procedural guide for the hazardous substance ... - Fort Jackson

PROCEDURAL GUIDE FOR THE
HAZARDOUS SUBSTANCE
MANAGEMENT SYSTEM (HSMS) PROGRAM
Fort Jackson, South Carolina
February 2006
1. SCOPE. The procedures described in this document shall be used and referred to by the
organizations inducted into the HSMS Program at Fort Jackson, SC.
2. PURPOSE. The purpose of this document is to provide Fort Jackson with procedures to
ensure the successful implementation of its HSMS Program.
3. GENERAL.
3.1 HSMS Program. The HSMS Program is a set of procedures developed to ensure
accurate tracking of various hazardous materials (HM) stored and used at Fort Jackson.
For HM tracking purposes, a HM Manager is identified for each HM storage area and is
responsible for maintaining the HM in their area. By using a Hazardous Chemical
Inventory Form (HCIF) similar to that shown in Appendix A, the HM Manager tracks
the current supply level of HM on hand and tracks how much HM is used/received.
The HM Manager is responsible for procuring material safety data sheets (MSDS) for
any HM on his/her HCIF. Each HM Manager updates his/her HCIF and tallies the new
inventory of HM during their assigned reporting period. The types of HM that are
tracked by the HSMS Program are shown in Appendix B. The HM Manager sends
his/her HCIF to their Environmental Compliance Officer (ECO) who sends the HCIFs
to the HSMS Support Office.
3.2 HSMS Support Office. The HSMS Support Office is a logistics function under the
control of the Directorate of Logistics & Engineering (DLE) and is located in
Building 2571. The HSMS Application Database Manager (ADBM) tracks periodic
HM storage, usage and purchases via the HCIFs submitted by the ECOs. The HSMS
ADBM uses a computer database system called the Hazardous Substance Management
System, or HSMS, to record information from the HCIFs and to track the status of HM.
The HSMS database enables the HSMS ADBM to track the quantities of HM stored,
procured, and issued at the various locations on Fort Jackson.
3.3 The Reuse Center. The Reuse Center is another logistics function under the control of
the DLE. The Reuse Center receives opened and unopened paint related materials not
wanted by organizations on Fort Jackson. The Reuse Center repackages, if necessary,
and reissues the products back to organizations free of charge. Prior to purchasing paint
products, ECOs and HM Managers should check to see if the paint product of interest is
available at the Reuse Center.
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HSMS Program Procedural Guide
4. PROCEDURES AND RESPONSIBILITIES.
4.1 Environmental Compliance Officer. ECOs from user organizations, or his/her
designee, shall perform the following responsibilities:
a. Check the Reuse Center inventory prior to requisitioning or purchasing paint related
materials.
b. Contact the HSMS Support Office prior to requisitioning or purchasing HM to
determine if HM is located elsewhere on Fort Jackson as excess. Credit card
holders are also required to contact the HSMS Support Office prior to making
purchases. Contact can be made by phone (x-5121) or written request.
c. Identify a point of contact (POC) to assist the HSMS Support Office in performing
the initial inventory.
d. Designate a HM Manager to maintain the HCIF at each HM storage area. The HM
Manager shall be the individual who tracks HM received, transferred, and used (or
consumed) in his/her area. If the user organization consists of several HM storage
areas, they may need several HM Managers.
e. Collect all HCIFs and new MSDS for his/her organization and make a copy for the
organization’s internal records.
f. Send the HCIFs and new MSDS for his/her organization to the HSMS ADBM
(Building 2571) according to an agreed upon schedule established by the ECO and
HSMS ADBM
[Note: Upon receiving the HCIFs from the ECO, the HSMS ADBM will update the
inventory in HSMS and provide the updated HCIFs to the ECO for distribution to
the HM Managers.]
4.2 HM Manager. HM Managers shall perform the following responsibilities:
a. Record the HM procurement and usage on the HCIF, as described below (refer to
Appendix A for an example of a HCIF).
(1) In the top left corner of the HCIF, write in the appropriate reporting period.
(2) As new or additional products are received, search the HCIF for the stock
number or product name. If the item is not on the HCIF, add the information
at the end of the form or on a separate attached sheet of paper. If a product is
received that has an existing stock number, but different manufacturer, add the
information at the end of the HCIF or on a separate attached sheet of paper.
Ensure that an MSDS is obtained for each new product added to the HCIF.
(3) Annotate on the HCIF the amount received in the “Amount Purchased”
column. The “Amount Purchased” column indicates new material was
received from a supply warehouse, purchased locally with the International
Merchant Purchase Authorization Card (IMPAC) credit card, or received from
other activities that no longer have a use for the product.
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HSMS Program Procedural Guide
(4) If necessary, designate an Empty Container Accumulation Point (ECAP)
where all empty HM containers are returned. This ECAP may be a drum,
shelf, cart, table, etc. All employees should be made aware of the location of
the ECAP. After employees completely use a HM, they should bring the
empty container to the ECAP. Only containers that stored HM should be
returned to the ECAP.
(5) Annotate on the HCIF those products used or consumed in the “Amount Used”
column.
(6) Annotate on the HCIF those surplus or excess products transferred to another
location in the “Transferred to Another Location” and describe the transaction
at the bottom of the HCIF or on an attached sheet of paper.
(7) At the end of the reporting period, calculate the ending inventory value (“End
Inv.”) for each product as follows:
(a) Using the “Beginning Inventory” value, enter the amount in the “Amount
Purchased” column.
(b) Subtract the amount in the “Amount Used” column and “Amount
Transferred” column.
