Instructions
The Use of the New
Inventory Forms
Prepared by: Richard Thompson
Waste Management & Environmental Consultant
for
Mark Davis
UNFAO
Rome
Version 1.05
31 December 2005
Instruction for Use of Inventory Forms
Table of Contents
1
Introduction .................................................................................................................... 1
2
Undertaking an Inventory Site Inspection ....................................................................... 1
2.1 Planning and Preparation .......................................................................................... 1
3
Definitions ...................................................................................................................... 2
3.1 Site ............................................................................................................................ 2
3.2 Store .......................................................................................................................... 3
3.3 Site information and Store information ....................................................................... 3
4
The Forms ..................................................................................................................... 3
The forms are made up of the following components: ....................................................... 3
4.1 Combined Site, Store and Risk analysis questionnaire .............................................. 3
4.2 Supplementary Store and Risk Analysis Questionnaires ........................................... 4
4.3 Material Forms........................................................................................................... 4
5
Site inspection and completion of forms ......................................................................... 4
5.1 On journey to site ...................................................................................................... 6
5.2 Arrive at site and meet key personnel ........................................................................ 7
5.3 Start completing the Store Forms with the site information during the meeting with
the responsible person .............................................................................................. 7
5.4 Site plan .................................................................................................................... 8
5.5 Store information and plan......................................................................................... 8
5.6 Internal store plan ...................................................................................................... 9
5.7 Inventory of the materials in the store ........................................................................ 9
5.8 Completion of a store's inventory ............................................................................. 18
5.9 Other pesticide stores at the site ............................................................................. 19
5.10 Wrap-up .................................................................................................................. 19
6
Retention and transport of the completed forms and samples ..................................... 19
7
Data Entry .................................................................................................................... 19
Instruction for Use of Inventory Forms
Inventory Documentation
1 Introduction
FAO has developed an integrated system for recording and managing data from the
inventory process. The system involves 3 process steps:
1. Undertaking the inventory and recording the information on specially designed
paper forms
2. Entering the data from the paper forms into the Obsolete Pesticides
Management System (OPMS), the online database for inventory data. The
paper forms and OPMS are designed to facilitate easy and accurate data entry.
3. Assessing the stores and identifying those that are priorities for subsequent
activities, such as safeguarding and disposal. OPMS incorporates the
Environmental Management Toolkit and can automatically calculate the risk
factors for each store, and compare them to identify the critical sites.
OPMS is planned to be developed further to incorporate stock management systems such
that the safeguarding and disposal activities can be recorded and monitored.
This document primarily focuses on the use of the paper forms to undertake the inventory at
sites and stores where pesticides are or have been stored.
2 Undertaking an Inventory Site Inspection
The steps involved in undertaking an inventory site inspection are as follows:
1. Planning and preparation
2. site inspection, and completion of inventory paper forms
3. safe custody and consignment of forms and photo files to central office for data entry
2.1
Planning and Preparation
Planning includes all the arrangements to organise the timing and logistics for the
inspection. It includes liasing with the owners of the stores to arrange a time for the
inspection (unless it is to be an unannounced inspection), planning the travel, and procuring
the equipment.
Some basic information is required in the planning and preparation of site inspection. The
team should establish the following:
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Name of the Owner
Geographical locations and address
Names of person responsible for the store and the storekeeper
Contact details - telephone numbers, addresses, email etc
Indication of the size of the store
Indication of the contents
Normally it will be important to contact the owner in advance to obtain their permission to
undertake the inspection. In circumstance where the team is concerned that illegal stocks
might be held and that the owner might attempt to hide or remove them, the team should
consider organising an unannounced inspection. In this case the team will require official
government authority to undertake such an inspection.
The review of the stores will assist the Sector Team determine the number of individuals
required to carry out the inspection of the stores, and to allocate individuals to inspection
teams, and nominate a leader for each team.
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Instruction for Use of Inventory Forms
Procurement of the tools and equipment necessary for the inventory is a critical process. It
needs to be planned and managed effectively. Procurement rules for intentional
organisations can be complex and require significant time to complete. Likewise the
delivery times for some equipment can be lengthy. It is important that the procurement
process commences promptly at the outset of the project to ensure that delays through lack
of equipment are avoided. The following are some of the equipment that the inspection
teams will require:
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Vehicles
mobile telephone and charger - in remote locations satellite telephone systems or radios
may be required
personal protective clothing (sufficient to allow replacement of used items at the
beginning of each day / inspection. Where the storekeepers are to assist in the
inspections, sufficient PPE should be proved for them too.
