Environmental Health & Safety

Laboratory Safety

Chematix Chemical Inventory Reconciliation

One way of making sure that the data stored in the chemical inventory system is up-to-date is to perform an inventory reconciliation. This is a process where all the chemicals in the lab are scanned and uploaded to Chematix. Chematix then compares the uploaded barcodes to the barcodes listed in the electronic inventory. The discrepancies are listed in categories to make the process of resolving them easier. When all of the discrepancies are resolved the reconciliation is marked complete and the date of completion will appear in a report for Environmental Health and Safety.

Annual reconciliation of your Chematix Inventory with the containers in your lab is required. You will be audited for compliance during your lab inspection.

Requirements

• A barcode scanner, which can read Code 128
• EH&S has found that wireless barcode scanners with a memory function work adequately. Information on scanner and vendors can be found on our recommendations page
• A computer, preferably a laptop
  
  • If a laptop is not available, then a desktop computer in the same room that is being reconciled may be used with a scanner that has a memory function. The memory function allows the scanner to store barcodes when out of range of the computer
• Chematix access to the room being reconciled
  
  • Anyone from the lab with access to Chematix can upload the barcodes for reconciliation. Instructions for adding personnel to your Chematix roster - Adding Users
  • Only the PI and the Chematix Supervisor can manage or resolve any resulting discrepancies resulting from the comparison of the Chematix inventory and the uploaded barcodes.

Procedures

• To reconcile labs with zero chemicals:
1. Log on
2. Click Resources
3. Click View my locations
4. Select a lab under the Laboratory column
5. Scroll to bottom of page and click Manage Discrepancy
6. Click Reconciliation Complete
7. YOU'RE DONE!!
• For quick instructions on reconciling individual or multiple rooms see Quick Instructions
For more detailed instructions:
• Reconciliation of One Room --- This procedure is for reconciling one room at a time and is useful for lab groups with a small to moderate number of chemical containers. See One room reconciliation
• Reconciliation of Multiple Rooms Simultaneously --- Labs with multiple rooms containing an overall small to moderate number of chemical containers may opt to reconcile all their lab rooms at one time. See Multi-room reconciliation
• Reconciliation by Storage Unit --- If your lab is in possession of a large number of chemicals, it will be easier to reconcile by individual storage unit. See Storage unit reconciliation

QUESTIONS or COMMENTS?
Contact EH&S at (585) 275-3241 or e-mail Questions.

This page last updated 2/20/2020. Disclaimer.