B. CHAPTER-SPECIFIC ROLES AND RESPONSIBILITIES
1. Safety Coordinators and Collections Management Supervisors
2. Supervisors
3. Employees
4. Registrar and Shipping Offices
5. Office of Safety, Health, and Environmental Management (OSHEM)
D. LABELS AND OTHER FORMS OF HAZARD WARNING
F. SPECIAL CONSIDERATIONS FOR RADIOACTIVE COLLECTIONS
1. Collections objects and specimens may contain a wide range of chemical, biological, and physical hazards, which are either inherent to the nature or construction of the item itself, or acquired as a result of post-collection alteration or degradation.
2. The SI policy is to protect staff, research visitors, and the public from adverse exposure to collections hazards, by identifying hazards within research and public programs collections, minimizing the health and safety risks from use of the collections through remediation or safe work practices, and providing hazard and control information to users of these collections.
3. This Chapter sets forth safe work practices which conform to applicable regulatory and professional consensus standards included in thisSI Safety Manual In addition, the provisions of this Chapter are included in the "SD 600 - Collections Management Implementation Manual."
4. The Chapter is applicable to every SI facility that stores, displays or otherwise handles collections objects and specimens. Hazards associated with the care of living collections and living study specimens are addressed in Chapter 44, "Zoonoses Control", of this Manual.
B. CHAPTER-SPECIFIC ROLES AND RESPONSIBILITIES
a. Ensure all employees assigned to work with collections or exhibits, and other authorized users of collections (e.g., research visitors, interns, docents), are provided hazard awareness and safe work practice information, and are identified to the Office of Safety, Health and Environmental Management (OSHEM) for exposure assessments, as part of the operational job hazard analysis and in accordance with Chapter 39, "Exposure Assessment and Medical Surveillance" , of this Manual.
b. Assist supervisors, with consultation from OSHEM, to establish work practice and exposure control programs in accordance with the provisions of this Chapter, and to ensure that risks to staff and the visiting public from public program activities and displays are properly controlled.
a. Identify, with the assistance of the Safety Coordinator, collections-related work tasks or work areas (including Public Programs displays) under their control that may require exposure evaluation and control per requirements of this Chapter.
b. Ensure that OSHEM-recommended engineering, work practice, personal protective equipment and other control measures are implemented to reduce collections-based health and safety risks.
c. Ensure that all employees working on or around collections with identified hazards receive training as required by this Chapter.
d. Report employee illnesses or other symptoms possibly associated with collections work to OSHEM.
a. Abide by the work practices and personal protective equipment requirements of this Chapter.
b. Inform supervisors of any illnesses or other symptoms possibly associated with collections work.
4. Registrar and Shipping Offices shall ensure that collections objects being received by or shipped from the facility are accompanied by appropriate hazard warning information per requirements of this Chapter.
5. Office of Safety, Health and Environmental Management (OSHEM) shall provide technical assistance to Safety Coordinators and supervisors in carrying out their responsibilities under this Chapter. Technical assistance may include evaluating employee exposures and advising as to the appropriate controls required to reduce exposures to acceptable guidelines, as established in Chapter 39, "Exposure Assessment and Medical Surveillance" of this Manual; evaluating collections-based activities, storage environments, and public displays for general safety and fire safety hazards; and recommending controls to reduce or eliminate hazards.
1. General. The presence of hazardous materials within collections shall be determined to the extent feasible within the limits of current technology. Identification may be accomplished through archival records, old procedural Manuals, surface testing, radiation survey methods, or use of analytical instrumentation such as x-ray fluorescence. (Treatment or contamination may have occurred prior to accession by the SI, and may not be reflected in SI records). Technical assistance may be provided by OSHEM. Sources of guidance are listed in Section K , "References," of this Chapter.
2. Asbestos. The handling, storage, decontamination, and labeling of asbestos-containing or asbestos-contaminated collections require compliance with OSHA and EPA regulations (refer to Chapter 22, "Asbestos", of this Manual). Guidance documents for object types that are suspect for asbestos are included in Section K, "References", of this Chapter, as well as in the facility Asbestos Assessment reports available through the Safety Coordinator, which also will note storage areas that may pose a contamination risk from delaminating asbestos-containing building materials.