GPS tools. GPS co-ordinates should be measured and recorded in degrees, minutes
and seconds together with the point of the compass. The seconds should be recorded
to one decimal place (0.1 second = 3 metres). Before the inventory commences the
GPS equipment should be pre-set to degrees, minutes and seconds and not to decimal
degrees or degrees and decimal minutes.
digital cameras with spare batteries, battery charger and additional flash-memory card
and mechanism to download and store the digital images. It is important to protect the
cameras from contamination while used in the stores. There are a number of options
including:
 re-sealable plastic bags into which the camera can be placed
 plastic housings designed to allow the camera to be used under water
These two options allow the camera to be washed after use in the store.
mobile decontamination / washing facilities to clean PPE following inspections
Paper forms for completing the inventory (store forms, risk analysis and material forms)
sample forms, sample containers with labels and indelible pen
cold storage for samples
spill kits
a safe repository for the completed forms during the travel between the stores
Before embarking on the inventory, the teams should attempt to gather some basic
information that can be used in the event of an emergency. For each site to be inspected
the teams should attempt to find out the location and contact details of the nearest
doctor/clinic, ambulance service, fire service, and police. This information can be refined
during the site inspection. The information will also be useful during any subsequent
safeguarding and disposal activities.
The most efficient / cost effective itinerary should be planned for the inspection teams to
visit all the stores. Unless the inspections are planned to be unannounced, they should
liaise with the owners of the stores to ensure that the storekeeper will be present to assist in
the survey.
3 Definitions
The inventory forms use the terms "Site" and "Store". It is important that the differences
between these two terms are clearly understood.
3.1
Site
A site is a geographic location that can contain a single store or group of stores. A site
could contain other buildings and have security arrangements such as fencing and gates.
The following are examples of sites:
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Instruction for Use of Inventory Forms


3.2
A compound with administrative buildings and one or a number of stores, both fenced
and unfenced
A single store with or without fencing.
Store
A store is a single stock of pesticides. Most commonly it is a single building containing
pesticide materials. However it also includes stockpiles of drums of pesticides that are
stored outside.
3.3
Site information and Store information
Information to be gathered during the inventory will either relate to the site or the store. The
information that relates to the site will be common to all the stores at the site, e.g. the
logistics information about road access, and the services available at the site. The
information about each store on the site will be specific to that particular store e.g. the
condition of the building, and its contents.
4 The Forms
The forms are made up of the following components:
4.1
Combined Site, Store and Risk analysis questionnaire
This form is formatted as an A3 sheet, which is folded to make a 4 page A4 booklet.
Page 1 captures information about the site
Page 2 captures logistics information and the site plan
Page 3 captures information about the pesticide store and the store plan
Page 4 contains the Risk Analysis questionnaire
In cases where there is a single pesticide store at the site, this combined form will be
sufficient to gather all the necessary information for both the site and the store.
ge
Back Page
Risk Analysis
Questionnair
e
Page 4
Front Page
Site
Information
Inside Left Pa
Inside Right
Pa
Logistics,
Site Plan and
Site Photos
Store Inform
ation,
Store plan an
d
Store Photos
Page 2
Page 1
ge
Page 3
Inside pages of booklet of combined Site / Store Form
Outside pages of booklet of combined Site / Store Form
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Instruction for Use of Inventory Forms
4.2
Supplementary Store and Risk Analysis Questionnaires
Where a site has more than one store, it is necessary to complete a store plan and risk
analysis questionnaire for each store. Pages 3 and 4 of the combined form described in
section 4.1 above should be used to capture the store and risk analysis information for the
first store. A separate supplementary A4 sheet (in the same format as pages 3 and 4 of the
combined form with the store plan and risk analysis) should be completed for each
additional store.
4.3
Material Forms
Material forms have been designed to capture relevant information about the pesticides and
other materials that could be found within each store. Forms have been designed for each
of the following types of material:
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Pesticide products
Veterinary products
Empty contaminated containers
Contaminated soil
Contaminated other materials (e.g. seeds and fertilizer etc)
Contaminated equipment (e.g. sprayers)
Contaminated building materials
5 Site inspection and completion of forms
The order in which the forms should be completed has been determined with the following
objectives in mind:

To meet with the key responsible person at the beginning of the inspection and before
undertaking any other activity, to gather all the information that requires their input. This
minimises the chance that the responsible person leaves the site before all relevant
questions have been asked;
 Minimise the number of times it is necessary to change into and out of PPE. This saves
time and minimises wastage of PPE that can only be worn once.
