GPR 4100.2.pdf

DIRECTIVE NO. GPR 4100.2C APPROVED BY Signature: Original Signed By

EFFECTIVE DATE: June 2, 2021 NAME: David A. Reth

EXPIRATION DATE: May 20, 2025 TITLE: Director of Management Operations

CHECK THE GSFC DIRECTIVES MANAGEMENT SYSTEM AT

http://gdms.gsfc.nasa.gov TO VERIFY THAT THIS IS THE CORRECT VERSION PRIOR TO USE.

08/16

Goddard Procedural Requirements (GPR)

COMPLIANCE IS MANDATORY

Responsible Office: Code 250/Medical and Environmental Management Division

Title: Hazardous Material Data Management

Revalidated with Administrative Changes 06/02/2021

PREFACE

P.1 PURPOSE

This directive establishes the data management requirements for Hazardous Material (HM) received, stored, used, and disposed of at NASA’s Goddard Space Flight Center (GSFC). This directive also establishes procedures to validate the continued need for HM, maintain valid HM data, and prevent the accumulation of HM that is not needed or that may present an unnecessary hazard.

P.2 APPLICABILITY

a. This directive applies to GSFC at Greenbelt and Wallops Flight Facility (WFF). Applicability includes all personnel and activities as required by contractual, grant, and agreement documents.

b. In this directive, all document citations are assumed to be the latest version unless otherwise noted.

c. In this directive, all mandatory actions (i.e., requirements) are denoted by statements containing the term “shall.” The terms “may” or “can” denote discretionary privilege or permission; “should” denotes a good practice and is recommended but not required; “will” denotes expected outcome; and

“are/is” denotes descriptive material.

P.3 AUTHORITY

a. NPD 8500.1, NASA Environmental Management

b. NPR 4100.1, NASA Materials Inventory Management Manual

c. NPR 8715.3, NASA General Safety Program Requirements

P.4 APPLICABLE DOCUMENTS AND FORMS

a. GPR 1700.8, GSFC Hazard Communication Program

b. GPR 8500.3, Waste Management http://gdms.gsfc.nasa.gov/

DIRECTIVE NO. GPR 4100.2C Page 2 of 11

EFFECTIVE DATE: June 2, 2021

EXPIRATION DATE: May 20, 2025

P.5 CANCELLATION

GPR 4100.2B, Hazardous Material Data Management

P.6 SAFETY

None

P.7 TRAINING

None

P.8 RECORDS

Record Title Record Custodian Retention

Requests for extension of the data validation date

GSFC Information and

Logistics Management Division

NRRS 8/23.5.A.3.A - Destroy 5 years after superseded or when no longer needed, whichever is later. Note 3

P.9 MEASUREMENT/VERIFICATION

PROCEDURES

1. Responsibilities

1.1 Supervisors shall:

a. Ensure that unneeded HM, or HM past the Data Validation Date without extension, is disposed of in accordance with GPR 8500.3, Waste Management.

b. Review, verify, and respond to the periodic Materials Data Validation Date Pending and Passed

Report, within 30 days of receipt, to the Information and Logistics Management Division (ILMD) at gsfc-hmms-support@mail.nasa.gov.

1.2 Hazardous Material (HM) users shall:

a. Notify the ILMD before ordering HM of the manufacturer’s product number and Safety Data Sheet

(SDS), quantity, unit of issue, and storage/use locations.

b. Request delivery of new HM to Central Receiving or coordinate with ILMD to update the inventory.

mailto:gsfc-hmms-support@mail.nasa.gov

DIRECTIVE NO. GPR 4100.2C Page 3 of 11

c. When HM is moved, provide the inventory bar code serial number, old location, and new location to the ILMD at gsfc-hmms-support@mail.nasa.gov.

d. If HM is needed off GSFC property, ask the ILMD to prepare and transport HM, and to arrange for certified carriers as required, per GPR 6400.1.

e. After the Hazardous Material Management System (HMMS) implementation inventory of an area, report any original supplier containers of HM that do not have the GSFC HM inventory bar code to the ILMD at gsfc-hmms-support@mail.nasa.gov.

f. Remove empty HM containers from the inventory within 2 weeks: At Greenbelt, request pick up of empty hazardous material containers to Code 270 using the Management Operations Services and

Information (MOSI) system at https://mosi.ndc.nasa.gov/ or make arrangements to turn in the yellow inventory bar code sticker to the ILMD in Building 35. At WFF, turn in stickers from empty HM containers to the HM clerk at WFF Central Receiving in Building F-19.

