Best Practices in Laboratory Management: Integrating MSDSs with your Chemical Inventory System by David Hessler, Vice President of Technology, ChemSW Inc and Tamie Webber, Director of Product Management, 3E Company
Best Practices in Laboratory Management: Integrating MSDSs with your Chemical Inventory System by David Hessler, Vice President of Technology, ChemSW, Inc., and Tamie Webber, Director of Product Management, 3E Company Seamless Integration of MSDS Management with your Chemical Inventory System Can Significantly Reduce MSDS Management Burden and Costs Introduction Environmental, Health, and Safety (EH&S) concerns make product safety data management in the chemical laboratory environment a mission critical task. In the event of an accident, the correct information needs to be available on the spot. Safety information about those chemicals is typically provided as a Material Safety Data Sheet (MSDS) written by the manufacturer specifically for the particular chemical or substance. However, managing multiple MSDSs is not just a matter of obtaining the MSDS and providing access, as safety handling techniques can change and the sheer volume of MSDSs at a site can create a management nightmare. The most efficient Research & Development (R&D) laboratories typically automate as many manual processes and workflows as possible to optimize lab productivity. Two such workflows are the electronic management of both chemical inventory and the associated MSDSs. Integrating MSDS management with chemical inventory management through best practices software technology is one way to reduce not only the management burden and costs but also streamline the associated workflows. This white paper will examine the challenges involved with best practices MSDS management and recommend approaches Laboratory Managers should consider when implementing a solution. 2
Challenges The average R&D laboratory typically has thousands of materials on site and each one requires a MSDS. In addition, those MSDSs are frequently updated by the supplier, meaning that the Laboratory Manager must keep track of not only where each MSDS is and which MSDS need updating, but also any new MSDSs that need to be attached to new chemicals being ordered by the lab. Keeping up with those changes can be a complex and time-consuming task. MSDS Management MSDS management at its core is about change management. As regulations change and affect the way chemicals are manufactured, this in turn affects the MSDS. When this happens the chemical manufacturer or supplier updates the associated MSDS. However it is up to the lab to ensure that the most current product safety information is provided to its employees as well as to ensure compliance with applicable national and international regulations. For this to happen, the lab needs to have an on-going process to obtain, update, review, and archive MSDSs. A common fallacy associated with MSDS management is that it is a one-time static activity. The Lab Manager might want to create a binder (electronic or paper) of MSDSs and move on to the next pressing challenge. But because change management is a key to maintaining compliance, a company cannot create an accurate MSDS folder just once, and then rely on updating it every two, three or five years. Attaching MSDSs to Chemical Inventory Beyond ensuring that the most current MSDS is available, it is vital that the lab attach the correct MSDS to the applicable chemical inventory. For instance, the laboratory may have more than one brand of acetone, and each must have a supplier-specific MSDS. Even if the two brands of acetone are handled exactly the same, the lab is still required by regulations to maintain an MSDS for each SKU or Part Number (PN). Unique MSDS Management Different size containers of the same chemical have different SKUs and thus different MSDSs. Because MSDSs are associated with chemicals by SKUs, and each container size is assigned a unique SKU, each SKU will have a unique MSDS. This multiple MSDS management nightmare can be eliminated with a robust chemical inventory management system that can assign a unique MSDS for each supplier SKU and size. 3
Chemical Inventory Management The same misunderstanding that applies to MSDS management also applies to chemical inventory management it s not a simple, one-time task that can be allocated to the purchasing or receiving departments, particularly if the chemical is a hazardous material. Large laboratories are more efficient when receiving, tracking and managing chemical inventory is performed within a single comprehensive solution. When barcodes are used to track material from receipt to disposal, the Lab Manager can be ensured that the data in their chemical inventory system is accurate. Keeping up with changes without automation can be extremely difficult. Figure 1. Utilizing barcode readers with chemical inventory ensures that the inventory matches the report data and expedites reconciliations, eliminating two of the greatest challenges of manual chemical inventory management. Dynamically Accurate Chemical Data When multiple people in the lab order chemicals, it is important to have a system that supports dynamically accurate chemical inventory. Slice-in-time solutions can not provide accurate information about inventory on site, nor allow the Lab Manager to perform end-to-end material lifecycle management. A dynamic system is one that ensures chemicals are barcoded, labeled, and immediately entered into the chemical inventory system upon receipt. Such a dynamic system maintains chemical inventory data in real-time, so that at any point the Lab Manager can confirm actual quantity of any substance on site. Chemical Turnover Another inadequacy of slice-in-time systems is that they do not enable the Lab Manager to accurately track chemical turnover, expiration date, shelf-life or quantity on site. Without a dynamic solution that provides real-time reports, only a best guess estimate can be performed. Regardless of the experiments being conducted, some months are busier than others. Knowing when those times occur and planning for them accurately without over-ordering inventory that may then get misplaced can enable the lab to operate more efficiently and cost-effectively. Chemical Management Costs The list of tasks defined above outlines the complexity of chemical inventory and MSDS management. Each of those tasks entails a management cost. For instance, tracking chemical expiration dates entails a cost when performed manually and that includes entry into a spreadsheet program. Another example is inventory reconciliation which must be performed more frequently when the data is not managed in real-time. In a large facility with hundreds of cabinets, it is easy to lose track of chemicals. If a lost chemical exceeds its expiration date or gets disconnected from its MSDS, it may need to be handled as a hazardous material when found, incurring not only cost but regulatory concern about safety management at the lab. 4
