ETHIOPIAN FOOD, MEDICINE AND HEALTHCARE ADMINISTRATION ANDCONTROL AUTHORITYSTANDARD OPERATING PROCEDURES FOR PHARMACEUTICALS GOODDISTRIBUTION AND STORAGE PRACTICESApril 2018Addis Ababa, Ethiopia
IntroductionDistribution of pharmaceutical products is an important activity in the integrated supply-chainmanagement. Feeble points in the distribution processes of pharmaceutical products provide viableground for counterfeit, illegally imported, stolen and substandard medicines to enter the supplychain. To maintain the original quality of pharmaceutical products, every party involved in thedistribution chain should comply with the applicable practices, legislation and regulations. Eachactivity in the distribution of pharmaceutical products should be carried out according to theprinciples of Good Manufacturing Practice (GMP), good storage practices (GSP) and gooddistribution practices (GDP).The Ethiopian Food, Medicine and Healthcare Administration and Control Authority is mandatedto ensure the availability of quality assured pharmaceutical products to the public. In addition, toensure the integrity, quality and responsiveness of the supply chain, the authority is required toimplement and enforce internal quality management systems in all importers and wholesalers ofpharmaceutical products. As part of this effort, the authority has developed model standardoperating procedures (SOPs) for pharmaceuticals good distribution practice, good storagepractices and other related activities with a view to integrate and standardize internal qualityassurance systems of pharmaceutical importers and wholesalers in Ethiopia.Therefore, these model SOPs are prepared to guide pharmaceutical importers and wholesalers toadapt them for their contexts. The pharmaceutical importers and wholesalers are expected toimplement the adapted SOPs and display the SOPs in the respective areas at all times. These SOPsdefine and describe the functional relationships, the work processes, the roles and internal controlsthat promote efficiency, transparency and accountability.
The following Model Standard Operating procedures are included in the document1. Standard Operating Procedure for Pharmaceutical Storage Practice2. Standard Operation Procedure for Receiving of Pharmaceutical products3. Standard Operating Procedure for Dispatch and Transport4. Standard Operating Procedure for Inventory5. Standard Operating Procedure for Cleaning6. Standard Operating Procedure for Self-inspection7. Standard operating procedure for Corrective and Preventive Action8. Standard Operating Procedure for Complaints Handling9. Standard Operating Procedure for Return Products Handling10. Standard Operating Procedure for Recall Handling11. Standard Operating Procedure for Medicine Waste Handling and Disposal12. Standard Operating Procedure for Security
LogoDocument No: xxxORGANIZATION NAMETitle:Approved date:Standard Operating Procedure for Pharmaceutical StoragePracticeEffective date:Revision No. 00Title: Standard Operating Procedure for Pharmaceutical Storage PracticeLogoStatus:SOP No.Page 1 of 7Prepared byApproved byRevised byVersion No.Name:NameNameEffective date:Sig:Sig:Sig:Review date:Date:Date:Date:Supersedes:Table of Contents1. Purpose .22. Scope.23. Responsibilities.23.1. Warehouse manager .23.2. Technical Director .24. Definitions .25. Materials and Equipment’s .36. Procedures .36.1. Warehouse manager .36.2. Technical manager .47. Distribution .58. Records .59. Revision History .5Reference .5Annexes .6Annex 1: Defined storage Instructions and Meanings .6Annex 2: Rejected products log .6Annex 3: Cleaning log sheet .71
LogoDocument No: xxxORGANIZATION NAMETitle:Standard Operating Procedure for Pharmaceutical StoragePracticeApproved date:Effective date:Revision No. 00Page 2 of 71. PurposeThe purpose of this SOP is to describe the storage requirements of medicines and medicalproducts at warehouse and during transportation in the distribution channel.2. ScopeThis SOP is applicable to institutions involved in storage and distribution of storespharmaceutical products. These include but not limited to manufacturers, importers, distributorsand medicine retail outlets.3. Responsibilities3.1. Warehouse manager Receive and store medicines according to their storage conditions Daily Monitoring of temperature and relative humidity of the store Store products at their appropriate place.3.2. Technical Director Ensure that medicines are stored according to their storage condition Document periodic monitoring record Ensure that this SOP is followed Update this SOP when required4. DefinitionsThe definitions given below should be used in the context of this SOP only.4.1. Expiry date: The date given on the individual container (usually on the label) of apharmaceutical product up to and including the date on which the product is expected toremain within specifications, if stored correctly. It is established for each batch byadding the shelf-life to the date of manufacture.4.2. Packaging material: Any material, including printed material, employed in thepackaging of a pharmaceutical product, but excluding any outer packaging used for2
