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).
| Category | Consumption Pattern | Frequency Of Checking |
| A | High consumption | Monthly |
| B | Medium Consumption | Quarterly |
| C | Low Consumption | Half yearly |
| Others | Medium Consumption | Quarterly |
- 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:
| Abbreviation | Expanded form |
| SOP | Standard Operating Procedure |
| QC | Quality Control |
| A.R | Analytical Reagent |
| G.R | Guaranteed Reagent |
| L.R | Lab Research |
| Mfg. by | Manufactured By |
| Mfg. Date | Manufacturing Date |
| Exp. Date | Expiry Date |
7.0 ANNEXURES:
| Annex. No. | Title |
| 01 | Inward register |
| 02 | Label 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