3. Exposure Assessment. Once a hazard is identified within a collection, the employee health risk shall be determined through occupational exposure surveys conducted by OSHEM, in accordance with Chapter 39, "Exposure Assessment and Medical Surveillance" , of this Manual. These surveys may include physical, chemical, or biological evaluations depending on the type of contact and exposure. Many contaminants (e.g., arsenic, asbestos, formaldehyde), are specifically regulated by OSHA, and require exposure monitoring to be performed during work tasks that pose a hazard from these materials (e.g., asbestiform mineral sectioning, handling arsenic-treated study skins).
D. LABELS AND OTHER FORMS OF HAZARD WARNING
1. Hazardous materials in collections must be labeled as hazardous materials, either per object or in a manner sufficient to alert users prior to contact (e.g., postings on storage rooms doors or shelves, fact sheets provided to visiting researchers). Hazard warning labeling is a requirement of Chapter 25, "Chemical Hazard Communication" and Chapter 32, "Ionizing Radiation", of this Manual.
2. Written notification of known or suspected hazards within a particular collection, and the adopted safe work practices shall be provided to visiting researchers.
3. Shipment. Collections objects and specimens shipped from field to facility, shipped (e.g., loaned) to another facility, surplused, deaccessioned, or otherwise transferred (e.g. pursuant to the Native American Graves Protection and Repatriation Act 43 CFR 10), shall be accompanied by documentation that discloses known or suspected hazardous chemicals that may be present within the object or specimen, or its shipment fluid. Documentation of ionizing radiation sources must comply with shipping documentation requirements of Chapter 32, "Ionizing Radiation", of this Manual. Packaging, shipping documentation, and shipping methods shall be compliant with U.S. Department of Transportation (DOT) and International Air Transport Association (IATA) regulations.
4. Hazard Identification from Senders of Collections. The SI collecting unit shall ensure that the requirements of this section, regarding the identification of hazards and recommended controls , are required of the senders of material for acquisition consideration, incoming loans, and incoming fieldwork (research) collections.
1. Remediation through removal, enclosure, or other permanent controls shall be applied if feasible or allowable with respect to preserving the integrity of the object in accordance with good conservation and collections care practices.
2. Safe work practices for collections handling, management, research, restoration, or conservation shall be developed for the specific needs of the collection or program. Factors to be considered include:
a. The inherent toxicity, combustibility and/or flammability of the material;
b. The potential route(s) of exposure (e.g., inhalation, ingestion, dermal contact/ absorption, and radiation dose);
c. The type of contact;
d. The daily frequency and duration of contact; and
e. Potential for physical trauma.
3. In general, the following guidelines shall be considered when developing safe work procedures.
a. Laboratory fume hoods or capture exhaust hoods (e.g., slot hoods, downdraft tables, and capture "trunk" hoods) shall be used whenever possible when conserving, sectioning, treating, or examining a hazardous collections object/specimen. Design and installation of hoods shall be in accordance withChapter 27, "Ventilation for Health-Hazard Control", of this Manual
b. Dust suppression techniques (e.g., diamond saw cutting fluids, sectioning of asbestiform minerals under a laboratory fume hood, High-Efficiency Particulate Air [HEPA]-filtered vacuum cleaners, general coverings, and non-vigorous handling) shall be used when sectioning, cleaning, conserving, and transporting objects/specimens with residual particulates and fibers. Water-trap vacuums are not recommended, as the water may require special waste handling.
c. All personnel who handle hazardous collections shall wash their hands afterwards, and use good personal hygiene practices:
(1) Do not eat, drink, smoke, use cosmetics, or touch your eyes, nose, or mouth.
(2) Do not eat, store, or prepare food or beverages in an area containing hazardous materials.
(3) Smoking is not permitted in collections work areas, or in areas where flammable or combustible materials are being used or stored.
(4) Do not store hazardous materials in the same refrigerator as food or other consumables.
d. Personal Protective Equipment
(1) The use of respirators shall be considered on a case-by-case basis based on the results of the Job Hazard Analysis and employee exposure monitoring. Refer to Chapter 18, "Respiratory Protection," of this Manual, for information on respirators.
