NOTE – This applies to all facilities that store chemicals and flammables, not just Laboratories
We were recently engaged by a large, long established museum and scientific collection facility in the UK to review their arrangements for hazardous substances across multiple storage and laboratory areas.
The site holds extensive biological collections preserved in chemical solutions. These include small invertebrates and insects through to larger specimens such as reptiles and mammals. Preservation fluids included ethanol, formaldehyde and a range of specialist chemicals, with some legacy collections containing arsenic based compounds.
Over time, the facility had grown organically. New laboratories had been added, working practices had evolved and different teams had developed slightly different standards. Although no serious incidents had occurred, management recognised that there was increasing risk from:
- bulk storage of flammable and toxic liquids
- manual decanting of chemicals into smaller containers
- internal transport across the building
- inconsistent use of personal protective equipment
- reliance on informal knowledge rather than documented standards
The concern was not just regulatory compliance, but the slow creep of complacency in a technically competent workforce.
Scope of work
Our brief was to complete Occupational Air Sampling, COSHH management and Storage Asessment and a full DSEAR Assessment covering all hazardous substances and activities on site, including:
- delivery and receipt of chemicals
- bulk and local storage
- decanting operations
- internal movement of substances
- laboratory use
- waste and disposal arrangements
Due to the nature of the work, we were also asked to carry out occupational hygiene monitoring and occupational air sampling for key substances, including solvent vapours, ethanol, and formaldehyde, to confirm potential health risks to staff.
In addition, we were asked to review existing personal protective equipment, emergency arrangements and occupational health screening to ensure they were aligned with the actual risk profile of the site.
What we found
From a compliance perspective, the site was not unsafe, but it was inconsistent.
Air sampling results showed that airborne exposure levels were generally below workplace exposure limits. On paper, this suggested low health risk.
However, site observation and staff engagement revealed a different picture:
- decanting often took place on general benches
- some substances were transported on open flatbed trolleys
- ventilation was assumed rather than verified
- spill kits were present but not sized for likely scenarios
- PPE standards varied between laboratories
- specimen jars were stored directly on worktops with no secondary containment
In short, airborne exposure was controlled, but physical exposure risk was significantly underestimated.
This is a classic outcome of occupational hygiene monitoring. The numbers may look good, but the real risk often sits in manual handling, splashes, spills and poor task design.
The key outcome: a one-page laboratory and storage standard with clear minimum technical requirements
The most valuable outcome of this project was not simply the DSEAR report or the sampling data. It was the creation of a single one-page laboratory and storage standard that defined absolute minimum requirements across the entire site.
This document became the operational script for all laboratory and storage activities.
It removed interpretation, guesswork and variation between teams. Everyone now works to the same baseline standard, and management has a simple compliance tool that can be used during routine inspections.
Rather than high level guidance, the standard defined specific technical controls including:
Ventilation and extraction minimum standards
The standard introduced clear minimum ventilation requirements based on activity:
- All chemical storage areas must have permanent background ventilation via wall or ceiling mounted extract vents providing continuous air movement to prevent vapour build up.
- All decanting activities must be carried out either under local exhaust ventilation or at a dedicated point of use extraction system.
- Desktop extraction units are acceptable for low volume transfers, provided they are positioned within 300 mm of the source and are visibly drawing vapours away from the operator.
- Where fixed extraction is not available, portable extraction must be used and recorded as part of the task risk assessment.
Emergency showers and eyewash provision
The standard removed confusion around emergency decontamination:
- Full emergency safety showers and plumbed eyewash stations are required in all areas where bulk chemicals are decanted or where corrosive or toxic substances are used.
- For low risk laboratory areas handling small volumes only, a designated first aid decontamination point is acceptable, provided it includes sterile saline eyewash bottles and skin wash solutions.
- All eyewash and shower locations must be clearly signed, unobstructed and included in routine inspections.
Personal protective equipment and respiratory protection
Instead of generic PPE guidance, the standard specified exact classifications:
- Low risk activities require minimum protection of gloves, lab coat or overalls, and safety glasses.
- Moderate risk activities require chemical resistant gloves, goggles and FFP2 respiratory protection.
- Higher risk activities require half face respirators with appropriate chemical cartridges, full eye protection, gauntlets and chemical resistant aprons.
Spill containment and spill kit volumes
The standard defined spill kit sizing based on worst case scenarios:
- Spill kits must be capable of containing at least the volume of the largest single container stored or used in that area.
- Typical minimum sizes included 20 litre kits for small laboratories, 60 litre kits for bulk handling areas, and full IBC response kits where 1000 litre containers were present.
- Spill kits must be immediately accessible, clearly labelled and checked during inspections.
Approved decanting and worktop storage
Clear rules were introduced for all decanting and workbench use:
- All decanting must take place in designated areas with spill containment and adequate ventilation.
- Drip trays or spill trays must be used for all container transfers and all working containers placed on benches.
- No jars, bottles or specimen containers are permitted to sit directly on flat worktop surfaces. They must always be placed within a spill tray.
This single control alone significantly reduced the risk of unnoticed leaks, chemical run off and secondary contamination behind electrical equipment.
Training, inspection and long-term compliance
The rollout of the standard was delivered through structured on-site walk-through sessions with staff. This was practical training, focused on real tasks and real risks rather than generic presentations.
This approach:
- Developed the management and storage of chemichals standards
- Educated newer staff
- Reinforced experneced staff knowledge (that could be resistant to change)
- Cleared any misunderstanding or complacency
- reinforced DSEAR awareness
- fixed occupational hygiene principles
- achieved strong buy in from technical staff
- Gave supervisors and managers a simple checklist to see if things were OK
Why this approach works
This project demonstrates the real value of combining DSEAR risk assessment with occupational air sampling and occupational hygiene monitoring.
The technical assessments identified the risks, but the one page standard translated those risks into practical controls that people can actually follow.
The outcome was not more paperwork, but:
- clearer standards
- safer working practices
- easier management oversight
- reduced reliance on individual judgement
- long term prevention of complacency
From a business perspective, the site now has a defensible, auditable system that protects staff, supports compliance and remains simple enough to survive operational change.