1.3 Medical and Environmental Management Division (MEMD), Code 250, shall:

a. Determine, in coordination with the Chemical Hygiene Officer, if unique self-contained activities have adequate procedures to manage HM data and to be excluded from the requirements of this

GPR.

b. Identify actions to be taken for reported missing materials, such as removing them from inventory as

‘expended’.

1.4 Information and Logistics Management Division (ILMD), Code 270, shall:

a. Administer and maintain the HMMS including data input (e.g. cataloging, issue) and data update when advised by the HM User (e.g. location update, disposition, etc.).

b. Maintain Hazardous Material Offices:

i. Attach an inventory bar code sticker to each HM container processed through Central

Receiving and arrange delivery to the customer. Exceptions are allowed if stickers cannot be attached to the containers.

ii. Establish and support additional issue points where customers have agreed to update the

HMMS database to create the inventory and indicate issue of HM previously cataloged by the HM Office, and to print and attach a bar code sticker to each HM container.

https://mosi.ndc.nasa.gov/

DIRECTIVE NO. GPR 4100.2C Page 4 of 11

iii. Attach a unique bar code sticker to each HM container when notified by HM users of unlabeled containers found in an area where the HMMS implementation inventory has been completed.

c. Produce and distribute a Materials Data Validation Date Pending and Passed Report, including a list of container serial numbers, chemical name, and data validation date, to supervisors every six (6) months;

d. Update data validation dates in accordance with data validation date extension requests received from supervisors (limit extensions to five (5) years);

e. Maintain records of data validation date extension requests;

f. Forward reports received from supervisors of missing materials to the MEMD;

g. Produce a report of Hazardous Materials six months past Data Validation Date, no less than semi-annually.

2. Process

Every six (6) months a Materials Data Validation Date Pending and Passed Report, including a list of container serial numbers, chemical name, and data validation date, shall be produced by ILMD and emailed or mailed to each responsible supervisor.

Supervisors shall assess the materials listed in the report and provide a reply within 30 days indicating which materials the supervisor is authorizing for data validation date extension.

Supervisors shall ensure that all materials that passed their data validation date without extension are properly disposed of in accordance with GPR 8500.3, Waste Management.

The ILMD shall extend the data validation dates upon receipt of an appropriate request for data validation extension.

The extension of a data validation date does not constitute the extension of shelf life or other limits imposed on Stores Stock, Program Stock, or Standby Stock as defined by NPR 4100.1, NASA Materials

Management Manual, or materials that require special control and validation of GSFC products.

3. Unique self-contained activities

Unique activities that are self-contained (e.g., building construction site) may be excluded from the requirements of this GPR on a case-by-case basis if the managing organization, MEMD, and the

DIRECTIVE NO. GPR 4100.2C Page 5 of 11

Chemical Hygiene Officer agree on alternate procedures to manage HM data and ensure SDS availability.

DIRECTIVE NO. GPR 4100.2C Page 6 of 11

Appendix A – Definitions

A.1. Central Receiving Area – The area at the warehouse designated for receipt of HM under the direction of the HM Office.

A.2. Contractor – Anyone providing products or services to GSFC under a contract.

A.3. Customer – NASA employee or contractor who obtains an HM to accomplish official NASA business or who brings HM on Center.

A.4. Empty Container – HM containers meeting the “empty container” criteria specified in GPR

8500.3.

A.5. Data Validation Date – The date that the physical location of HM is compared to the location listed in HMMS. This is not an expiration date or shelf life. This does not satisfy the requirements of NPR 4100.1, NASA Materials Inventory Management Manual, for an inventory control program for Stores Stock, Program Stock, or Standby Stock.

A.6. Hazardous Material (HM) – Toxic, flammable, reactive, or corrosive substances, and substances identified by Federal and state regulations as posing a risk to health, safety, or property.

A.7. Hazardous Material Management System (HMMS) – The software, hardware, procedures, and personnel used for inventory and control of HM at GSFC.

A.8. Hazardous Material Office – The Code 270 staff located in Greenbelt Central Receiving Area responsible for entering all HM data into HMMS.

A.9. Safety Data Sheet (SDS) – A document that describes the physical and chemical properties of a product, its health hazards, and precautions for safe storage, handling, and use. This was formerly referred to as a Material Safety Data Sheet (MSDS).

A.10. Stores Stock, Program Stock, or Standby Stock is defined by NPR 4100.1, NASA Materials

Management Manual.

