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Environmental & Risk Management / Hazardous Materials / Objectives

Use Case: Perform an On-Site Audit of your Hazardous Materials and Products

Objective

An electronic inventory of hazardous products, their quantities, and their SDSs must be maintained and updated as new products are received and existing products are used. In the event of an emergency, safety managers and emergency response personnel need to know the products on site, their quantities, and how to handle them. The existence of products that are not documented in the inventory and therefore might not be handled and stored correctly can have serious and harmful effects on personnel, contract workers, and emergency response personnel. Moreover, undocumented products can lead to fines for non-compliance with safety regulations.

Solution

Use the ARCHIBUS Hazardous Materials mobile app to periodically survey your facility and compare the physical assets to those electronically documented. Update the quantities of each product, add new products to the inventory that exist on site but are not documented, and update the electronic inventory to reflect items that no longer exist on site at the specified location.

Procedure

To update an existing electronic inventory:

1. Use the ARCHIBUS Web Central SDS application's Define Materials and Safety Data Sheets (SDS) task and Assign Products to Locations Using a Form task to develop an electronic inventory of your site's products, the quantities found at each location in your building, and the associated SDS of each product.
2. Periodically, perhaps semi-annually, conduct an audit of your site's products. This entails having safety auditors with mobile devices and the ARCHIBUS Hazardous Materials mobile app visit each location and compare the electronic inventory as listed on the forms of the mobile app to the products that they find on site. From their mobile devices, auditors can:

• update the quantities found at each location
• enter new records for products found but not documented
• update the inventory to reflect items that no longer exist at the location specified in the electronic inventory.

3. Auditors upload their audit information to the ARCHIBUS database so that safety managers can work with the latest product inventory data.

If your site is just getting started with an electronic inventory of products and their SDSs, you can initiate your electronic inventory by conducting a site audit.

1. Use the ARCHIBUS Web Central SDS application's Define Materials and Safety Data Sheets (SDS) task to develop an electronic inventory of the substances and their SDSs that you expect that you have on site.
2. Conduct an audit of your site's products. This entails having safety auditors with mobile devices and the ARCHIBUS Hazardous Materials mobile app visit each location and note the products at this location. The auditor completes a new record for each product found at a location.
3. Auditors upload their audit information to the ARCHIBUS database so that safety managers can work with the product inventory data. Safety managers can fill in any missing data that could not be collected from the mobile app.