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Records

Responsibilities

Role

Record Name

Duration

Procurement Department

  • Purchase requisition
  • Vendor contract(s)
  • invoices

Minimum 2 years from the date of execution.

Controlled Substances buyer

Power of attorney

ongoing

Facilities Receiving

Chain of Custody (COC) – copy

Minimum 2 years from the date of initiation.

Authorized custodian

  • Chain of Custody (COC) – original
  • Inventory/use logs
  • Proof of delivery to the disposal vendor
  • Schedule I and II records must be kept separate from records of Schedule III-V substances. All records must be kept for a minimum of 2 years.
  • For Schedule I or II substances, DEA -222 form must be kept for a minimum of 2 years.

 

Authorized worker

Chain of Custody (COC)- original (for transfers to another physical location)

 

Property Department

Property report for DOE Order

ongoing

Program Administrator

Registration form/updates

As long as the project is active

 

Certificate of disposal

Minimum 2 years from date of disposal

 

Power of attorney

ongoing

Inventory/Use Logs
The authorized custodian of the controlled substance is required to keep all inventory records. Any inventory/use log may be used as long as it has the following attributes.
 
Each inventory/use log must contain the following information:

  • The name of the substance.
  • The finished form of the substance (e.g. 10 mg tablet, 10 mg/ml ampule, etc.) and the number of units of volume in each commercial container (e.g. 100—tablet bottle; 10 milliter ampule, etc.)
  • The number of finished form units or volume dispensed, for what it was used, the date of use, the number of units or volume dispensed, the initials of the individual that dispensed or administered the substance on behalf of the dispenser.
  • If the substance is Schedule I or II, make an exact count or measure of the contents
  • If the substance is Schedule III, IV, V make an estimated count or measure of the contents unless the container holds >1,000 tablets or capsules in which an exact count must be made.

Any inventory/use log may be used if it meets the criteria above. An example of a use log can be found here.

 

The records must also conform as follows:

  • The inventory/use logs must be in writing, (electronic is not advisable unless it can be stored with the substance).
  • A separate log must be maintained for each substance
  • Keep the records including packing slips, inventory/use logs for at least 2 years .
  • Substances awaiting disposal must be kept in the inventory.
  • Store the inventory/use logs with the substance in the locked safe or cabinet.
  • Coordinate with the Property Department for your initial, annual, and terminal inventory.
  • Report any substantial loss to the EHSS Program Administrator.