If the inventory team is large enough, it is sensible to split it into it in two,
Team1 - to undertake the activities that do not require PPE
Team 2 - to undertake the activities that do require PPE
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Instruction for Use of Inventory Forms
Activities
Team 1 (without PPE)
Team 2 (requires PPE)
1. Meet with the responsible person 1. Assess the risks of the stores and
2. Complete the site information on
choose the appropriate PPE
page 1 and 2 of the Combined
2. Enter the first store
Site, Store Form
3. Measure and draw a plan of the
3. Complete risk analysis questions
interior of the store
1 to 6 on the combined form for
4. Take photographs of the interior of the
the first store at the site (where
store
there is more than one store on
5. Undertake the inventory of the
the site, for each other store,
contents of the store
complete a supplementary store
6. Answer questions 7 to 9 of the risk
form and answer risk analysis
questionnaires
questions 1-6)
7. (where there is more than one store at
4. Tour the site with the responsible
the site, repeat the activities for each
person
store)
5. Draw the plan of the site
6. Take photographs of the site
7. Measure and draw a plan of the
exterior of the first store
8. Take photos of the exterior of the
first store
9. (where there is more than one
store at the site, repeat the
exterior store plan and photos)
When both teams have finished their respective activities, they should combine their
findings onto the appropriate forms
Where the inventory team is too small to divide up, a single team has to undertake all the
activities. In this case it is important that the activities are undertaken in an order that elicits
all the information from the responsible person at the beginning of the visit and keeps all the
activities that require PPE together. The flow-chart in Figure 1 below shows the process
steps for a single team to complete the forms.
5
Instruction for Use of Inventory Forms
Work-Flow for Inventory forms
Conclude meeting
with the
Responsible Person,
agreeing the
arrangements for the
briefing at the end of
the inventory
Complete the Site
Plan and photos of
site
Qs 1-6 of Risk
Analysis
Questionnaire for first
store on page 4 of
Booklet
Meet with
Responsible Person
complete page 1 of
Booklet with Site
Information
Journey to site
make note of logistics
information for access
road to site
Start
Complete logistics
Questions on Page 2
and tour the site with
the Responsible
Person.
No
Go to page 3
Complete the external
details of the Store
Plan, GPS info and
external photos of
store
Is there another store
at this site?
Is there another store
at this site?
Yes
Complete
Supplementary Store
Form with name of
store and Qs 1-6 of
Risk Analysis
Yes
Complete
Supplementary Store
Form with the external
details of the Store
Plan, GPS info and
external photos of
store
No
Complete
Supplementary Store
Form with the internal
details of the Store
Plan and internal
photos and Qs 7-9 of
Risk Analysis
Put on PPE
Exit store, leaving
contaminated boot
coveralls in store and
go to next store, put
on clean boot
coveralls before
entering
Yes
Complete Material
forms for the contents
of the store, take
samples of unknowns
Complete the store
plan with the internal
details and internal
photos and Qs 7-9 of
Risk Analysis
Is there another store
at this site?
No
Retain forms, photo
files and samples
according to
protocols, pass them
to Data Entry office for
processing
Brief Responsible
Person of the
findings, fill in the
gaps and thank them
for assistance
Check for gaps in the
information
Exit store, leave all
contaminated
single-use PPE in
the store, wash
reusable PPE and
cameras
Stop
Figure 1 - Process for Completing Inventory Forms
Each process step is described in detail in sections 5.1 to 5.10.
5.1
On journey to site
The journey to the site is a useful opportunity to observe the condition of the road and its
hazards. This will be key information in planning the logistics of subsequent activities. The
key things to identify and record are:

For access road between the main road system and the site:
 the road surfaces and their length
 time required to reach the site
 any width restrictions
 the height restrictions of any low bridges, power lines or other structures that limit
the height of vehicles that could access the site
 the weight limits of any bridges
 fords across rivers
 areas prone to landslides and other risks
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Instruction for Use of Inventory Forms
These points should not be recorded directly on the forms but used during the discussions
with the responsible personnel at the site.
5.2
Arrive at site and meet key personnel
The inventory will potentially take a long time to complete so it is important to meet with the
key personnel such as the owner or their representatives immediately on arrival. The
purpose of the meeting is to brief them of the activities that the inventory team will be
undertaking; to ask for their full co-operation and that of their staff at the site; and to ask all
the pertinent questions that require their input. It is important to obtain the answers from
them at this stage, as they could well have to leave the site before the inventory is
completed. It is time consuming and costly to have to follow-up unanswered questions at a
later date.
It is also good practice to meet the responsible person at the end of the inventory to brief
them about the findings of the inventory and to ask any questions that have arisen during
the inventory.