LogoDocument No: xxxORGANIZATION NAMETitle:Standard Operating Procedure for Pharmaceutical StoragePracticeApproved date:Effective date:Revision No. 00Page 3 of 7transportation or shipment. Packaging materials are referred to as primary or secondaryaccording to whether or not they are intended to be in direct contact with the product.4.3. Pharmaceutical product: Any product intended for human use, presented in its finisheddosage form, which is subject to control by pharmaceutical legislation in either theexporting or the importing state and includes products for which a prescription isrequired, products that may be sold to patients without a prescription, biologicals andvaccines.4.4. Storage: The storing of pharmaceutical products and materials up to their point of use.4.5. Supplier: A person or entity providing pharmaceutical products and materials uponrequest. Suppliers may be agents, brokers, distributors, manufacturers or traders. Whereapplicable, suppliers should be authorized by a competent authority.5. Materials and Equipment’s Calibrated Digital thermo-hygrometers Logbooks protective or working garments Temperature and humidity recording log sheet6. Procedures6.1. Warehouse manager Receive pharmaceutical shipments in clean receiving bay as per receiving SOP (SOPNo .) and check label such as Name, strength, batch number, expiry date according tosupplier dispatch document ( packing list, sales invoice etc). Store products on clean, undamaged pallets and according to product specification. Maintain adequate space between the rows of stored products for cleaning, monitoringand inspection. Ensure safe and appropriate storage of pharmaceutical products. Properly handle and store NPS drugs in compliance with international conventions, andnational laws and regulations.3
LogoDocument No: xxxORGANIZATION NAMETitle:Standard Operating Procedure for Pharmaceutical StoragePractice Approved date:Effective date:Revision No. 00Page 4 of 7Store separately highly toxic and radioactive materials, and other hazardous, sensitiveand/or dangerous materials and pharmaceutical products in dedicated area that is subjectto appropriate additional safety and security measures. Follow appropriate stock rotation to ensure that the oldest stock sold first within its shelflife and moved to the front of the picking face and the new stock put to the back. Store recalled and return products according in a dedicated area under key and lock andclearly labelled. Periodically segregate and records damaged and expired products. Ensure cleanliness of warehouse, monitor as per cleaning schedule and records aremaintained as per Annex 3. Control and monitor room temperature and relative humidity using calibrated thermohygrometer and records are maintained as per the temperature and RH log sheet. Check the condition of newly arrived cold box that contain the product. Ensure safe and appropriate storage of cold chain pharmaceutical products. check and ensure cold chain products are not placed directly against the refrigerator sideor back wall or near the cooling plate. Maintained sufficient space around the cold chain products for air to circulate. Check the expiry date of the cold-chain products on a regular basis.6.2. Technical manager Ensure medicines are stored according to their storage condition. Ensure daily monitoring of temperature and relative humidity is carried out. Ensure handling of NPS according to national legislation. Ensure proper handling of recall, returned, expired products. keep all monitoring records for at least the shelf-life of the stored pharmaceuticalproducts pluses one year. Ensure cold-chain medicines are stored and managed properly. Ensure this SOP is followed and updated when required.4
LogoDocument No: xxxORGANIZATION NAMETitle:Approved date:Standard Operating Procedure for Pharmaceutical StoragePractice Effective date:Revision No. 00Page 5 of 7Monitor proper transfer of the products to the cold room.7. DistributionThis SOP distributed to: Quality assurance department/general managing/ technical manager offices Warehouse manger8. Records8.1.After the completion of each activity, all documents and correspondence should berecorded and filed in folder.8.2.File numbers should be kept electronically and/or in hard copy for easy of tracing folders.8.3.The change histories of this SOP should be kept and filed properly including all versions8.4.The different versions should be kept for years in traceable manner.9. Revision HistoryRevision numberSummary of changeEffective dateR0New SOPTo be assignedR1R2R3Reference1. d%20Recale%20Guideline%202015.pdf2. WHO, guide to good storage practices for pharmaceuticals, series No 908.2003.5
LogoDocument No: xxxORGANIZATION NAMETitle:Approved date:Standard Operating Procedure for Pharmaceutical StoragePracticeEffective date:Revision No. 00Page 6 of 7AnnexesAnnex 1: Defined storage Instructions and MeaningsStorage condition on the labelInterpretationFreeze/FreezerThe temperature is -20 C to -10 CRefrigeratorThe temperature is 2 C to 8 CCold placeThe temperature is 8 CCool placeThe temperature is 8 C to 15 CRoom temperatureThe temperature is 15 C to 30 CDo not store over 30 CFrom 2 C to 30 CDo not store over 25 CFrom 2 C to 25 CDo not store over 15 CFrom 2 C to 15 CDo not store over 8 CFrom 2 C to 8 CDo not store below 8 CFrom 8 C to 25 CProtect from moisture 60% relative humidity“Protect from light”To be provided to the patient in a light-resistant containerDo not store over 30 CFrom 2 C to 30 CDo not store over 25 CFrom 2 C to 25 CDo not store over 15 CFrom 2 C to 15 CAnnex 2: Rejected products logRejectedby easonRemoved Dispositionby andby RPdate(R / D)*6
