General User Access NOTE These instructions are for Admi
42. system or program at a chemical facility that is used to track chemicals from procurement through disposal See Chapter 1 COMPRESSED GAS Compressed Gas is a GHS classification that indicates gases that are under pressure The GHS symbol for compressed gas is shown on the Inventory tab CORROSIVE Corrosive is a GHS classification and indicates Skin Corrosion Burns Eye Damage and Corrosive to Metals The GHS symbol for corrosive is shown on the Inventory tab A corrosive substance is one that will destroy and damage other substances with which it comes into contact It may attack a great variety of materials including metals and various organic compounds For health purposes we are concerned with chemical effects on living tissue and irreversible damage to the skin eyes and mucous membranes EXPLOSIVE Explosive is a GHS classification and indicates chemicals that are Explosives Self Reactives and or Organic Peroxides The GHS explosive exploding symbol is shown on the Inventory tab FLAMMABLE Flammable is a GHS classification and indicates Flammables Pyrophoric Self Heating Emits Flammable Gas Self Reactives and or Organic Peroxides The GHS symbol for flammable flame is shown on the Inventory tab Page 48 GENERAL USER MODE When the CIMS is in the General User mode three tabs in the spreadsheet are available for view Quick View Stock Check and View A password is not required t
43. t side of the worksheet you will see MSDS Location and the right side Enter Chemical Storage Locations 3 To setup the MSDS location folder a On your computer open the CIMS Install Content folder created during the Software Installation section above Find and then open the MSDS_Master folder Organize v Include in library v Share with v Burn sx Paes Name Date modifie Hl Desktop 67 56 1 pdf 4 22 2013 3 Jp Downloads 67 64 1 pdf 4 22 2013 3 T Recent Places X 76 06 2 pdf 4 22 2013 3 A 143 33 9 pdf 4 22 2013 3 Libraries X 464 07 3 pdf 4 22 2013 3 _ Documents 7439 95 4 pdf 4 22 2013 3 a Music A 7440 37 1 pdf 4 22 2013 3 Pictures 7647 01 0 pdf 4 22 2013 3 E Videos X 7664 93 9 pdf 4 29 2013 3 7705 08 0 pdf 4 22 2013 3 M Camnitar P7777 04 14 ne ANNM 2 4 b Using the mouse cursor right click on the file location and select Copy c Going back to the CIMS software click on the empty box below MSDS Location right click and select Paste in the drop down menu Page 12 Important NOTE You will need to remove the C and add a to the end of the folder location to complete the link Example CIMS Install Content MSDS_Master A C CIMS Install Content MSDS_Master MSDS Location CS GAA cis Install Content MSDS_Master A B MSDS Location CIMS install Content MSDS_Master 4 To setup the chemical sto
44. tanol Sy 8394 1368 aq00879817 Ferric Chloride EE eee Quick View a a Trichloronitromethane 3894 1368 da a a 008 900879817 Ferric Chloride Stock Check Aven Inventory 4 Click on the Inventory tab to for missing chemicals that were not scanned for this location a Right click on the drop down arrow located in the bottom right of the Location cell and search or type in the storage laboratory location listed in the Page 42 Stock Check File see the figure below Example 894 138B for detailed information on how to search a location see Searching the Inventory in Chapter 3 i This view will list the current chemicals for only the location s selected in the Master Inventory tt NOTE If chemicals have been relocated to this location without the Administrator being informed those chemicals will not be visible under this searched view b Ifa chemical exists in the Master Inventory file that was not scanned during the Stock Check the Barcode cell will be highlighted orange see the figure below fort AtoZ ZI SortZtoA Sort by Color K Clear Filter From Location Filter by Color Text Filters 5 The steps above 1 5 can be repeated for all Stock Check files from each laboratory storage location s Page 43 Chapter Advanced Features This section will provide an overview of some advanced features that are currently availab
45. ted in step 1 9 Transfer the Stock Check File to the Administrator NOTE This should be done with password protected files so that inventory information is not accidentally shared or stolen 10 An inventory audit can be performed by the Administrator on A the entire chemical inventory in the Master Inventory file or B for each individual storage are or laboratory location See the instructions below for each type of audit A For an audit of the full Master Inventory file The Administrator can recetve Stock Check files from multiple laboratories When received all of the Stock Check files should be combined into a single file prior to checking the Master Inventory file Page 38 1 Open a received Stock Check file as described in the instructions above From the example above open Stock Check 13May2013_ Room894 138B a Click on the Stock Check tab b Select and copy all of the barcodes in the far left column 2 Open the Master Inventory file and click on the Stock Check tab a Delete any information the cells NOTE This will not affect the Master Inventory file b Type the date into Stock Check Date c Leave the inventory Location drop down box empty Fa 5 12 2013 r 701 16 d 701 16 soos 807 SS Irichloronitromethane a 894 136 VOropersrerexttc d Click on the top open cell in the Barcode column and then paste in the c
