The licensee/registrant must maintain applicable, accurate records in a secure storage location for two (2) years from the date of the last transaction. All records must be readily available for audit purposes to OSU EH&S or DEA Diversion Investigators.
The tables below list each record by its type (e.g., security) with a description of its use.
Blank templates and forms are available from the links in the Record Template columns.
Click the link to download or open.
Security Records
Record Template |
Used to… |
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Certify each person (e.g. PI, lab personnel) who will handle controlled substances as part of a research protocol. |
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List each person allowed to handle controlled substances for research use as an authorized agent. |
Inventory Records
Record Template |
Used to… |
Example |
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Record controlled substance at a new storage location (including transfers and changes of address) immediately upon receipt of a DEA registration |
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List all controlled substances currently stored at the DEA registered location.
Perform every two (2) years after initial inventory. Keep completed biennial inventory with the controlled substance records. |
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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 a “perpetual inventory”, this log is likely used in conjunction with other usage records that fully detail the use of the controlled substance (e.g. dilution log). |
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List the controlled substances stored at a registered location upon the closing of that location. |
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Usage Records
Record Template |
Used to… |
Example |
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Document the detail for each use of any controlled substance amount removed from its original container, including the:
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Document the usage details for a controlled substance that has been withdrawn from its original container and mixed with a solution to dilute the concentration including the:
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Purchasing, Transferring, Waste, & Theft/Loss Records
Record Template |
Used to… |
Example |
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Record the receipt of the controlled substance from the supplier including the signed and dated:
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DEA Form 41 – Drugs Destroyed |
Record controlled substances that are wasted on site (i.e., in the laboratory) by 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 two (2) years.
Do not waste expired, unwanted, or significant quantities of a damaged controlled substance on site. Contact EH&S for options. |
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Registration for Schedule I – DEA Form 225
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Applications for use of Schedule I drugs must be submitted as a hard copy and must attach 3 copies of protocol, including curriculum vitae. |
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Registrations for Schedule II-IV DEA Form 225
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Electronic submission of this form is preferred, except for Schedule I
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Controlled Substances Discrepancy Report Form
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Record and document a theft or significate loss of controlled substance.
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To track the transfer of controlled substances from one authorized person or location to another. |
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Other Helpful Documents
Document |
Used to… |
Prepare for an Audit |
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Provides standard operating procedures for laboratory personnel |
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Required for using controlled substances in research |