Inventory Management

S3: Science Safety Security

An accurate and current inventory should be maintained for biological materials in the laboratory. This is important for both biosafety reasons, and to ensure that dangerous biological materials are not lost or stolen.

• Working Stocks are material which is part of an ongoing experiment, accessed frequently, or are not stored for an extended period.
• Long-term storage is the placement of biological materials in a system designed to ensure viability for future use, such as in a freezer or other storage container or lyophilized materials. Long-term storage materials are not part of an ongoing experiment, and have not been accessed for a significant period of time.

While laboratories may use different practices for working stocks versus long term storage, it is important that materials in both categories be labeled clearly and included in an inventory. Labels should be legible, be permanently affixed to the container, and should be able to survive both the temperature extremes expected during storage and being cleaned with a disinfectant. Labels should include the agent or toxin name, the date of creation, a clear indication of whether the agent is inactivated or not, and the name of the Principal Investigator or other responsible individual.

The Federal Select Agent Program has guidance for the Inventory of Select Agents and Toxins, and the FESAP has additionally provided Guidance on the Inventory of Biological Material that is applicable to non-select agents.