5.3
Start completing the Store Forms with the site information during the
meeting with the responsible person
Commence completion of page 1 of the A3 Booklet with “Site Information”
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Determine the site name. The site name is a name that refers to the location of the site the name should be unique in the country, if the name is likely to be duplicated in other
parts of the country, try to use names of the local towns, districts etc that are distinct.
This should be entered into the top of the form
Determine the number of separate pesticide stores at the site. Also put this number at
the top of page 1 of the form.
Complete the top of page 3 for the first store by entering both the site name and the
store name. If there is more than one store, initiate a supplementary store form for each
additional store with the site name and its store name. Where the owners use names
for each store, the forms should use these names. In the case, where the owners have
not named the stores, the team may choose an appropriate name that may relate to the
characteristics of the store. Alternatively the team could name each store using an
alphabetical suffix, as in "store A", "store B" and "store C".
The important consideration for the naming convention is that the combination of site
name and store name must be unique as the combination will be used in the database
as the identifier for the store. The database will not allow stores with identical site and
store names.
Continue completing page 1 with information about the Services at the site, such as
electricity supply, lighting, water supply, washing facilities etc
Contact information
emergency services, - the information that the inventory team established about the
local emergency services in advance of the visit should be checked with the responsible
person to confirm that they are the most proximate to the site and confirm their
capabilities.
Following completion of page 1, move to the Risk analysis Page 4 and ask the questions in
sections 1 to 6 of the Risk analysis questionnaire. The supplementary page should be
completed for each additional store at the site - questions 1 to 6 answered for each store the conditions could be different. For each supplementary page make sure the correct site
name and store name are written on top of page 3 before completing the questionnaire.
Return to Page 2 and ask the logistics questions. The team should verify the observations
that they made on the journey to the site with regard to the access road.
7
Instruction for Use of Inventory Forms
Tour the site with the responsible personnel to identify the location of the stores and any
contaminated soil. Obtain the information for the site plan.
At this point the responsible person should have imparted all the necessary information.
The remainder of the forms can be completed by the inventory team plus the storekeeper.
5.4
Site plan
Draw the site plan on page 2. Only one plan should be required for the site. Mark the
following on the plan:
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5.5
the layout of stores, identifying each with its store name or alphabetical suffix
layout of other buildings (especially those that can be used for storage of equipment and
loading facilities)
locations of soil contamination
where drums of pesticides are stored outside each separate pile should be marked on
the plan. Each pile should be considered a separate store.
location of fences and gates
directions and distances to nearest human settlements, wells, rivers and noting the
gradient between the site and water source (uphill or downhill)
take photos of the site and mark the direction in which they were taken on the plan
mark the direction of north
mark the scale of the plan
Store information and plan
The team should go to the store identified on page 3 of the A3 form and check that the site
and store name have been entered correctly at the top of the page. The team should gather
and record information about the store, in particular:
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The external dimensions
The dimensions of its door
Its GPS co-ordinates. GPS co-ordinates should be measured and recorded in degrees,
minutes and seconds together with the point of the compass. Latitude is either N (north)
or S (south) of the equator and Longitude is E (east) or W (west) of the Greenwich
Meridian. The seconds should be recorded to one decimal place (0.1 second = 3
metres). Before the inventory commences the GPS equipment should be pre-set to
degrees, minutes and seconds and not to decimal degrees or degrees and decimal
minutes.
In the grid on page 3, make a scale drawing of the external features of the store (DO NOT
ENTER THE STORE AT THIS STAGE)
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mark the location of windows and doors
mark the condition of walls - if the walls are full height /half height/ Dutch barn etc
mark any external staining on the walls as evidence of leakage
mark condition of the roof
mark the direction of north
take exterior photos of the store (door, walls, roof, staining, windows etc)
mark the scale of the plan
mark down the file names of the photos and their description in the form. Mark the
direction of the photos on the plan
The external details of each store should be recorded on its store plan before entering any
of the stores. The plan of first store should be entered onto page 3 of the combined form,
while that for the others should be drawn on their supplementary sheets. For each store at
the site follow the same procedures as outlined in this section 5.5
8
Instruction for Use of Inventory Forms
Complete external plans and external photos for all stores at the site before putting
on protective clothing and entering any of the stores
5.6
Internal store plan
A team of a minimum of two people should enter the first store - one from the inventory
team and the store-keeper. The inspection team leader should make a risk assessment of
the work to be done in the store. From the meeting with the responsible person, there
should be an understanding of the likely content of the store. From this it may be possible
to identify the risks and select the appropriate level of protection. Where there is no
information, the level of protection should be for the most hazardous pesticide.
