Chemical Inventories

A chemical inventory is a complete, accurate record of all hazardous chemicals present in a laboratory or research space. This record includes solid and liquid chemicals as well as cylinders for gases, cryogenic dewars, regulated substances and cleaning or disinfecting chemicals like bleach. The inventory includes information such as the chemical or commercial name, manufacturer, quantity, container type, precise storage location, additional user or owner, and hazard classification. 

At the University of Miami, the chemical inventory serves as a foundational element of laboratory chemical safety management, emergency preparedness, regulatory compliance, and risk assessment. 

Maintaining an accurate chemical inventory is required to: 

• Support compliance with OSHA’s Hazard Communication Standard and the Chemical Hygiene Plan 

• Enable effective emergency response by identifying chemical hazards present in a space 

• Support fire code compliance, and inspections 

• Identify and manage Highly Hazardous Chemicals 

• Support exposure assessments, training requirements, and waste management 

• Promote responsible purchasing and reduce unnecessary chemical stockpiling 

An incomplete or inaccurate chemical inventory increases risk to laboratory personnel, emergency responders, and the University community. 

If your lab's assigned building or room locations are not accurate in BioRAFT, submit corrections to EHS using this Smartsheet form. 

If your lab is closing, moving, or down-sizing, the EHS Chemical Safety Team can assist you with updating your ChemTracker records, to relocate records to their new locations, or remove records for containers that are being discarded.  Please use this Smartsheet form. 

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Adding Chemicals to ChemTracker 

Laboratories must add chemicals to ChemTracker when: 

• A new chemical is received 

• Chemicals are transferred into a laboratory from another space 

• Previously unrecorded chemicals are identified 

To add a chemical: 

1. Log in to BioRAFT ChemTracker 
2. Select the appropriate laboratory space 
3. Add the chemical by searching the system library or entering required chemical information: manufacturer, Specify container size, quantity, and storage location 
4. Confirm hazard classifications if not indexed. 

Samples and temporary solutions are not required to be inventoried unless otherwise directed by EHS. 

Editing Existing Inventory Records 

Inventory records must be updated whenever: 

• Chemical quantities change significantly 

• Storage locations change 

• Containers are emptied or removed 

• Chemicals are disposed of through EHS 

To edit a chemical entry: 

1. Locate the chemical container in ChemTracker using the bullet “Chemical Containers” 
2. Update quantity, location, or status as needed 
3. Save changes to ensure records reflect current laboratory conditions 

All laboratories are required to perform an annual chemical inventory reconciliation using BioRAFT ChemTracker. This reconciliation process is considered an updated version of the chemical inventory and subsequently submitting an updated complete chemical inventory won’t be required. 

Reconciliation verifies that: 

• Chemicals listed in ChemTracker are physically present 

• Quantities and storage locations are accurate 

• Expired, unnecessary, or unknown chemicals are identified for disposal or corrective action 

To perform annual reconciliation: 

1. Access ChemTracker, select the tab Reconciliation and select the assigned laboratory space 
2. Physically verify each inventoried chemical 
3. Update records to reflect actual conditions 
4. Remove inventory records for chemicals no longer present 
5. Certify completion of the reconciliation in ChemTracker 

Completion of the annual reconciliation is required for continued laboratory compliance and will be reviewed during inspections. 

Failure to maintain an accurate and current chemical inventory in BioRAFT ChemTracker constitutes noncompliance with University policy and the Chemical Hygiene Plan and may result in corrective actions. 

Maintaining a highquality chemical inventory is a shared responsibility and a core component of the University of Miami’s commitment to laboratory safety, regulatory compliance, and research excellence.