Using the Labs Registration Database

DRAFT: Using the Labs Registration Database to Add, Edit, and Delete Information

I and II. Overview and Information recorded in the Labs Registration Database?

III. How to use the web interface to record data for a Room Set

IV. How to use MIT's Data Warehouse for additional reporting about Room Sets

I. Overview

Lab Registration is a key part of MIT's Environment, Health and Safety Management System that links EHS operations in departments, laboratories, and centers (DLCs) to central EHS office programs and services. Updating Lab Registration information on a routine basis supports emergency preparedness and response operations and lays a foundation that knits together EHS operations, training, audit, and inventory.

a. Purpose of Lab Registration

Lab Registration is a means to confirm the EHS organization - duties, roles, responsibilities and authorities - in each DLC. It also provides a means to register DLCs that conduct education, research, and operations using core potential hazards that may be subject to federal, state, or local laws, and / or are managed by means of established best practices.

II. Information Recorded in the Labs Registration Database?

The Labs Registration Database stores information about Room Sets*, along with their rooms, contact people, hazards, and people with various roles, including emergency contact information.

The information about a Room Set includes:

  • A definition of the space including rooms and, less frequently, subrooms (Room Set code, Room Set name, Type, DLC code)
  • A primary supervisor for the room set, i.e., a person with primary responsibility for people, materials, and equipment within the room set. (Room Set supervisor's Kerberos username)
    o Optionally, one or more secondary supervisors for the room set.
  • A primary EHS Representative appointed by the EHS Coordinator for the DLC (EHS rep's Kerberos username)
    o Optionally, one or more secondary EHS Representatives
  • Optional group name that can be used by DLCs to organize their Room Sets into groups for sorting or reporting purposes (Group within dept.)
  • Contact people for the Green Card
  • A list of Hazard Types** or each room or subroom
  • Optional list of people who work in or use the Room Set

This information will be used to

  • Keep track of organizational responsibilities for laboratories and other spaces, as required by the EPA
  • Maintain an online list of emergency contact people, and allow the printing of green cards
  • Provide basic information helpful to the Environmental Health and Safety (EHS) Office and Departments, Labs, and Centers (DLC) representatives in their partnership to promote safe and environmentally sound practices at MIT.

*A Room Set is a collection of information about a room or group of rooms defined by a Department, Lab, or Center (DLC). Often these sets are laboratories, but they could also be groups of rooms not used as labs with their own sets of risks.
In this context the Laboratory for Computer Science, Lincoln Lab, and the Media Lab, to name a few, are DLCs, not small "l" labs. However, within their facilities they may have any number of "labs" that are Room Sets.

**A Hazard Type is a type of substance, equipment, or localized activity associated with Institute or government regulatory standards. Hazard Types for each room in a Room Set are selected from a checklist. The Core hazard types category of potential hazards need to be identified by EHS Coordinators for each Room Set as part of Space Registration. Chemical - general or specific, Chemical wastes, Biological, Radiation sources, Non-ionizing radiation sources, and Other categories of potential hazards are the beginnings of identifying the inventory for a Room Set. Identifying the inventory of potential hazards will be an ongoing, collaborative effort on the part of EHS Lead Contacts and EHS Coordinators.

Go to II. How to use the web interface to record data for a Room Set