Where the storekeeper is to assist the inventory team in the store, it is important that their
level of training is assessed and that they are fully briefed of their responsibilities and the
use of the protective clothing.
At this point the team puts on the PPE and enters the store. They should take with
them the appropriate equipment and forms for undertaking the inventory.
In the store the team should:
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5.7
Complete the store plan with the internal walls and doors
Add the internal measurements
Mark the locations of the materials in the store - including other items that are not
pesticides
Mark features that were not obvious from the exterior inspection
Take photos of the general conditions inside the store and mark them on the plan, and
fill in the fields at the bottom of page 3
Inventory of the materials in the store
The system has been developed to cater for 7 material types
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Pesticide products
Veterinary products
Empty contaminated containers
Contaminated soil
Contaminated other materials (e.g. seeds and fertilizer etc)
Contaminated equipment (e.g. sprayers and tools)
Contaminated building materials
Each material type has a standard form that is designed to capture appropriate information
about its characteristics. The forms commence with identification of the site and store name
(with its suffix) so that the material can be associated with the building or stockpile in which
it was found.
Each form continues with information about the pesticides or contaminant of the material.
With pesticides this can be obtained from the label. With the other material types, the
storekeeper may know the material that has caused the contamination.
The forms continue with observations by the inventory teams on the condition of the material
and its containers, and its quantity
The forms finish with the file numbers of photographs of the labels, containers, condition of
the material.
9
Instruction for Use of Inventory Forms
The layout of each material form is in a similar style. Each question is numbered, and has a
clear description of the information required. The questions are in the same order and have
the same number in each form. Where possible tick boxes have been used to minimise the
amount of writing required. The tick boxes relate to options that are specific to the type of
material.
Where a particular question is not relevant to a type of material, that question has been
omitted from the material form. In order to maintain the commonality of question numbers
between the forms, the omitted question's number is also omitted.
There is a tick box on the right hand side of each question. Where the team wish to add a
comment about a particular question, this box should be ticked and the comment noted on
the reverse of the form, together with the number of the question to which the comment
relates. A line should be drawn under each comment to separate it from the next comment.
5.7.1 Grouping items for entry on a single material form
For each distinct and unique pesticide a separate form should be completed. A distinct and
unique pesticide will have the following same characteristics
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Same material
Same commercial name, formulation, manufacturer,
Same package size,
Same batch and manufacture date (if shown on label)
Same condition of containers
Same condition of product
Same % full for each package
The inventory team should move around the store together with the storekeeper identifying
the materials that can be grouped as unique and distinct. The storekeeper should count the
containers and identify how full each item is. The inventory team member should record the
details on the appropriate form and check that the counting is correct. Photos of the label,
containers and contamination should be taken with the file numbers and descriptions
recorded on the form. Additional photos should be taken in cases where the material has
features or peculiarities that should be recorded to assist in identification or in planning the
safeguarding and disposal steps.
8. The instructions for how to complete each question are shown in section
10
Instruction for Use of Inventory Forms
5.7.2 Completing the material forms
The table below describes each of the questions that appear in the 7 material forms, and provides guidance on how they should be answered.
No
Question
.
1 Store Name
Applicable to Material
types
All
2 Owner (if different
from owner of store)
How to complete
The name of the site and store (including any suffices) so that the material form can
be matched up with its corresponding store form
If the owner of the material is different from the owner of the store, e.g. in the case
where pesticides and sprayers belonging to a number of organisations are held
within a strategic store, the name and address of the owner should be entered
Pesticide,
Veterinary Product,
Empty drums
Equipment
Questions 3 to 16 relate to information about the pesticide or pesticide contaminant.
For a pesticide product, veterinary product or empty container the information should be obtainable from the label of its container;
For contaminated materials, equipment, building materials, and soil it may be possible to identify the likely cause of the contamination and
therefore the name of the contaminant. For example, if soil has become contaminated because drums have leaked into it, the information
about the contaminant can be obtained from the labels on the drums. Similarly for sprayers, the storekeeper may be able to confirm the name
of the pesticides that were used in the sprayers. With contaminated materials it is possible that no information is available about the pesticide
contaminant, in which case it is generally recommended that a sample of the collected for analysis later.
3 Labels on Containers Pesticide, Veterinary
The presence of labels on the containers should be indicated by selecting "yes" or
Product, Empty drums
"no".
