Design and Implementation of an On-Line, Bar Code-Based Chemical Inventory and Tracking System

Abstract

The numbers and types of chemical substances used in research environments are typically greater than those used in the manufacturing sector. Although laboratory chemicals are used in smaller quantities their toxicology may not be well understood. A system was designed and implemented to manage inventory and materials tracking. Chemical inventory management is mandated by local, state, and federal regulations, most notably the Occupational Safety and Health Administration's Hazard Communication and Laboratory Standards. Ideally, computer-based inventory and tracking software should be capable of rapidly identifying materials, storage locations, users, number and quantity of chemical substances, and provide hazard information. The inventory and tracking system was developed in Smarstar, a form based, 4-GL structured query language applications developed tool and resides on a Digital VAX 6210 minicomputer. The system is user-friendly and employs the use of bar code technology to track chemical substances. The system was jointly designed by a software development committee composed of personnel from the laboratory and administrative sectors. Chemical containers entering the facility are bar coded with chemically resistant, color coded, sequentially numbered labels that are affixed to the container by receiving department personnel before delivery to the work area. End-users may query the master inventory database and obtain specific information on chemical name and storage location, chemical abstract number, chemical hazard information, manufacturer, expiration date, and date of disposal. The system also allows occupational health and safety professionals to develop a history of chemical usage by employee, which combined with exposure monitoring, may assist in the development of medical surveillance strategies. Advantages of developing an in-house inventory and tracking system include (1) regulatory compliance, (2) inventory control, and (3) hazardous waste minimization. Most important, a user-designed database approach significantly increases user acceptance and participation in the inventory control and hazard communication programs. The system is successful owing to the consensus nature of the software design process rather than a particular hardware/software product. Crouse, W.E.; Cook, J.L.; Gerard, J.D.; Paschal, D.A.: Design and Implementation of an On-Line, Bar Code-Based Chemical Inventory and Tracking System for Laboratories. Appl. Occup. Environ. Hyg. 8(12):1038–1046; 1993.