Figure 2. 3E Company s call centers provide access to inventory management professionals 24x7x365. Solutions Storing, updating and retrieving MSDS documents can be difficult and expensive. Access to the right MSDS can best be managed when the laboratory utilizes an integrated electronic chemical inventory system and MSDS solution. Such an automated solution not only provides accurate, real-time details about exactly what chemicals are available, where they are, and how they should be handled but links each substance to the latest version of the appropriate MSDS. Ensuring that the two solutions can be integrated requires an examination of the components of best-of-breed MSDS management solutions and chemical inventory management systems. Best-of-breed MSDS Management Solutions Because MSDS management is critical and necessary yet administratively burdensome and not a value-add to the lab s bottom line, it is most cost effectively managed through a professional service provider. A best-of-breed MSDS management solution provider will provide: Tools that take advantage of the latest technology advancements A resource for helping the lab obtain a baseline inventory list of chemicals On-going MSDS change management service Access to a wide variety of chemical suppliers to source MSDSs Access to the relevant MSDSs for the products actually being used Simple tools which can be used to search and retrieve MSDSs with little or no training 24-7-365 access to EH&S professionals who can help the lab manage any tough situations, such as a surprise inspection or spill On-demand translation assistance for non-english speaking employees via phone in the event of an emergency, when understanding the information contained on the MSDS is absolutely critical Additional solutions that can help the lab leverage MSDS management to support other compliance activities Best-of-breed Chemical Inventory Management Solutions Chemical inventory systems can be as simple as a spreadsheet or as robust as a highperformance relational database designed specifically for the task. A best-of-breed solution will be a comprehensive database system that delivers all the necessary tools to accurately track chemicals and supplies and meet safety and regulatory requirements. It will include: Barcode labeling Remote inventory control Document linking and links to MSDSs Tracking for an unlimited number of material classes 5
Tracking for reference standards Role-based system access Multiple security layers The ability to easily designate materials as GMP or lab use only Maintain independent inventories for individual business units within a single global database Benefits of 3E MSDS Management for CISPro Integrated MSDS and chemical inventory management Instant access to up-to-date MSDS Access MSDS s any where, any time Eliminate duplicate work across locations Facilitate chemical safety compliance Reduce MSDS management burden and costs Figure 3. Seamless integration of MSDS with chemical inventory ensures that only the most current MSDS is attached to inventory as well as ensures that the correct MSDS is used for the particular container. Integrating MSDS Management with Chemical Inventory Management MSDS management is typically conducted separately from chemical inventory management, which means two separate processes and two separate databases. A baseline MSDS collection must be established by performing an audit across all sites. Simultaneously, a baseline chemical inventory needs to be performed. Often, getting the baselines right is an arduous task. Someone with the proper expertise has to physically audit and provide an accurate inventory list of chemicals and MSDSs at each location. Then the data needs to be cross-referenced and cross-checked to ensure that the correct MSDS is associated with the specific chemical. After establishing the baselines, control measures should be implemented to maintain a method of checks and balances before new chemicals or MSDSs can be introduced into the lab. This process should also be able to keep track of MSDSs that are no longer active. While this could appear to be a routine task, demonstrating when a chemical was actively used and when it was discontinued could mean the difference between innocence and liability in a product use lawsuit. 6
Integrating MSDS management with chemical inventory management can resolve many of the challenges involved in ensuring access to accurate data. Shifting the Responsibility to a Best-of-Class Solution for both Inventory and MSDSs With time at such a premium in most laboratories, shifting the responsibility for managing inventory and MSDSs to an integrated, best-of-class solution can not only streamline workflows in the lab, but also reduce inventory on site and ultimately reduce inventory management costs. ChemSW and 3E Company have jointly developed technology to be used with 3E s MSDS Management solutions and ChemSW s industry-leading CISPro chemical inventory system, and released 3E MSDS Management for CISPro. The integrated solution enables CISPro users to automatically retrieve desired MSDSs using 3E s extensive range of MSDS solutions that provide 24-7-365 access to a database of millions of MSDSs while ensuring that only the most relevant MSDS is referenced. 