4 Readable labels
Pesticide,
The condition of the label in relation to its legibility should be confirmed by selecting
Veterinary Product,
"yes" or "no". The label may be in a language that the inventory takers are unable to
Empty drums
read. In this case the labels are "readable", but a comment should be made that the
label will require translation
5 Commercial Name
All
The commercial or trade name of the pesticide product or contaminant
6 Active Ingredient
name
All
The name of the active ingredient in the pesticide if it is identified on the label or is
known by the storekeeper should be entered here. Where there is more than one
active ingredient, all of them should be entered.
If the Active ingredient is unknown, the "unknown" tick box should be selected and
where appropriate a sample should be taken. The number of the sample jar should
be noted
11
Instruction for Use of Inventory Forms
No
Question
.
7 AI Concentration
Applicable to Material
types
Pesticide,
Veterinary Product,
Empty drums
8 Manufacturer's name
and address
All
9 Formulator's name
and address
All
10 Batch number
Pesticide,
Veterinary Product
11 Date of Manufacture
Pesticide,
Veterinary Product
12 Expiry Date
Pesticide,
Veterinary Product
How to complete
The concentration of the Active Ingredient should be entered as a percentage. They
should also tick the appropriate box to confirm the nature of the percentage - volume
/ volume, weight / weight, or weight / volume.
If the inventory team is in doubt about converting the concentration into a
percentage, they should just enter the concentration and units (e.g. mg/l or mg/kg)
as they appear on the label.
If there are more than one active ingredient each of the concentrations should be
recorded (in the same order as in Box 6)
If the concentration is not shown on the label, the "unknown" box should be ticked.
If the concentration in box 7 is "unknown" it may be necessary to collect a sample. If
the active ingredient is unknown, a sample is always required. If the active
ingredient is known and the total quantity exceeds 1 tonne, a sample is required to
be taken. In all other circumstances it is not necessary to take a sample. Where a
sample is take, the sample number on the sample jar should be recorded on the
form.
The manufacturer's name and address should be written in box 8. Where the name
is not shown on the label or there is no label and the storekeeper cannot provide the
name, the team should write "unknown".
The formulator's name and address should be written in box 9. Where the name is
not shown on the label or there is no label and the storekeeper cannot provide the
name, the team should write "unknown".
The label will normally show the manufacturer's or formulator's batch number for the
production of the product. This number should be entered into box 10.
Where there is no batch number on the label, the box "not shown on label" should
be ticked.
The label will normally show the manufacturer's or formulator's date of production of
the product. This date should be entered into box 11.
Where there is no indication of the date of manufacture on the label, the box "not
shown on label" should be ticked.
The label may show the manufacturer's or formulator's expiry date or the"use by"
date of the product. This date should be entered into box 12.
Where there is no indication of the expiry date on the label, the box "not shown on
label" should be ticked.
12
Instruction for Use of Inventory Forms
No
Question
.
13 UN Chemical Hazards
Classification
(warning diamonds on
the containers)
Applicable to Material
types
All
How to complete
Where the hazards of the pesticides or pesticides contaminants are known, they
should be entered in box 13.
Pesticide containers that have been imported are likely to have one or more of the
UN labels that are shown as pictograms in box 13. In this case the labels in box 13
can be used to indicate the hazards. The primary hazard should be indicated by
writing "1" in the box by the appropriate label. The secondary hazard should be
indicated by writing a "2" in the box by the appropriate label.
It is possible that the containers will carry a different type of label, such as the EU
product hazard labels. In this case, the hazards should be indicated as a comment
on the reverse of the form.
14 How supplied / Name
of Supplier
15 Formulation Type
All
Where there are no labels to indicate the hazard of the pesticide or contaminant
then, the “not shown on label” or “unknown” box should be ticked.
The tick box should be used to indicate how the pesticide or the pesticide
contaminant (in the case of soil etc) was supplied. If the name of the supplier /
donor is known, it should be written into the space provided.
For contaminated materials it is likely that the supplier will be unknown. Only where
it is possible to link specific pesticide drums of known provenance to contaminated
materials, will it be possible to fill in this box.
The tick box should be used to indicate the formulation type. If the
Pesticide,
Veterinary Product
16 Name of the Solvent
Pesticide,
For liquid pesticides, where the label specifies the solvent, its name should be
Veterinary Product
indicated in Box 16
Questions 17 to 27 – Observations and Quantities
The information to be entered in these boxes should be obtained by make observations about the physical properties of the pesticides or
contaminated materials.
13
Instruction for Use of Inventory Forms
No
Question
.
