Chemical Inventory A requirement for University of Kentucky research laboratories

Your voices have been heard and we are pleased to announce the arrival of new chemical inventory software, which includes retrievable SDS and other enhanced features to make the system intuitive and easy to use!  

Beginning in March 2025 laboratory personnel will notice the "ChemTracker" chemical inventory module available in the SciShield system in the expanded menu under the lab's name.  PIs and Lab Liasions have the ability to manage the inventory for their labs. PIs also can manage permissions for their lab members to include the ability to manage chemical inventory.  In addition, PIs & Lab Supervisors can email scishield@uky.edu to request permissions to be edited for their lab personnel.

PLEASE NOTE:  IF YOUR LAB'S CHEMICAL INVENTORY LIST WAS SUBMITTED FOR UPLOAD PRIOR TO FEBRUARY 12, 2025, YOU DO NOT NEED TO SUBMIT IT AGAIN!   PLEASE CHECK YOUR LAB'S PROFILE IN SCISHIELD TO VERIFY YOUR INVENTORY IS PROPERLY REFLECTED!

Directions for successfully transferring your existing chemical inventory into ChemTracker (facilitated by the Department of Research Safety):

1.  For chemical inventory to be uploaded into the new ChemTracker system, a spreadsheet must be specifically formatted.  A special ChemTracker formatted spreadsheet has been provided by SciShield to use for this purpose.  Please download with UK Linkblue credentials and save your own personal copy for use here: SciShield - ChemTracker Module Import Sheet BLANK (1) (1).xlsx
2. Before proceeding, please ensure the directions outlined on the first tab on the bottom of the sheet are read and understood. Either cut and paste inventory information from your existing chemical inventory *(if applicable) or manually add your inventory into the ChemTracker formatted spreadsheet.  Please be aware that all information/columns do not have to be completed for all chemicals to be transferred into the system. At the very least a chemical name OR CAS# is required, as well as the "Group Name" (columns A, B, and C).    The "Group Name" is the name of the lab as it is listed on the lab's profile page in SciShield (e.g., "Miller Lab" or "Mass Spectroscopy Core").  It is at this time that the lab will want to ensure any prior errors are corrected on the ChemTracker sheet before forwarding to our office for upload by SciShield.  The information submitted to us will be uploaded into the system.  At this time, any storage locations, manufacturer part numbers, etc. may be added, if desired, to be reflected in the upload.
3. Once chemical inventory information is transferred into the ChemTracker formatted spreadsheet, please submit it here:  https://app.smartsheet.com/b/form/8d0b0c99b5a742eca4b05a82e08ee8d9

To receive assistance with complete inventory data migration into the new system, labs must submit their ChemTracker formatted sheets by end of business day, Friday, March 28, 2025 

*Labs with an existing chemical inventory in the previously used CHEMATIX system can retrieve their inventory spreadsheets for use in cutting and pasting their info into the above linked ChemTracker formatted sheet.  Instructions for how to do this are listed below:

1. Log into CHEMATIX (https://etrax.chematix.com/Chematix/).
2. Under the orange "Inventory" tab at the top of the page, under "Manage Lab Inventory", select "Manage My Inventory".
3. Select and place a check in the box next to the lab inventory to be downloaded and then click the "Email Active Lab Inventory" button.  A spreadsheet of the selected chemical inventory will be emailed within 5 minutes. This spreadsheet must be reviewed for accuracy before proceeding with transfer of the information to the ChemTracker formatted sheet.

Frequently Asked Questions

Q: Is it mandatory for all the labs to transfer the chemical inventory into the ChemTracker or they could continue using Quartzy if they choose so?

A: For regulatory reporting and requirements of emergency first responders, laboratories are required to upload the laboratory's inventory into ChemTracker and update it on an annual basis.

Q: What if we have groups that share inventory?

A: You can list all shared inventory labs in the Group Name Field.

Q: I have inventory that is labeled as packs/boxes. What do I put for those in the Units section?

A: We recommend using "unit" if you have bulk items.  This will be accepted by the new system.

Q: Can we use catalog numbers for the Product Number field?

A: Yes, you can use the "Product Number" field to list your catalog numbers. This is the information intended for this column.

Q: Can I add a column to add a field in the ChemTracker spreadsheet?

A: You cannot add any additional columns to the sheet.  If there is supplementary information that you'd like to be associated with inventory items, you can list it in the "Notes" field.

Please send any questions regarding this process to labsafety@uky.edu.

University of Kentucky Department of Research Safety policy and best practices stipulate that an accurate chemical inventory, to be reviewed and updated no less than annually, is required for each location that stores chemicals with the following characteristics:

•Carcinogenic or otherwise harmful to human health
•Corrosive
•Flammable
•Oxidizing
•Reactive
•Toxic
•Harmful to the environment
•Liquids and gases under pressure, including liquid nitrogen tanks and compressed air cylinders

These materials are identified by both their container and chemical manufacturer-provided SDS. All hazardous chemicals shipped after June 1, 2015, are required to be labeled with specified elements including GHS pictograms, signal words, and hazard and precautionary statements per the OSHA Hazard Communication Standard (29 CFR 1910.1200. GHS Pictograms may be seen here: GHS Pictograms

If the original stock container for a chemical in the lab does not display the GHS pictograms, they were shipped prior to June 1, 2015 and shall be evaluated for expiration date and/or any signs of compromised integrity. Labs are encouraged to promptly submit waste tickets for removal of these items via the E-Trax system.

• Etiologic agents (bacteria, viruses, select agents, and toxins)
• Radioactive materials (unless mixed with hazardous chemicals)
• Biological culture media, agar, serum proteins, albumin
• Enzyme preparations
• Non-hazardous buffers
• Commercial food, drugs, and cosmetics, covered by the FDA
• Commercially packaged drugs in solid, final form (tablets, pills) for direct administration
• Pre-packed test kits for medical labs
• Materials to be used within 1-2 days (“working solutions”)
• Retail products used and stored in amounts and frequencies typical to ordinary household usage.

Chemical storage areas shall be visually inspected at least annually for the removal of expired chemicals or those no longer needed for active research. Chemical containers shall also be checked for structural integrity, and if compromised, either transferred to a compatible container or, if needed, disposed of by contacting Environmental Quality Management (EQMD) at (859)-323-6280.  The laboratory’s chemical inventory for the space shall be updated as needed and/or reconciled, at a minimum, once a year.

While some laboratories have opted to utilize alternative systems to document their inventories, we require the lab’s inventory to be submitted into ChemTracker (within the SciShield system) every year in conjunction with the Lab Safety Inspection. This furthers compliance by keeping accurate totals of hazardous material storage within acceptable regulatory limits, informs our first responders in the event of an emergency, and facilitates prompt chemical waste pickup.