3E Company and ChemSW have an established partnership based on the integration of 3E Ariel regulatory data with ChemSW s CISPro. This new solution extends the integration from substance level regulatory data to product level MSDS data. Benefits of 3E MSDS Management for CISPro The typical laboratory handles significantly more chemicals than the rest of the organization, so it needs a sophisticated chemical management solution. By fully synchronizing CISPro with the integrated MSDS module, labs have instant access to upto-date MSDSs, providing the most efficient and affordable method for complying with environmental, health and safety (EH&S), hazard communication and workplace safety regulatory requirements. The 3E MSDS Management for CISPro solution enables rapid, automatic access to the most current MSDS for any material on site that s in the CISPro database. Transparent to the user, the CISPro application polls the 3E database for updates. When a new MSDS is acquired by 3E or an existing one changes, it is imported to CISPro; the default setting is to automatically receive the current MSDS for all chemicals received in the lab via CISPro. When these tasks are not provisioned electronically, someone must acquire the MSDS manually; the integrated solution takes all the manual effort out of the equation. Even better, the CISPro application can be set to proactively search the 3E web application for MSDSs associated with material before the lab receives it. 7
The integrated solution also shows MSDS-related product status information. For instance, all MSDSs have a revision date clearly marked on the document; CISPro indicates when the MSDS was acquired as well as when it was last revised. 3E MSDS Management for CISPro removes a tedious, time-consuming management burden by automating the entire process. The solution is scalable, there is no redundancy of data in either system, and there is only one common overall database that the user accesses. The speed and ease of access, the economies of scale, and the workflow streamlining that results are simply astounding when compared to alternatives. This integration enables lab personnel to access the MSDS from the CISPro application in its existing environment while the MSDSs are synchronized with the overall corporate program. This allows labs to support corporate EHS initiatives without disrupting current business processes. Summary MSDS management and chemical inventory management are complex undertakings where it is easy to underestimate the work involved. Both are administratively burdensome tasks that do not directly add value to the lab s bottom line. Limited lab resources are better spent managing other critical functions that will improve lab performance. However, there are cost savings to be achieved by optimizing these two management tasks. A properly integrated MSDS and chemical inventory management program will streamline the lab s internal work processes, free up valuable lab resources, eliminate duplicate work across locations, and provide an accurate picture of chemicals in lab inventory. ChemSW s expertise in the laboratory environment coupled with the 3E MSDS Management for CISPro solution delivers significant global benefits. Now, users will be able to access MSDS documents much more efficiently, anytime, anywhere. It is the first integrated solution of this kind that brings together two enduring solutions for the laboratory environment. *All trademarks are the property of their respective owners. 8
About The Authors David Hessler is Vice President of Software Research and Development for ChemSW where he manages a team of application developers, software engineers and QA experts. David is responsible for all aspects of software design, implementation and deployment, and manages software delivery schedules, product maintenance and changes, as well as the evaluation of custom specifications. David has 25 years of professional programming experience specifically related to laboratory statistics, automation and data handling. He is closely involved in application conception and design, interface design, database design, and documentation design. He has designed and developed numerous commercial products, including ChemSW s CISPRO Chemical Inventory System and the entire ChemSWLive range of SaaS solutions. Tamie Webber is Director of Product Management at 3E Company where she is responsible for product management initiatives, product planning and strategies and product development for 3E s product line, including MSDS Distribution and Management, Emergency Response, Regulatory Reporting, Training and Waste services. She joined 3E after several years of marketing and product management experience in the chemical distribution and high tech industries, working for Great Western Chemical Distribution and, later, Intel. She attended the University of Oregon where she received a BS Degree in Finance & Marketing. About ChemSW Founded over two decades ago, ChemSW is the leading provider of chemical and biochemical inventory management systems, MSDS systems and other chemistry laboratory software and services. ChemSW s wide range of products enable companies to streamline laboratory processes and reduce chemical purchasing and disposal costs. ChemSW supports over 15,000 customers in more than 40 countries throughout the world. For more information, visit www.chemsw.com or call +1 707-864-0845. About 3E Company 3E Company offers a comprehensive suite of services for environmental, health and safety (EH&S) related compliance management. This suite of services addresses the entire chemical lifecycle and includes regulatory research; MSDS authoring, distribution and management; transportation; emergency response; training; regulatory reporting; and hazardous waste management. 3E boasts an industry leading combination of a 24-7-365 EH&S mission control call center, as well as the world s premier hazardous substance database of global regulatory and compliance information. More than 7,000 customers have partnered with 3E including Costco Wholesale Corporation, America West, Eastman Chemical, Shell, Temple- Inland and Menasha. The privately-held company was founded in 1988 and is headquartered in Carlsbad, CA with additional operations in Massillon, OH, Bethesda, MD, Kingsport, TN, Montreal, Quebec and Copenhagen, Denmark. For more information on 3E Company, visit www.3ecompany.com, send e-mail to info@3ecompany.com or call 800-360-3220, 760-602-8700 or, in Europe, +45 70 22 81 70. 9