Instructions for Kemia users by s42gs6

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									Lotta Selander




                                                         Dnr UFV 2009/1670




                 Instructions for Kemia
                 users
                 Uppsala University




                 Established by Environment Chemist Annika Edlund 2009-10-14
UPPSALA UNIVERSITY                                  INSTRUCTIONS FOR KEMIA USERS
Buildings Division                                  Environment Chemist Annika Edlund
Unit for environment, work environment and safety   Administrator Maria Aveskogh
                                                     2009-10-14                         Dnr UFV 2009/1670




Introduction
According to a resolution taken by the Headmaster of Uppsala University, every department/similar
which handles chemicals must register their holding into a web based chemical handling system
called Kemia. The system is within reach of three different categories, and these three categories
have different roles and rights in Kemia.
    •   The administrator has got full access to all information about the chemical holding for the
        whole university. She/he has also got access to register and deregister chemical information
        concerning the whole university in Kemia.
    •   The Kemia user has got full access to all information within the own department/similar,
        and access to register and deregister chemical information at the department/similar.
    •   The guest can only view the information within the own department/similar.
These instructions are preferably directed to those who work as Kemia users. The instructions
describe important elements and routines around the work with Kemia, while the system itself is
described in the Kemia manual.
The valid version of this document is to be found at the Uppsala University home page under
Buildings Division, Unit for environment, work environment and safety, direct link
www.uadm.uu.se/kemikalier

Education
Before you get access and can start use and work in Kemia you must be educated in the system. At
this education you will learn all about Kemia and you will get general information about legislation
around chemical handling. The education is arranged by the Unit for environment, work
environment and safety, and is given continuously according to requirement and is also given in both
Swedish and English.
The Kemia user who only will use Kemia as a guest are welcome to join the education, but there are
no demands that Kemia guests have to have this education. We recommend that a registered Kemia
user at the department/similar trains students and employees that are supposed to use the Kemia
system only as guests.

Contact person
Every department/similar must have a contact person registered at their department/similar page in
Kemia, preferably the person who also serve as the Chemical Trustee at the department/similar.
The contact person is responsible for registration of, and for updating her/his contact information in
Kemia. The contact person must update this information continuously so that the information always
is current.
The contact person is responsible for informing the administrator when a Kemia user leaves the
department/similar and then shall be deregistered from Kemia.

Information
All information from the administrators to the Kemia users will go through the Chemical Trustee at
the department/similar. It’s therefore very important that the Chemical Trustee forwards all
information from the Kemia administrators to all users at the department/similar.



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UPPSALA UNIVERSITY                                  INSTRUCTIONS FOR KEMIA USERS
Buildings Division                                  Environment Chemist Annika Edlund
Unit for environment, work environment and safety   Administrator Maria Aveskogh
                                                     2009-10-14                         Dnr UFV 2009/1670




User name and password
All new users and guests will be registered by the administrator. The users user name should contain
first- and family name. The password is in the first place decided by the administrator. This password
must then be changed by the user him/herself.
The user name and password for the guests should be easy to remember for whom it may concern at
the department/similar.

Rooms
All departments/similar are obliged to have all rooms where they store chemicals registered in
Kemia. The user sends an email with his/her room information to the administrator. The user gives
all information about campus area, building, level and room number. The administrator register the
room and affiliate it to the department/similar. Then it is up to the user to register the chemicals in
the current room.

Quantities/Amounts
The Kemia users are recommended to register quantities/amounts of their chemical holding, i.e. both
stored amounts and year consumption, in Kemia. Some chemicals require registration of stored
amounts in Kemia. These are the chemicals classified as:
•     Carcinogenic products
•     Mutagenic products (May cause heritable genetic damage)
•     Reproduction toxic products (Possible risk of impaired fertility)
•     Allergenic products (May cause sensitization)
•     Environmental hazardous (dangerous for the environment)
•     Oxidising products
•     Explosive products
•     Flammable products 1
•     Products that require handling permission, so called A- and B-products 2
When you need information about products and what group they are represented in, it is very
convenient to use the Report Generator in Kemia. Carcinogenic products, Mutagenic products and
Reproduction toxic products are gathered in a report type called CMR-products, while products from
the other different groups are presented in a report representing only that specific group.
Read more about this in your compendium “Training in Kemia” under “Registration of amounts in
Kemia”.

Movement
When users move chemicals from one room to another they must immediately report this new room
to the administrator. When the room is registered by the administrator and affiliated to the user’s
department/similar, the user him/herself has to register the chemicals into that new room.



1
    The concept flammable is defined by the Swedish Civil Contingencies Agency (MSB).
2
    Permission is required according to the Swedish Work Environment Authority (AFS 2005:17).
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UPPSALA UNIVERSITY                                  INSTRUCTIONS FOR KEMIA USERS
Buildings Division                                  Environment Chemist Annika Edlund
Unit for environment, work environment and safety   Administrator Maria Aveskogh
                                                    2009-10-14                          Dnr UFV 2009/1670




The administrator can possibly help if there are more extensive movements going on, so that the
Kemia user don’t have to register the chemicals into their new room one by one.

Annual inventory
Once a year all departments/similar must have a chemical inventory. The aim of this inventory is for
the department/similar to have a current register in Kemia and that this register correspond to the real
chemical holding concidering products, amounts and storage place. This inventory register should be
completed at the latest the 31st of January every year.




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