17 Condition of product
18 Level of
contamination
19 Physical form
(Type of Soil)
20 Container type
21 Container material
Applicable to Material
types
Pesticide,
Veterinary Product
Building Materials
Empty Containers
Equipment
Materials
Soils
Building Materials
Equipment
Materials
Pesticide,
Soils
Veterinary Product
Empty Containers
Materials
Pesticide,
Soils
Veterinary Product
Empty Containers
Materials
Pesticide,
Soils
Veterinary Product
How to complete
From an inspection of the pesticide or veterinary product the inventory team should
assess whether the product appears to be usable or not. The team should not
concern themselves with the expiry date of the material; they should just consider its
physical appearance and whether it is likely to be usable. They should indicate their
assessment using the appropriate tick box
During the inventory there is no need to take samples specifically for usability
testing. Once the inventory results have been analysed in OPMS, a decision will be
made whether it is worthwhile to analyse for usability.
The tick box should be used to indicate the level of contamination of the material.
The level is determined from the appearance, for example if stains from the
contamination are visible or the contamination can be smelled.
The tick box should be used to indicate the physical form of the material. The tick
box options vary depending on the type of material
The tick box should be used to indicate the type of container (if any) in which the
material is contained. The tick box options vary depending on the type of material
If the material is not held within a container “none” should be selected. In this case
there is no need to answer questions 21, 22 and 23 that relate to specifics of the
container.
The tick box should be used to indicate the type of material from which the container
is constructed.
14
Instruction for Use of Inventory Forms
No
Question
.
22 Have containers been
opened
23 Container size
24 Unit of Measure of the
Container size
Applicable to Material
types
Materials
Pesticide,
Veterinary Product
Empty Containers
Equipment
Materials
Pesticide,
Soils
Veterinary Product
All
25 Amount in container
Materials
Pesticide,
Soils
Veterinary Product
26 Container Condition
Empty Containers
Materials
Pesticide,
Soils
Veterinary Product
How to complete
Whether the containers have been opened at some stage during their history (i.e.
the contents could have changed from original sent by the manufacture) should be
indicated by selecting "yes" or "no".
The inventory team should assess the size of the container using boxes 23 and 24.
Box 23 should be used to record the number of units of measure and box 24 to
record the units of measure.
For example if the pesticides are packed in 50 litre drums, “50” should be written in
box 23 and the tick box for “litre” should be ticked in Box 24
see box 23 above
The tick box should be used to indicate how full the containers are. The options are:
100%, 75%, 50%, 25% or 0%. Where there are two lots of the same pesticide in the
same size drums which are all identical except that the amounts in the container are
different, rather than having to write a completely new form for each lot, the
comments box on the reverse can be used to document the amounts in the
containers. For example:
4 drums 100% full
16 drums 75% full and
2 drums 25% full
The tick box should be used to indicate the condition of the containers (whether they
are damaged or not)
15
Instruction for Use of Inventory Forms
No
Question
.
27 Quantity
(only complete one of
27a or 27b)
Applicable to Material
types
All
How to complete
This is one of the most important boxes. Because the condition that inventory teams
find within stores varies considerably, the forms have been designed to allow the
teams 2 ways of determining the quantity on a form.
for items that are readily countable:
Box 27a should be used to record the number of items. For example, if boxes 20 to
26 have been completed and the containers are not “completely destroyed with
contents dispersed” the containers can be counted. In this case the inventory team
should just enter the number of containers that they have counted in box 27a. There
is no need to do any calculations. When the information for the form is entered into
OPMS the application will calculate the total quantity based on everything that has
been entered in boxes 23 to 25.
for items that cannot be counted:
Box 27 b should be used in the following cases:
 containers that are completely broken and contents dispersed
 the materials are not in containers and cannot be counted
 the materials such as soils are either still in situ in the ground or have been
excavated into piles
In these cases the dimensions of the quantity of material should be estimated in
terms of its length, width and height (all in metres). These dimension will be used by
the OPMS application to calculate the volume of the material, and when multiplied by
its density, the total quantity as a weight. When the material is not in a rectangular
shape, but in a conical pile or an amorphous shape in-situ in the ground, it is
important that the inventory teams record the average for each dimension and not
just its maxima. By recording the average length of each dimension OPMS will
calculate a realistic estimate of the volume. Where maximum dimensions are
recorded the calculated quantity will be significantly over estimated.
16
Instruction for Use of Inventory Forms
No
.
Question
Photos
Applicable to Material
types
all
How to complete
The forms indicate the type of photos required to be taken of the product or material.
In most cases the forms recommend 3 photos (for example in the case of pesticides
it recommends one of the label, one of the containers and another of the
contamination e.g. if the containers are leaking). It is important that photos of any
labels are taken and are checked for clarity. The label photo may well be needed as
evidence for discussions with manufacturers, formulators and donors.