46. the CIMS both administrators and general users at your institution Page 3 Roles and Responsibilities Proper implementation will involve many key personnel that have specific roles and responsibilities for implementing and ultimately maintaining a CIMS The CIMS software provided is designed for a single chemical receiving area with a single inventory manager As such there are two designated user roles Administrator and General User The Administrator is assigned to maintain the inventory This is the only user with the ability to modify the inventory Access for Administrator privileges requires a password see Chapter 2 and should only be assioned to a few qualified and trusted persons within your institution Administrator responsibilities include e Modify existing inventory items Add Remove inventory items e Institution inventory reporting reporting chemical quantities to department institution government e Institution inventory audit checking inventory for accuracy e Inventory access control e Print inventory list s for laboratory room shelf cabinet The General User is a person who has access to view the Quick View Stock Check and View worksheet tabs see Chapter 2 A General User has access to view the inventory View worksheet tab but will not have access to add or modify fields within the inventory The General User can search the View inventory tab using the drop down categori
47. tries for chemicals in your inventory try making it a part of the Standard Operating Procedures SOPs Create a protocol regarding new chemical inventory entries to check the MSDS folder for the most current MSDS for each chemical Page 24 e Notes insert any additional information you may have or want to be included that is associated with the chemical This information can be anything that the Administrator wants to note about the chemical Examples Don t store near water Damaged in shipping Very expensive use sparingly Lock up this chemical etc 5 Click Save to save the new chemical entry to the Master Inventory File 6 Place the container into the designated storage or laboratory location When adding new chemicals the barcode field for a new chemical entered will initially be highlighted orange This signifies that the new chemicals have not been accounted for during a regularly scheduled stock check inventory audit for more information see the Stock Check section For information on how to link inventory items to electronic copies of Material Safety Data Sheets MSDS or Safety Data Sheets SDSs see the Quick View section Page 25 Searching the Inventory Administrator access is required for search functions of the full Master Inventory or Inventory spreadsheet tab General Users cannot see or search the Master Inventory File but can search the View sprea
48. uter Barcodes recommendations Chemical Resistant Chemical Resistant Linear or one dimensional 1D Code 39 or 128 Human readable numbers Basic Installation Implementation of a CIMS requires knowledge training and acceptance from all CIMS users and administrators at the institution Proper implementation will involve many key personnel having specific roles and responsibilities for implementing and maintaining a CIMS Installation requires proper software installation and setup as described in this section Software Installation The CIMS software is available by either a CD ROM disk or a USB Thumb drive device Your computer should be capable of reading at least one form of media by a CD ROM drive or a USB slot NOTE The following instructions are intended for Windows 7 Pro Users only Users of other operating systems should consult the appropriate users manual for general software installation instructions Page 7 1 Start your computer Once it has fully loaded Windows move your cursor to the Start button Press Start 2 Move your cursor to the right side of the Start pop up menu and select Computer 3 A screen showing your main hard drive and CD drive should appear From this screen select and open your CD ROM drive or USB thumb drive depending on how you received your CIMS software OD A gt Computer Organize v System properties Uninstall or change a program Map
49. wn on the Inventory tab QUICK VIEW The Quick View tab in the Master Inventory file or General User Mode of the CIMS allows the uset to scan or type in a barcode number and obtain basic information on the chemical including alerts location and MSDS See Chapter 3 STOCK CHECK The Stock Check tab in the Master Inventory file or General User Mode of the CIMS is used to perform an inventory audit in the laboratory Scanning the barcodes on the chemical containers will generate a list of the chemicals and their barcodes that are used for inventory audit Items highlighted in orange have not been accounted for during the inventory audit Scanned codes that have no associated inventory fields will show Not Found next to the barcode after an inventory audit is complete Inventory audits should be performed on a regular basis at least once per year See Chapter 3 for detailed information STORAGE GROUP Storage Group designates the storage classification of compatible chemicals as each group includes chemicals that will not react violently if mixed together This system may classify storage groups independent of main hazard classes to allow the number of Storage Groups to be as few as possible The Storage Group field in the Inventory tab helps chemical users identify the proper groups of chemicals that can be safely stored together A drop down list can be generated on the Set Up tab under Stora
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