(2) Protective barrier gloves shall be used by staff, and offered to visiting researchers, when handling potentially contaminated collections or storage surfaces. These gloves shall be disposed after use, or after a day's use, to prevent contamination from the used glove itself. In most cases, used gloves can be disposed as regular trash once removed inside out. Activities generating larger supplies of contaminated gloves (e.g., collection packing and moving) may need to be disposed of as hazardous waste. Supervisors shall contact their facility Hazardous Waste Coordinator and/or OSHEM for guidance on glove selection, use, and disposal requirements.
(3) Protective clothing (e.g., lab coats) shall be worn whenever collections-handling activities (e.g., moving over-sized objects or intensive cleaning) may result in clothing being contaminated by hazardous materials. Due to possible contamination of laboratory coats with chemicals, staff members shall not wear laboratory coats outside of their laboratory or workspace, and shall be advised not to wash laboratory coats with personal clothing items.
(4) Provisions shall be made by the collecting unit to launder lab coats on-site in a dedicated uniform washer and dryer, or through an industrial uniform launderer. When using the services of a commercial laundry equipped to accept contaminated clothing, the firm shall be informed of the possible contaminants. An example of a contaminant warning: "CAUTION: Clothing may be contaminated with (inorganic arsenic) (lead) (mold) (chemicals). Do not remove dust by blowing or shaking. Dispose of contaminated wash water in accordance with applicable Federal, State, or local regulations."
(5) Refer to Chapter 17, "Personal Protective Equipment", of this Manual for further information.
e. Housekeeping and Waste Disposal
(1) Work and storage surfaces in contact with contaminated or hazardous objects/specimens shall be non-porous, easily cleanable material. These surfaces shall be cleaned periodically using decontamination methods effective for the type of residue or spill (e.g., HEPA-vacuum or wet methods for particulates; solvent cleaners for organic liquids). If the work/storage surface itself will be disposed, the supervisor shall consult with the facility Hazardous Waste Coordinator.
(2) HEPA-filtered vacuum cleaners shall also be used for cleaning collection case interiors and diorama interiors in storage and exhibit cases housing treated collections that may leave a hazardous residue. Water-trap vacuums are not recommended, as the water may require special waste handling. Vacuum cleaner waste bags and filters from cleaning these areas, particularly those areas containing lead paint chip residue from cases, may need to be disposed of as hazardous waste. Supervisors shall contact the facility Hazardous Waste Coordinator and/or OSHEM for guidance and testing. Collection storage area floors will also benefit from HEPA-filtered vacuum cleaning but dry sweeping is not recommended, unless the mop or broom has a treated surface designed to adhere to dust. Collection storage area floors shall not be dry swept. Use HEPA vacuums, or use mops/brooms that have treated surfaces designed to adhere dust.
(3) Contaminated or treated items shall be stored separately, if possible, from uncontaminated items to prevent cross-contamination through direct contact with dust, or through air movement of vapors.
(4) Storage and shipment boxes and materials that have housed contaminated items shall not be re-used for housing other items.
(5) All hazardous collections and/or storage materials slated for disposal, or any spill or leak from hazardous collections, may be hazardous waste. Supervisors shall contact the facility Hazardous Waste Coordinator and/or OSHEM for guidance and testing.
(6) Refer to Chapter 29, "Hazardous Waste Management", of this Manual for further information.
F. SPECIAL CONSIDERATIONS FOR RADIOACTIVE COLLECTIONS
1. Collection items with naturally occurring or man-made radiation hazards shall be included in the handling, storage, and labeling requirements of Chapter 32, "Ionizing Radiation", of this Manual. Staff handling radioactive collections shall be evaluated for entry into the ionizing radiation exposure monitoring program.
2. Specific requirements that address personal exposure, storage, packaging and transportation, and contamination control are advisable.
3. Incoming collections, or outgoing collections, with radioactive components must be accompanied by appropriate documentation from the sender, per Chapter 32, "Ionizing Radiation", of this Manual. The facility Radiation Safety Coordinator must be consulted on reviewing or providing appropriate survey documentation.