DIRECTIVE NO. GPR 4100.2C Page 7 of 11

Appendix B – Acronyms

GPR Goddard Procedural Requirements

HM Hazardous Material

HMMS Hazardous Material Management System

ILMD Information and Logistics Management Division

MSDS Material Safety Data Sheet (obsolete term)

NPD NASA Policy Directive

NPR NASA Procedural Requirements

SDS Safety Data Sheet

DIRECTIVE NO. GPR 4100.2C Page 8 of 11

Appendix C – Inventory Bar Code Sticker

Field Name Definition

MFG: Manufacturer

NSN: National Stock Number

SLC: (not used)

MSDS: Safety Data Sheet Number (formerly called a Material Safety Data Sheet)

DISP: (not used)

EXP: Data validation date

Lot: Lot number

VOC LB/GAL: Volatile Organic Compound (Not used)

HCC: (not used)

Red arrow indicates Container number

DIRECTIVE NO. GPR 4100.2C Page 9 of 11

Appendix D – Sample Materials Data Validation Date Pending and Past Report

Materials Data Validation Date Pending and Passed

Please respond to gsfc-hmms-support@mail.nasa.gov

Bldg-

Room

Org HM Name Size Container

Number

Data

Validation

Stock

Number

Lot

Number B097- S010A 250.0

PENETRATING OIL

KROLL

OZN 29800

20-Jan- 2014 9150008007997 7L11

B097- S010A 250.0

LUBRICATING OIL,

GENERAL PURPOSE

AID

6.5

OZN 29801

20-Jan-

2014 915000G105247 1634801

B097- S010A 250.0

LUBRICATING OIL,

GENERAL PURPOSE

AID

6.5

OZN 29802

20-Jan-

2014 915000G105247 1634801

B097- S010A 250.0

CLEANING

COMPOUND,

STAINLESS STEEL

DEEP LUSTER

STAINLESS STEEL

CLEANER

OZF 29803

20-Jan- 2014 793000G105066 20E06C

B097- S010C 250.0

EHTYL ALCOHOL, ACS

ISOPROPYL RUBBING

ALCOHOL

OZF 29805

20-Jan-

2014 650500G105249 4DF0475

Supervisors: Propose an extended data validation date (up to five (5) years) for highlighted HM if safely stored, in good condition, and still needed. Please attempt to locate missing materials and indicate the most likely disposition (e.g., used).

DIRECTIVE NO. GPR 4100.2C Page 10 of 11

CHANGE HISTORY LOG

Revision Effective Date Description of Changes

Baseline 01/18/12 Initial Release

A 10/10/14 P.1 Purpose: Added procedures to validate the continued need for HM and maintain valid data.

P.3 Deleted GPR 1700.2, Chemical Hygiene Program

P.4 Deleted Department of Transportation, Title 49 of the

Code of Federal Regulations (CFR) part 172.

P.6 SAFETY: Deleted GPR 1700.8.

P.7 TRAINING: Deleted 1700.8.

P.8 Records – added Requests for Extension of data validation date.

P.9 Measurement/Verification – changed to “NONE”

1.1 Added Supervisor responsibilities.

1.2 Added HM User responsibility.

1.2a: Changed the preferred compliance method from “order

HM through the Stores Stock / Advanced Material

Management System” to “request delivery of new HM to

Central Receiving”.

1.2d: Deleted requirement duplicated in GPR 8500.3

1.2e: Deleted requirement duplicated in GPR 8500.3

1.2f: Deleted requirement redundant with GPR 8500.3

1.3 Added MEMD (Code 250) responsibilities.

1.3a: Deleted requirement duplicated in GPR 8500.3

1.3b: Deleted requirement duplicated in GPR 8500.3

1.4 Added ILMD (Code 270) responsibilities.

1.4c: Deleted requirement duplicated in GPR 8500.3

2. Process: Added process for data validation.

3. Unique self-contained activities: Added procedure to exclude operations from this GPR

DIRECTIVE NO. GPR 4100.2C Page 11 of 11

App. A:

A.1 Deleted definition of AMMS

A.4: Added definition of Data Validation Date.

App B: Deleted AMMS and CFR

App. C: Added Inventory Bar Code Sticker and explanation of fields.

App. D: Added sample data validation report.

B 05/20/20 Revalidated with administrative changes:

1.2c: Added “per GPR 6400.1”

1.2e: Added “within 2 weeks”. Added reference to the

Management Operations Services and Information (MOSI) system

1.4b: Removed “Maintain an acquisition process for HM”

1.4c: Renumbered to 1.4b. Removed “Greenbelt” as this also applies to Wallops Flight Facility.

2. Separated one paragraph into three paragraphs

C 06/02/21 Administrative Revision:

1.2a: Moved “Request delivery of new HM to Central

Receiving” to 1.2.b. Added “before ordering HM” and deleted

“within one (1) business day when ordering HM”

1.2.b: Added “Request delivery of new HM to Central

Receiving or coordinate with the ILMD to update the inventory”.

1.2.b through 1.2.e: Renumbered to 1.2.c through 1.2.f.