The inventory team may take as many photos as they deem necessary to
adequately document the material, and its contamination.
Samples
building materials
pesticides,
soils
veterinary products
For each photograph the team should record on the form its file number (e.g.
img2389.jpg) and a description of the scene in the photo.
The inventory team should record the identification numbers of the sample jars and
a description of the sample, where it was taken and other pertinent facts. For
example with soil samples it is important to record the location that the sample was
extracted, whether it was a core sample or the depth at which the sample was taken.
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Instruction for Use of Inventory Forms
5.7.3 Sampling
As far as possible the inventory team should take samples of everything that is likely to
require analysis in relation to the follow-on steps of safeguarding and disposal. It is costly
and time consuming to have to return to the site to take samples, so if the team is in doubt,
it should take samples. The following Samples are required in the following circumstances:
5.7.3.1 Pesticides and Veterinary Products
Samples are required when:
1. the active ingredient cannot be identified from the label or from investigations
of similar containers within the store, or
2. the concentration of the active ingredient cannot be found from the label or
other store documentation AND the quantity of the material exceeds 1 tonne
5.7.3.2 Soil
Samples are required to be taken at the time of the inventory in cases where contaminated
soil has been identified. Core samples should be taken from hotspots in the contaminated
area.
5.7.3.3 Other materials
In the case of other contaminated materials - empty drums, equipment, materials (fertilizers,
seeds etc), and building materials – generally samples will not be necessary, but when they
are required, they can difficult to obtain. The inventory forms do not specifically prompt for
samples to be taken. It is left to the discretion of the inventory teams to take samples where
they deem it necessary.
Samples should be taken in cases where there is gross contamination and the contaminant
will have to be identified before the safeguarding and disposal stages.
5.7.3.4 Sampling protocols and methods
As part of the inventory guidance, sampling protocols and methodologies will be provided to
the inventory teams. Training modules on sampling will also be developed
5.7.3.5 Sampling pesticides for usability
Samples should not be collected for products that appear to be usable. During the review
of the inventory data in OPMS by the Validator, an assessment will be made on the demand
and availability of usable pesticides. If materials have to be tested for usability, the site will
be revisited to obtain the samples.
5.7.3.6 Administration and handling samples
The samples should be placed in numbered glass jars. The sample numbers should be
recorded on their respective material forms, so the analysis may be referenced to the
appropriate material. Separate procedures are being developed for sampling and analysis
of unknown materials.
The samples should be stored in conditions that they remain representative.
5.8
Completion of a store's inventory
When all the materials within a store have been inventoried onto the material forms, the
forms should be stapled to the appropriate store form (page 3). The remaining risk analysis
questions 7 to 9 should be completed on page 4.
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Instruction for Use of Inventory Forms
5.9
Other pesticide stores at the site
If there is more than one store on the site, the team should exit the store leaving their
contaminated boot covers in the completed store. This avoids contaminating the areas
around the store. They should continue to wear the other PPE, and proceed to the next
store, put on new boot covers, enter the store and complete its store plan (interior) and
inventory. They should follow the same procedures as set out in sections 5.6 to 5.8.
When they exit the last store, they should clean all reusable PPE and the cameras.
They should remove all disposable PPE and leave it in the store.
5.10 Wrap-up
The forms should be checked for completeness. Where there are gaps the team should
attempt to resolve the missing information by contacting the responsible person. The
inventory team should check that they have not missed any stores by checking that they
have the same number of completed store forms as there were stores identified at the top of
page 1 of the combined form.
They should meet with the responsible person to brief them of their findings and thank them
for their assistance.
6 Retention and transport of the completed forms and samples
The forms should be put inside the A3 combined form and sealed within a plastic wallet.
The information contained in the forms is valuable so they should be protected from damage
(e.g. water, fire etc) and stored in a secure place. It is also important that forms from
various stores and sites do not get mixed up. The booklet format should minimise the
likelihood of this eventuality, as all forms for a site can be kept inside the booklet for the site.
Stapling the material forms to their respective store form keeps them associated to the
correct store.
The compact flash card from the digital camera should be sealed in an envelope with the
site name written on the outside. The envelope should be placed in the sealed plastic wallet
along with the inventory forms. The plastic wallet should be labelled with the name of the
site.
Samples should be stored according to the protocol (under development) to ensure that they
remain representative of the materials from which they were taken.
7 Data Entry
The forms and samples should be passed to the office for data entry and for the sample
analytical procedures. The procedures for data entry into OPMS will be detailed in specific
documentation for the application.
19