LogoDocument No: xxxORGANIZATION NAMETitle:Approved date:Standard Operating Procedure for Pharmaceutical StoragePracticeEffective date:Revision No. 00Page 7 of 7R (Returned to supplier), D (Destroyed)Annex 3: Cleaning log sheetType of cleaning:DailyMonthlyDate Cleaning carried Area cleaned Cleaning agent usedoutAnnualPerformed byChecked byReviewed by: Date:7
LogoDocument No: xxxORGANIZATION NAMETitle:Approved date:Effective date:Revision No. 00Standard Operating Procedure for MonitoringTemperature and Relative humidityTitle: Standard Operating Procedure for Monitoring Temperature and RelativePage 1 of 8LogohumiditySOP No.Status:Prepared byApproved byRevised byVersion No.Name:NameNameEffective date:Sig:Sig:Sig:Review date:Date:Date:Date:Supersedes:1
LogoDocument No: xxxORGANIZATION NAMETitle:Standard Operating Procedure for MonitoringTemperature and Relative humidityApproved date:Effective date:Revision No. 00Page 2 of 8Table of Contents1.Introduction . 32.Purpose . 33.Scope . 34.Responsibility . 44.1Store keeper . 44.2Technical manager . 45.Materials and equipment . 46.Procedure . 46.1Monitoring and recording of room temperature . 46.2Monitoring and Recording of Refrigerators and Freezer Temperature . 56.3Humidity control and monitoring . 57.Distribution . 68.Records . 69.Revision History . 610.Reference . 72
LogoDocument No: xxxORGANIZATION NAMETitle:Standard Operating Procedure for MonitoringTemperature and Relative humidity1.Approved date:Effective date:Revision No. 00Page 3 of 8IntroductionTemperature and/or relative humidity monitoring is essential in warehouses and storagefacilities housing sensitive medical equipment and pharmaceuticals product. Failure to storesuch items within the specified temperature range may affect their quality and effectiveness.Failure to monitor and record temperatures and relative humidity accurately can mean thathealth professionals may be unaware of these potential effects on medical product. This maywell include the monitoring and control of room temperature storage required by themanufacturer. This Temperature and relative humidity monitoring SOP directs how to monitortemperature and/or relative humidity of medical product duringstorage, transportation anddistribution.2.PurposeThis Standard Operating Procedure (SOP) describes the procedure when monitoring andrecording of temperatures and/or relative humidity of medical products.3.ScopeThis SOP applies to the monitoring of temperature and relative humidity for medicalproduct during the storage, distribution and transportation3
LogoDocument No: xxxORGANIZATION NAMETitle:Standard Operating Procedure for MonitoringTemperature and Relative humidity4.Responsibility4.1Store keeperApproved date:Effective date:Revision No. 00Page 4 of 8 Monitor the room temperature and refrigerator temperature regularly Record the reading of temperature and/or relative humidity Report any discrepancy occurred4.2Technical manager Ensures the room and refrigerator temperature monitored regularly Ensures records are kept5.Materials and equipment Temperature and humidity recording log sheet Stationeries Calibrated thermometer Calibrated hygrometer6.6.1ProcedureMonitoring and recording of room temperature6.1.1Ensures calibrated temperature monitoring device positioned according to theresult of mapping exercise.6.1.2 Control and monitor temperatures using calibrated monitoring device.6.1.3 Conduct monitoring at points representing the extremes of the temperaturerange (hot spots or cold spots)6.1.4 Record twice daily and it contains date, time, minimum and maximumtemperatures and name and sign of person recording. (Annex1)6.1.5 Check the thermometer used for monitoring at suitable predeterminedintervals.6.1.6 Record the results of such checks and retain the record.6.1.7Calibrate thermometer at least [put period re-calibration date]6.1.8 Report any deviation to technical manager6.1.9 Keep all monitoring records for a period of [put document retain period]4
LogoDocument No: xxxORGANIZATION NAMETitle:Standard Operating Procedure for MonitoringTemperature and Relative humidityApproved date:Effective date:Revision No. 00Page 5 of 86.1.10 Investigate any deviation and take appropriate corrective and preventiveaction.6.1.11 Record the action taken.6.2Monitoring and Recording of Refrigerators and Freezer Temperature6.2.1 Calibrated control sensors/thermometer positioned at the hot and cold spotsdetermined by temperature mapping,6.2.2 Ensures control sensors independent of the temperature monitoring system6.2.3 Check the maximum, actual and minimum fridge temperature betweenintervals.6.2.4 Record the Maximum, Current/Actual, and Minimum temperature twice daily.(Annex1)6.2.5 Keep temperature logs close to the refrigerator/freezer (but not inside)6.2.6 Use a separate temperature record for each refrigerator/freezer. (Annex1)6.2.7 Calibrate the thermometer at least [put re-calibration date]6.2.8Record any activity which may affect the temperatures recorded e.g. tidying,re-stocking, cleaning, defrosting at the time it takes place.6.2.9 The temperature log signed and date by individuals checks.6.2.10 Investigate out of specification reading and take corrective action andpreventive action.6.2.11 Record action taken.6.2.12 Out of specification reading exists for several
2. Standard Operation Procedure for Receiving of Pharmaceutical products 3. Standard Operating Procedure for Dispatch and Transport 4. Standard Operating Procedure for Inventory 5. Standard Operating Procedure for Cleaning 6. Standard Operating Procedure for Self-inspection 7. Standard operating
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