The licensee/registrant must maintain applicable, accurate records in a secure storage location for two (2) years from the date of last transaction. All records must be readily available for audit purposes to NYSDOH BNE, or DEA Diversion Investigators.

The tables below list each record by its type (e.g., security) with a description of its use.

Record template

Use

Authorized Personnel Log

List each person (e.g., PI, lab personnel) allowed to handle controlled substances for research use as an authorized agent or authorized personnel.
Include a date range for the authorization.

Record template

Use

Example

Initial Inventory Log
(Word | PDF)

Record controlled substances at a new storage location (including transfers and changes of address) immediately upon receipt of a DEA registration.

  • May use the General Inventory Log, but clearly label it "Initial Inventory."
  • If you have yet to store controlled substances at that location, indicate, "Zero inventory — no controlled substabces at present location."

Initial Inventory Example

DEA Biennial Inventory

List all of the controlled substances currently stored at the DEA registered location. Perform every two (2) years after initial inventory. Keep the compelted biennial inventory with the controlled substance records.

Tip: If the timing coincides, the DEA biennial inventory can be performed at the same time as the SOM annual inventory.

 

General Inventory Log
(Word | PDF)

Summarize the usage of a controlled substance from the time of acquisition to the end of use (e.g., administration and/or disposal), including recording expired or damaged controlled substances.

Also called "perpetual inventory," this log is likely used in conjunction with other usage records that fully detail the use of the controlled substance (e.g., multiple dose log, dilution log).

General Inventory Example

Reverse Distributor Inventory List

Submit inventory of all expired, unwanted or damaged controlled substances to be picked up by Occupational and Environmental Health & Safety (OES) as part of the reverse distribution process.

 

 

Closing Inventory Log
(Word | PDF)

 

List the controlled substances stored at a registered location upon the closing of that location.

May use the General Inventory Log, but circle "Closing Inventory."

Closing Inventory Example

Record template

Use

Example

Multiple Dose Log
(Word | PDF)

Document the details for each use of any controlled substance amount removed from its original container, including the:

  • Amount withdrawn
  • Waste amount (if applicable) and
  • Remaining balance through final disposal

Multiple Dose Log Example

Diluted Solution Log
(Word | PDF)

Document the usage details for a controlled substance that has been withdrawn from its original container and mixed with a solution to dilute the concentration, including the:

  • Amount withdrawn
  • Waste amount (if applicable) and
  • Remaining balance through final disposal

Diluted Solution Log Example

Record template

Use

DEA 41 Form — Drugs Destroyed

Record controlled substances that are wasted on site (i.e., in the laboratory) by the DEA registrant or authorized personnel in the course of normal controlled substance administration or container breakage/spillage. Complete online, print and file with controlled substance paperwork for a minimum of two (2) years.

Do not waste expired, unwanted or significant quantities of damaged controlled substances on site. Contact OES for pick up through the reverse distribution process.

DEA Form 106 — Theft/Loss

Submit an online report within one (1) day of significant loss/theft.

  • Complete after faxing notification to the Buffalo office
  • Must be completed by the DEA registrant