Acquisition - hdbk11392002vol20045

DOE-HDBK-1139/2-2002

Safety basis documents are reviewed and updated, if necessary, at frequencies specified in the Facility

Safety Document Manual. Additionally, a formal Management of Change Program for Safety Basis

Documentation is in place.

2.2 Acquisition

The CCMC is the only site organization authorized to approve the purchase of chemicals and chemical

products. Chemical request forms sent to the CCMC undergo a review to ensure that the chemical or

chemical product is not a currently stocked item; the chemical is not available through the site Excess

Chemical Program (see Section 2.7); the Site MSDS database has a current material safety data sheet

(MSDS); the chemical does not pose an unreasonable risk to the workers or the environment; and the

requestor provides written justification for the use of any carcinogenic or ozone-depleting chemical

product to be purchased.

Once the review is completed, the CCMC places the purchase orders using existing JIT contracts and

strategic source contracts, as much as possible. This expedient process has reduced the amount of

chemical products being warehoused and the associated operational cost of warehousing. For products

with a limited shelf life, strategic sourcing and JIT delivery provide another benefit by eliminating the

potential cost of disposal of stored items that may become non-viable, if not monitored properly. The

Operating and Support organizations are now less inclined to store chemical products beyond their normal

consumption patterns as they have become accustomed to the improved service provided by the CCMC.

With reduced chemical inventories in these organizations, the risk of employee exposure to the chemicals

decreases, as does the risk of a chemical release. The total amount of chemicals stored at SRS has been

reduced by 85 percent over the past 6 years (see Section 2.7).

2.3 Inventory and Tracking

The WSRC sitewide chemical inventory is maintained in a controlled chemical database that allows

integration of information residing in three modules: the MSDS module, the Inventory module, and the

Chemical Catalog module. The MSDS module contains records of technical and compositional data

extracted from the MSDSs of chemical products used at SRS. The chemical ingredient data associated

with each MSDS is linked to a library of chemical and regulatory information, maintained and updated by

the CCMC, within the database. The Chemical Catalog module contains material ID records of chemical

products identified to the container level, as well as chemical procurement information. The material ID

is linked directly to the appropriate MSDS. The Inventory module includes information on the storage

facility identity, responsible organization, material ID, material description, storage location by row and

column, individual container or unit size, number of containers, and similar information. Procedures

require the chemical coordinators to update their chemical inventories at least on a monthly basis.

For tracking purposes, chemicals purchased and received through the Central Receiving Facility are bar-

coded prior to onsite distribution. Products deemed "articles" in accordance with the OSHA HazCom

standard, as well as some consumer use items are not bar-coded. Bulk chemicals delivered to the process

areas are not bar-coded, but their inventories are monitored.

Facility inventory information is used to monitor the chemicals regulated under the OSHA PSM, the EPA

RMP, SARA, and CERCLA regulations in order to comply with Administrative Limits specified in the

facility safety basis documentation.

Inventory and tracking of chemicals are primarily driven by Federal regulations, DOE requirements, and

good business practices. Various site organizations utilize the chemical database as an information source

for compilation of regulatory and DOE-required reports, for example, the EPCRA Tier II inventory, the

Toxic Chemical Release inventory, the Ozone Depleting Substances inventory, the Air Emissions