Inventory of Reagents/Indicators and Other Items SOP

SOP for procurement, Receiving, Storage and Disposal of Reagents / Chemicals

This SOP covers procurement, receiving, labeling, use, recording, storage of all Reagents/Indicators and other items used for analytical purpose in Quality Control Department.

1.0 OBJECTIVE :
  • To provide a Procedure for Maintaining Stock of Reagents/Indicators and other items.
2.0 SCOPE :
  • This procedure covers procurement, use, recording of all Reagents/Indicators and other items used for analytical purpose in Quality Control Department.
3.0 RESPONSIBILITY :
  • Quality Control Chemist and above
4.0 ACCOUNTABILITY:
  • Quality Control Head
5.0 PROCEDURE :

5.1 INDENT FOR  REAGENTS / INDICATORS :

  • Check the stock of Reagents/Indicators from the Inward Register.
  • Send requisition to Purchase department, if material available is less than Required quantity for analysis, specifying the name and grade(e.g.: A.R/ G.R/ L.R) of required chemical.
  • Give one month lead time for procurement.
  • Classify the regents as per consumption and check the stock accordingly for all materials (List of different items as per category is available).
CategoryConsumption PatternFrequency Of Checking
AHigh consumptionMonthly
BMedium ConsumptionQuarterly
CLow ConsumptionHalf yearly
OthersMedium ConsumptionQuarterly

  • Includes other items like Glass apparatus, Filter paper, Litmus paper, starch iodide paper, Aluminum foil, Glass beads, Syringe filter etc.
  • Check the stock in last week of every month.
  • Procure the material on urgent basis only in case of new product, exceptionally high consumption with justification.

5.2 RECEIPT OF REAGENTS / SOLVENTS:

  • Check the seal integrity of container and also name of material, Mfg. by, Mfg. Date, Exp. Date etc. on the label of receipt of Reagents/Indicators.
  • Check the invoice of chemicals against the Requisition and sign in ‘checked by’ column in invoice by QC Chemist/ QC Officer.
  • Verify the invoice and sign in ‘verified by’ column in Invoice by QC Executive/ QC Head.
  • Submit original copy of invoice/ Challan to Account Department.
  • Maintain the file for photocopy of invoice/ Challan for five years.

5.3 LABEL AND STORAGE OF REAGENT/SOLVENT:

  • Store all Reagents/Indicators in ‘chemical store’ room.
  • Label all the container of Reagents/Indicators with separate label affixed on a container in such a way  that it does not obscure the manufacturer label after received.
  • Write the number on all bottles/containers which show that number of bottle out of total number of bottles/containers are received. (e.g. 1/5,2/5,3/5…..5/5 when 5 bottles are received).
  • Write down the validity as mentioned below on all bottles/containers.
  • For Solid Reagents:
    • 5 Years from the date of opening or expiry date mentioned on bottles/ containers, whichever is earlier.
  • For Liquid Reagents:
    • 3 Years from the date of opening or expiry date mentioned on bottles/ containers, whichever is earlier.
  • Take entry for received Reagents/Indicators and others items in the Inward Register.
  • Arrange the container alphabetically in the rack (different racks are available for solid and liquid Reagents) according to name of material.
  • Store Concentrated acids under the fume hood containing sand bath.
  • Write ‘date of opening’ and ‘Valid up to’ date on label when containers/bottles are taking for use.
  • Issue new chemicals/indicators after exhausting the previous bottle/container and enter the details for the same in Inward register.
  • Tightly closed the lid/stopper of the reagent/ solvent bottle to avoid moisture.
  • Ensure containers and lids are at proper place and in good condition after use.

5.4 DISPOSAL OF REAGENTS/SOLVENTS:

  • Discard the Reagents/Indicators in case the description of the content does not complies with the initial observation.
  • Destroy entire balance stock of that Consignment in case Reagents/Indicators are not consumed prior to its expiry date.
  • Maintain the records of the destruction in remark column of Inward Register.
 6.0 ABBREVIATIONS:
AbbreviationExpanded form
SOPStandard Operating Procedure
QCQuality Control
A.RAnalytical Reagent
G.RGuaranteed Reagent
L.RLab Research
Mfg. byManufactured By
Mfg. DateManufacturing Date
Exp. DateExpiry Date

7.0 ANNEXURES:
Annex. No.                                    Title
01Inward register
02Label for sampled received

8.0 SOP REFERENCES
  • GLP Guidelines

END OF THE SOP


ANNEXURES :

Annex. No. 01 Format for Inward register


Annex. No. 02 Format for Label for sampled received