You're right, for a high school science lab, a "simple" inventory system is often the most practical and sustainable. We don't need all the bells and whistles of a large university or industrial lab. The key is to be organized, safe, and efficient with what you have. Here's a layout for a simple, yet effective, inventory system for Queen of Martyrs High School Science Lab, focusing on ease of use and essential information: --- **Simple Inventory System for Queen of Martyrs High School Science Lab** **I. Overall Approach: Centralized, Digital (Spreadsheet-based)** The simplest and most cost-effective solution for a high school is usually a well-structured spreadsheet system (like Google Sheets or Microsoft Excel). This allows for easy sharing, collaboration, and basic search/filter functions. **II. Key Categories of Inventory:** Divide your lab into logical categories. This will make organization and searching much easier. 1. **Chemicals & Reagents:** * Acids * Bases * Salts * Organic Compounds * Indicators * Biological Stains/Reagents * General Consumables (e.g., distilled water, ethanol) 2. **Glassware & Labware:** * Beakers * Erlenmeyer Flasks * Test Tubes * Graduated Cylinders * Pipettes/Burettes * Watch Glasses, Funnels, etc. 3. **Equipment (Durable Assets):** * Microscopes * Balances (Electronic, Triple Beam) * Hot Plates/Stir Plates * Centrifuges * pH Meters * Bunsen Burners * Power Supplies * Safety Showers/Eyewash Stations (fixed assets, just list presence and last inspection) * Fume Hoods (fixed assets, just list presence and last inspection) 4. **Safety & First Aid:** * Goggles/Safety Glasses * Lab Coats/Aprons * Gloves (Nitrile, Latex) * Spill Kits * Fire Extinguishers * First Aid Kits 5. **General Supplies & Disposables:** * Filter Paper * Parafilm * Plastic Pipettes * Spatulas * Stirring Rods * Cleaning Supplies **III. Spreadsheet Layout (Core Data Fields):** You'll have separate sheets (tabs) for each major category (Chemicals, Glassware, Equipment, etc.) or one comprehensive sheet with a "Category" column. Here's what each row (for an individual item) should include: **For all items:** * **Item Name:** (e.g., "Hydrochloric Acid," "250 mL Beaker," "Compound Microscope") * **Unique ID / Inventory Number:** A simple sequential number (e.g., CHEM-001, GLASS-005, EQUIP-012). You can even use a simple numbering system printed on a label and affixed to the item. * **Current Location:** (e.g., "Chemical Cabinet #3," "Glassware Shelf B," "Microscope Cabinet") - Be specific but not overly granular. * **Quantity:** Current count (e.g., "5 Liters," "12 each," "3 units"). * **Unit of Measure:** (L, mL, g, kg, each, box, roll, etc.) * **Minimum Stock Level (Reorder Point):** The quantity at which you know you need to order more (e.g., "1 Liter," "3 each"). * **Supplier (Primary):** Who you usually buy it from. * **Notes:** Any specific important details (e.g., "Handle with extreme care," "Fragile," "Requires calibration yearly," "Broken - for disposal"). **Specific to Chemicals & Reagents:** * **Chemical Formula:** (e.g., HCl, C6H12O6) * **CAS Number:** (Important for safety and identification) * **Concentration/Purity:** (e.g., "1.0 M," "98%") * **Hazard Information:** (e.g., "Corrosive," "Flammable," "Irritant") - *Crucial!* You can use simple keywords or GHS pictograms if you have a way to embed images. * **MSDS/SDS On File (Y/N):** Confirm you have the Safety Data Sheet readily available (digitally or physically). * **Date Received:** * **Expiration Date:** (Crucial! Set up conditional formatting in your spreadsheet to highlight approaching or past expiry dates). * **Date Opened:** (If applicable, some chemicals degrade after opening). **Specific to Equipment:** * **Manufacturer:** * **Model Number:** * **Serial Number:** * **Purchase Date:** * **Condition:** (e.g., "New," "Good," "Fair," "Needs Repair," "Broken," "Retired") * **Last Maintained/Calibrated:** Date of last service. * **Next Maintenance/Calibration Due:** Date for upcoming service. **IV. Simple Procedures:** 1. **Initial Inventory:** * Go through *every* item in the lab. * Assign a unique ID to each item (a simple handwritten sticker or label for low-value items, printed labels for higher-value ones). * Enter all data into your chosen spreadsheet. This is the biggest initial lift. 2. **Check-Out/Usage Tracking (Simple Method):** * For **consumables (chemicals, disposables):** When a significant amount is used, or a container is emptied, have the teacher/lab assistant manually update the "Quantity" column in the spreadsheet. It doesn't have to be exact to the milliliter, but "Used 500 mL" or "Container Empty" is sufficient. * For **equipment:** If an item is moved or taken for a longer period, update the "Current Location" column. If it's used briefly in the lab, no update is needed for simple tracking. If it breaks, update the "Condition" and "Notes" column. 3. **Restocking/Ordering:** * Regularly review the "Quantity" column, especially for items with a "Minimum Stock Level" defined. * When an item hits or goes below its minimum, add it to a "Shopping List" or "Order Request" section (can be another tab in the same spreadsheet). * Once ordered and received, update the "Quantity" and "Date Received" for the item. 4. **Physical Inventory (Annual/Bi-annual):** * At least once a year (or twice a year), do a quick physical count of all items to verify the spreadsheet's accuracy and find any discrepancies. Update the spreadsheet accordingly. 5. **Safety Data Sheet (SDS) Management:** * Maintain a binder of printed SDS sheets for all chemicals, organized alphabetically or by category. * Keep a digital folder of all SDS PDFs, easily accessible (e.g., on a shared school drive). * Ensure all staff know where to find these. **V. Tools for a Simple System:** * **Google Sheets:** Highly recommended. * Free, cloud-based, accessible from any device with internet. * Easy sharing and collaboration among teachers/lab staff. * Can use conditional formatting for expiry dates or low stock. * Basic filtering and sorting. * **Microsoft Excel:** If you prefer offline or have Microsoft Office licenses. Similar functionality to Google Sheets. * **Simple Labels:** Use a label maker or even just clear handwriting on tape for unique IDs and locations. * **Binder for SDS:** A physical backup for safety information. **VI. Benefits of this Simple System:** * **Improved Safety:** Knowing what chemicals you have, their hazards, and expiration dates. * **Reduced Waste:** Less over-ordering, using older stock first. * **Easier Replenishment:** Quick identification of items needing reorder. * **Better Organization:** Everything has a place and an entry. * **Accountability:** Helps track general usage and condition of items. * **Low Cost:** Relies on readily available tools (spreadsheets). * **Easy to Learn:** Doesn't require specialized software training. This simple system focuses on the most critical aspects for a high school lab: safety, knowing what you have, and making sure you don't run out of essential supplies. It's a great starting point that can be expanded later if the need arises.