(c) Write the Ending Inventory in the column entitled “Ending Inventory.”
(8) Make sure that the HCIF is completed correctly and all pertinent material is
attached.
(9) Send the completed HCIF and any MSDS for new products to the ECO, or
his/her designee, by the date established by the ECO (see note under
paragraph 4.1.f).
b. Transfer any unwanted paint related materials, office supplies or regular household
items to the Reuse Center.
5. POLLUTION PREVENTION MEASURES. Organizations in the HSMS Program will
transfer all excess paint related material to the Reuse Center for redistribution. Prior to
procuring new products, organizations will contact the HSMS Support Office or check the
Reuse Center inventory to determine if the product of interest is available.
6. QUALITY CONTROL. As necessary, provide feedback regarding the HSMS Program to
the HSMS Program Points of Contact listed below.
7. HSMS PROGRAM POINTS OF CONTACT. Ms. Sherri Robinson (x-5121) is the HSMS
ADBM and the HSMS Support Office Point of Contact. Ms. Barbara Williams (x-6858) is
the DLE Point of Contact for the Hazardous Material Management Program.
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Organization
POC/Telephone John Doe/ x-1234
Bldg # 0000- Example shop
DoDAAC W37123
APPENDIX A
HAZARDOUS CHEMICAL INVENTORY FORM
NSN NOMENCLATURE Manufacturer &
Part Number
Unit of Issue MSDS
Number
Unit
Price
Begin
Inventory
Amount
Purchased
Amount
Used
Amount
Transferred
End
Inv.
6850-00-003-5295 Elect. Cleaning Compound Chemscold Corp. 10 oz aero. FJ### $8.13 4 4 3 5
6850-00-026-0981 Inspct. Material Penetrant Amer. Geo & Chem. 12 oz aero FJ### $3.46 4 4
6850-00-062-8315 Inspct. Penetrant Remover Testing Systems Inc. 12 oz aero FJ### $3.46 4 4
6850-00-181-7929 Antifreeze Captree Chemical Gal FJ### $6.08 2 2
8010-00-899-8825 Zinc Chromate-Green LHB 11.5 oz aero FJ### $2.89 2 2
9150-00-178-4725 OE/HDO 15W40 Garb Corp Qt FJ### $1.29 10 10
9150-00-053-0207 OE/HDO-10 Lube Eng. Oil Imperial Oil Co. 5 gal can FJ### $16.95 3 3
9150-00-657-4959 Hyd. Fluid Dextron III Petroleum Packers 5 gal can FJ### $20.00 37 5 12 30
9150-00-698-2382 Hydraulic Fluid Dextron III South Coast Term. Qt FJ### $1.56 51 24 36 39
9150-00-823-7860 Lubricating Compound QPL Inc. 16 oz aero. FJ### $3.91 8 8
9150-01-035-5394 80W90 Gear Oil Imperial Oil Co. Drum FJ### $179.41 1 1
9150-01-102-9455 Silicone Brake Fluid Dow Corning Gal FJ### $27.47 42 8 34
9150-01-152-4117 15W40 lube oil Octagon Qt FJ### $2.36 8 8
9150-01-197-7692 GAA-grease SOWESCO 35 lb can FJ### $39.10 4 4
9150-01-198-3829 Gear Lubricant Additives General Motors 4 oz bot FJ### $5.19 24 6 18
9150-00-145-0268 Grease, Aircraft SOWESCO 6.5 # can FJ### $13.23 8 8
9150-03-T48-0012 Battery Fluid, Acid Colonial Chemicals 160 oz FJ### $8.78 2 2
9150-03-T48-0015 RTV Silicone White 94813 Curtis Industries 8 oz tube FJ### $3.43 17 17
9150-03-T48-0123 Cream Hardener Dynatron Bondo 3.5 oz tube FJ### $2.12 5 5
9150-03-T48-1000 WD-40 WD-40 9 oz aero FJ## $1.89 1 6 7

APPENDIX B
Provided below is a sample list of HM that are tracked by the HSMS Support Office.
HM obtained from the Federal Depot will most likely fall into the Federal Supply Classifications
(FSC) listed below. HM purchased from a local vendor using an IMPAC credit card will most
likely not have an FSC. Nonetheless, the procurement and usage of locally purchased items are
tracked by the HSMS Support Office.
TYPICAL HM LISTED BY FSC
Federal Supply
Classification
Nomenclature
2910 Starting Fluid
4230 Decontamination Kits
6665 Hazard-Detecting Instruments (including Chemical Defense
Equipment)
6750 Photographic Supplies
6810 Chemicals
6820 Dyes
6830 Gases, Compressed and Liquefied
6840 Pest Control Agents and Disinfectants
6850 Miscellaneous Chemical Specialties
6910 Chemical Defense Equipment
7930 Cleaning and Polishing Compounds and Preparations
8010 Paints, Dopes, Varnishes, and Related Products
8030 Preservatives and Sealing Compounds
8040 Adhesives
8120 Compressed Gas Cylinders
9130 Liquid Propellants and Fuels, Petroleum Base
9135 Liquid Propellant Fuels and Oxidizers, Chemical Base
9140 Fuel Oils
9150 Oils and Greases, Cutting, Lubricating, and Hydraulic
9160 Miscellaneous waxes, oils, and fats
Examples of items that are not tracked by the HSMS Support Office are batteries,
ammunition, used oil, used solvents, and used antifreeze.
If you have any questions regarding whether the HSMS Support Office tracks a material,
call the HSMS ADBM at ext. 5121.
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