Chemical inventory system (RSS)

This page provides more information on chemical inventories, labelling, and SDS management at the University of Waterloo. 

The new chemical inventory management system from Risk and Safety Solutions is now available!

Risk and Safety Solutions is also available on mobile. Search "UC Chemicals" in your mobile app store to download. Log in using your WATIAM.


Chemical inventory system

Chemical inventories must be input into the Safety Office supplied inventory module by all research facilities or upon request of the Safety Office. These inventories must be maintained and verified on a minimum of a yearly basis.

Completion of these inventories aids in:

  • Inventory control
  • SDS compliance through linking most inventory items to SDS database
  • Regulatory reporting on chemical quantities (such as the Chemical Weapons Implementation Act).
  • Hazard recognition (e.g., peroxide formers can be easily identified and status tracked)

For inventory items that do not have SDSs automatically linked, the PI must upload an SDS to the inventory module.

Laboratories may choose to use another software, or process to store their inventory in, but they will still be required to complete the annual inventory reconciliation process. As a result, they will want to ensure they store all mandatory bulk upload fields (yellow) from the Inventory Template for Importing a Laboratory Inventory in their other software system for easy annual uploading. If an alternative is used, ensure that SDSs are readily available at all times in the laboratory. It is recommended that laboratories download their customized bulk upload form from their laboratory inventory page for use for uploading.

    Annual reconciliation

    Getting started

    For those starting your laboratory inventory review, here are a couple recommendations to help with the process:

    • Discard old chemicals that will never be used rather than using resources to relabel and add to your inventory. Contact esf@uwaterloo.ca if you expect to be discarding large quantities of chemicals. More information is available on the Hazardous Waste page.
    • Inspect bottles for damage during the inventory process.

    Developing an inventory

    Follow the steps below to develop an inventory. Refer to the drop-downs in each step for instructions. 

    Step 1 of Starting Your Inventory: Fill in the Data Transfer Form

    All labs must complete the Data Transfer Form to request their erPortal data and provide the safety office with necessary information for the transfer. This provides the Chemical Inventory Administrators enough information to create your group on the website. You will be contacted when you are ready to start step 2.

    Step 2 of Starting Your Inventory: Update your Users and Locations (Completed by PI or Delegate)

    Step 3 of Starting Your Inventory: Create Your Inventory and Add Sublocations (Completed by PI or Delegate)

    Step 4 of Upload and Maintain Your Inventory: Add and Delete Chemicals (Completed by any member of the Group)

    Optional Add-On: Using RFID


    Responsibilities


    Resources

    The following templates and manuals will help you navigate and use the chemical inventory system.  Please open the appropriate links below to continue: