Removal of Unwanted Chemicals and Hazardous Wastes from Labs

As a first step, users must determine which chemicals are no longer needed in their research and identify chemicals that will be transferred to the new lab. EH&S encourages lab staff to follow the normal surplus chemical donation and chemical waste pickup process for removing a moderate number of unwanted chemicals well in advance of a lab move.

• Develop a reasonable timeline based on the Lab Work Termination Date (LWTD) in order to ensure that all activities can be completed prior to vacating the space. The LWTD should allow enough time prior to the move date to ensure safe packaging and removal of all equipment, chemicals, wastes and miscellaneous items.
• Remove all unwanted research or reaction residues remaining in experimental equipment such as flasks and beakers, and prepare these materials for proper disposal. All wastes must be properly labeled, segregated, and stored per standard procedures prior to removal. DO NOT move chemical waste to another lab.
• Segregate and affix a “surplus” sticker to each container or group of compatible chemicals that qualify as Surplus Chemicals. Surplus Chemicals are defined as reagents in non-leaking original manufacture’s container with intact and readable label. Chemicals must be in usable condition. Banned chemicals such as PCB or DDT cannot be managed as surplus. Additional information can be found at: https://freechemicals.stanford.edu
• Tag waste mixtures as soon as they are generated. Submit pickup requests for tagged mixtures throughout the move planning process. Do not wait until the move is completed. For waste mixtures generated by the lab, lab staff must use the on-line system found at: http://wastetag.stanford.edu
• Contact the chemical waste program 60 days in advance of the LWTD for special handling advice or service if you have non-returnable gas cylinders, unstable chemicals, reaction residues or unknown wastes. If the lab has decided which chemicals are no longer needed, the lab cleanout request can be submitted at the same time.
• Samples may create special difficulties as often they are archival materials and information regarding the composition may be limited. Determining which samples are no longer needed and submitting pickup requests, must be completed 45 days in advance of the LWTD.
• Make unwanted but usable chemicals available to colleagues. This process, dubbed the surplus chemical swap, should be completed prior to submitting the “lab cleanout” request. Lab occupants should keep chemicals secondarily contained and properly segregated during this process, and must not leave them in an unsecured area.
• Once the surplus chemical swap is complete, EH&S will remove the remaining unwanted reagent chemicals and samples. To initiate this process, EH&S has developed the request form found at: http://labcleanout.stanford.edu The request must be submitted to EH&S at least 45 days prior to the LWTD. However, if the lab has decided which chemicals are no longer needed, the request can be submitted earlier. Upon receipt of the request, EH&S will review their workload and staffing, and schedule the cleanout. The cleanout date will be provided to the requestor 7 days after EH&S receives the request.
• One week before the move date, submit pickup requests for any remaining waste mixtures generated in the period preceding the LWTD.

Transporting chemicals within the same building (small scale moves)

For small scale, short distance moves within the same building, the requirements for transporting chemicals is similar to storing them. Containers need to be in good condition and tightly sealed, materials kept in compatible groups according the Stanford Storage Group guidelines, adequate secondary containment provided, and necessary protective equipment such as lab coat, safety glasses, and appropriate gloves used during their handling, packing, and transportation. PPE must be worn in conjunction with appropriate street clothing (long pants or equivalent that completely covers legs and ankles, non-perforated shoes that completely cover feet).

• Lab personnel may move chemicals from within their building if the chemicals are segregated according to storage groups. Sturdy carts with substantial wheels, preferable pneumatic, and adequate secondary containers must be used.
• Use the most recent chemical inventory to identify the hazard class and storage group for each material.
• Print a chemical inventory from the Chemtracker 4 system sorted by Storage Group (Storage Group Report). Contact EH&S if you need assistance.
• Segregate hazardous materials when packing so only compatible materials are packed together. Use only packing materials compatible with the chemicals. Do not pack chemicals in storage groups E and F with paper packing materials. If spilled they can ignite or destroy the paper and/or any cardboard packaging. Pack these chemicals carefully in plastic secondary containment.
• Pack containers to avoid breakage or spillage during transportation. Use boxes with dividers, separate boxes or buckets, and packing materials that surround the chemicals.
• Do not seal the boxes tightly so they can be easily inspected.
• Label each box with the contents and destination.
• Preplan the move route to minimize use of congested and public areas.
• Know where emergency notification and response devices are, including fire alarms, telephones, safety showers, eyewash stations, etc.
• Use freight elevators rather than passenger elevators whenever possible.

