Standard Operating Procedure for Maintaining Hazardous Material Inventory Records

1) Purpose

The purpose of this SOP is to establish a standardized procedure for maintaining accurate and up-to-date inventory records of hazardous materials to ensure regulatory compliance, enhance workplace safety, and facilitate effective emergency response.

2) Scope

This SOP applies to all personnel responsible for the procurement, storage, use, and disposal of hazardous materials within the organization. It covers the documentation and regular updating of hazardous material inventory records.

3) Responsibilities

• Inventory Manager: Oversee the maintenance of hazardous material records and ensure accuracy.
• Procurement Team: Update inventory records upon receiving hazardous materials.
• Safety Officer: Verify inventory accuracy and ensure compliance with safety and regulatory standards.
• Employees: Log usage and storage changes in hazardous materials as per guidelines.

4) Procedure

4.1 Receiving Hazardous Materials

1. Verify Delivery:
   • Ensure the received materials match the purchase order and verify their labeling and documentation, such as Safety Data Sheets (SDS).

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2. Record Entry:
   • Log the details of received materials, including name, quantity, storage location, and date of receipt, in the Hazardous Material Inventory Log (Annexure 1).
3. Label Materials:
   • Ensure all materials are properly labeled with hazard symbols, storage requirements, and expiration dates.

4.2 Storing Hazardous Materials

1. Assign Storage Locations:
   • Store materials in designated areas based on compatibility, flammability, toxicity, and other hazard characteristics.

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2. Update Storage Records:
   • Document storage locations for each material in the inventory system and update changes promptly.
3. Conduct Regular Inspections:
   • Verify that materials are stored safely and that inventory records accurately reflect on-site quantities.

4.3 Tracking Usage

1. Log Usage:
   • Record the withdrawal of hazardous materials in the inventory system, noting the date, quantity used, and the individual responsible.

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2. Monitor Consumption Trends:
   • Track material usage patterns to identify any discrepancies or potential waste.
3. Reorder Materials:
   • Maintain minimum stock levels and initiate reorders when inventory reaches the specified threshold.

4.4 Conducting Periodic Audits

1. Schedule Regular Audits:
   • Perform monthly or quarterly inventory audits to verify the accuracy of records and physical stock.

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2. Reconcile Discrepancies:
   • Investigate and resolve discrepancies between recorded and actual inventory levels.
3. Update Records:
   • Ensure the inventory system reflects the most recent audit findings, including additions, deletions, or adjustments.

4.5 Reporting and Compliance

1. Generate Reports:
   • Prepare monthly inventory reports summarizing material types, quantities, and usage trends.

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2. Submit Regulatory Filings:
   • Provide inventory data to regulatory authorities as required, ensuring adherence to reporting deadlines.
3. Ensure Emergency Readiness:
   • Maintain an up-to-date inventory to facilitate emergency response and hazard management.

5) Abbreviations, if any

• SDS: Safety Data Sheet
• PPE: Personal Protective Equipment

6) Documents, if any

• Hazardous Material Inventory Log
• Monthly Inventory Reports
• Audit Records

7) Reference, if any

• OSHA Hazard Communication Standard
• EPA Guidelines on Hazardous Material Management
• ISO 45001 Occupational Health and Safety Standards

8) SOP Version

Version: 1.0

Annexure

Template 1: Hazardous Material Inventory Log

Date	Material Name	Quantity	Storage Location	Handled By
DD/MM/YYYY	Sulfuric Acid	5 Liters	Chemical Storage Room A	Jane Smith

Template 2: Monthly Inventory Report

Material Name	Opening Stock	Received	Used	Closing Stock
Sodium Hydroxide	20 kg	10 kg	15 kg	15 kg