1. Collections storage areas shall be maintained in separatefire-rated areas/facilities that are provided with appropriate automatic fire detection and suppression systems. Specific fire protection and prevention requirements for these areas are addressed inChapter 36, "Fire Protection", andChapter 38, "Fire Prevention", of this Manual, and Chapter 7 of the SI Fire Protection and Life Safety Design Manual.
2. Fluid Based, Flammable Liquid Collections shall be stored in protected areas approved by OSHEM and in accordance withChapter 38, Fire Prevention. of this Manual, and Chapter 7 of the SI Fire Protection and Life Safety Design Manual. These may include, but are not limited to, warehouse areas such as flammable liquid warehouse areas, flammable liquid cut-off rooms, flammable liquid storage lockers, and approved flammable liquid cabinets.
3. Collections/Artifacts that may present an explosion hazard (e.g., munitions) shall be stored in locations approved by OSHEM and in accordance with Chapter 36, "Fire Protection", of this Manual.
5. Collections/Artifacts that may contain fuel or gases (e.g., match and lighter collection, vehicles that contain fuel) shall be stored in locations approved by OSHEM and in accordance with Chapter 36, "Fire Protection", of this Manual.
6. Storage of cellulose nitrate motion picture film and other cellulose nitrate based materials shall be reported to OSHEM and the SI Archives prior to commencement of storage. Storage and handling of this material shall be in accordance with NFPA 40, "Standard for the Storage and Handling of Cellulose Nitrate Film," the requirements of Chapter 36, "Fire Protection", of this Manual, and SD 502, "Cellulose Nitrate Still and Motion Picture Film".
H. EXHIBITS AND PUBLIC PROGRAMS
1. The presence of hazardous materials within collection objects on display, or available for hands-on activities, shall be determined to the extent feasible within the limits of current technology. Safe work procedures, as listed above, shall be developed to address the protection of staff accessing the exhibits for cleaning, handling, and other reasons. Warning signs (if applicable) shall be affixed to diorama doors to alert staff of the potential hazards. Exhibits slated for demolition or renovation shall be tested for presence of hazardous materials (most notably, asbestos in art plasters and manikins, and lead-based paint) and appropriate construction specifications shall be included in the project design.
2. The visiting public shall be protected from exposure to specimens or objects known to, or suspected of, containing hazardous materials. Any potentially hazardous items must be displayed inside cases or in a way that the public is protected against contact. For example, pesticide-treated taxidermy mounts shall not be displayed over the heads of visitors in exhibit areas.
3. Treated objects that pose a skin contact or absorption hazard shall not be touched or handled, except by trained docents or staff wearing gloves or other appropriate skin protection. All other applicable general work practices listed above shall be followed.
I. TRAINING. Employees working with collections objects and specimens subject to this Chapter shall receive an overview of collections-based hazards and specific safe work practices as part of job-specific safety training and Chemical Hazard Communication training, in accordance with, respectively,Chapter 6, "Training", and Chapter 25, "Chemical Hazard Communication", of this Manual.
1. Documentation of hazards for specific collections objects shall be maintained indefinitely by the facility (Safety Coordinator and supervisor) for current and future reference.
2. Workplace and personal exposure surveys, and worker training records, are to be maintained by OSHEM, and the respective supervisors, according to the timelines established in Chapter 8, "Program Reporting and Recordkeeping Procedures" and Chapter 39, "Exposure Assessment and Medical Surveillance" , of this Manual.
3. Training records shall be maintained for a minimum of 5 years.
1. OSHEM COLLECTIONS-BASED HAZARD CONTROL PROGRAM
2. National Park Service documents on chronology of pesticide usage and collections-work practices .
4. Conservation and Art Material Encyclopedia Online (CAMEO), a database of chemical, physical, visual, and analytical information on over 10,000 historic and contemporary materials used in the conservation, preservation and production of artistic, architectural, and archaeological items. Developed by the Conservation and Collections Management Division at the Museum of Fine Arts, Boston.
5. Native American Graves Protection and Repatriation Act (NAGPRA) 43 CFR 10
6. SD 502, "Cellulose Nitrate Still and Motion Picture Film".
7. NFPA 40, Standard for Storage and Handling of Cellulose Nitrate Film.
8. SI Fire Protection and Life Safety Design Manual.