Transporting chemicals to a new building (small or large scale moves)

Labs should utilize the services of a certified hazardous material moving company when transporting chemicals between buildings. The vendor will properly segregate, package and transport the chemicals to their new location and have all of the necessary materials and equipment to respond to an emergency if necessary. Hazardous materials contained in experimental equipment such as Erlenmeyer flasks can only be transported by special arrangement.

Compressed Gases and Cryogenic Liquids

DO NOT move gas cylinders or cryogenic liquids. Make arrangements with suppliers to deliver new cylinders to the move-in location and reclaim existing cylinders from the lab space being deactivated. Timing may vary based on research needs.

Controlled Substances and Select Agent Toxins

To ensure proper security and oversight of Controlled Substances and Select Agent Toxins and related records, the PI and his/her authorized researcher will need to move Controlled Substances and Select Agent Toxins and records rather than professional movers. Contact the EH&S’s Controlled Substance Program for support and guidance. EH&S will need to inspect and approve proposed storage locations before the actual move . When approved, the authorized researchers would move the Controlled Substances and Select Agent Toxins following “Transporting chemicals within same building.”

Equipment Decontamination

Equipment that is used in conjunction with hazardous material is presumed contaminated unless the users can verify (and certify in writing) otherwise. See Laboratory Equipment Decontamination Template.

• Equipment that will be transported and reused in the new lab should be emptied and thoroughly cleaned by users most familiar with its operation. Cleaning materials and residues should be managed as hazardous waste.
• If lab equipment, such as refrigerators or freezers will be used to transport chemicals, only the exterior surface needs to be cleaned. The mover will add packaging to the interior, if necessary, to prevent breakage. Refrigerators and freezers should be clearly labeled with PACKED WITH CONTENTS if applicable.
• Gloveboxes are typically used to isolate chemicals that react spontaneously with air or water or are otherwise extremely hazardous. The PI and lab personnel must ensure that all materials are properly sealed and removed from a glovebox and that the glovebox is decontaminated prior to removal from the lab.
• Toxic Gas Cabinets: Once toxic gas cylinders have been removed from the cabinets, all plumbing components such as gas lines, regulators, etc., must be purged with an inert gas. A notification with date and sign-off that documents this process must be posted on the face of the cabinet.

Work Surface Decontamination

Good laboratory practice, including appropriate response to spills, dictates that laboratory surfaces and associated equipment is kept in a clean and hazard free condition. When vacating a lab space, thorough cleaning (decontamination) of all chemical use surfaces is mandatory. Surfaces include bench tops, sinks, storage cabinets, drawers, shelving, fumehood surfaces and any other surfaces potentially contaminated with hazardous material. Surfaces and equipment do not include areas or installed (fixed) equipment that requires demolition to access and clean such as fumehood exhaust ducting and lab vacuum system piping.

The most common decontamination method is thorough cleaning with detergent and water, however, the PI and lab personnel must use their working knowledge of the specific materials used in the lab to select the appropriate decontamination method. Examples include highly toxic material such as ethidium bromide, water reactive or unstable compounds and corrosives. For large moves, the Department or PI may elect to hire a vendor that specializes in facility decontamination. These vendors typically provide standardized cleaning certificates for surfaces or equipment included in their scope. A copy of the certificate for equipment decontamination (such as a fumehood) should be posted on the equipment and all originals maintained by the Department. See Laboratory Equipment Decontamination Template.