Professional Documents
Culture Documents
Good Storage Practices
Good Storage Practices
GUIDELINES FOR
GOOD ST OR A GE P R A C T I C E S
IN M EDIC A L ST ORES
A ND H OSP IT A LS
Cairo - E g y p t
2 0 0 4
GSP - E g y p t
Cont r i b u t e r s - R e v i s e d E d i t i on
F ro m C e n t r a l A d m in is t r a t io n o f P h a r m a c e u t ic a l A f f a ir s :
• D r. Zeinab Ebied, G eneral Manager, Technical Research
and Training
• D r. M o u s t af a I br ah im , G eneral Manager of
Pharmaceutical Inspection
P h a r m a c e u t ic a l In d u s t r y E x p e r t s :
• D r. R eda S h o u k r y
• D r. O s am a El -G h af f ar y
• D r. A bdel A z iz A bdel R eh iem
U n d e r S e c r e t a r y o f S t a t e f o r P h a r m a c e u t ic a l A f f a ir s
• D r. O s am a El -K h o l y
C o n t r ib u t e r s -F ir s t E d it io n , 1 9 9 7
From Faculty of Pharmacy. Cairo University:
• P r o f . D r . A hm e d A b d E l -B a r y , D e a n, p r o f e s s o r o f p ha r m a ce u t i cs a nd i ndu s t r i a l
p ha r m a cy .
• P r o f . D r . A l i a A . B a da w y , p r o f e s s o r o f p ha r m a ce u t i cs a nd i ndu s t r i a l p ha r m a cy .
• D r . M o ha m e d S . E l -S a m a l i g y , p r o f e s s o r o f p ha r m a ce u t i cs a nd i ndu s t r i a l
p ha r m a cy .
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TABLE OF CONTENTS
I . D E F I N I T I O N S A N D C O N C E P T S. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
I I . P R E M I SE S A N D F A C I L I T I E S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1
B a s i c R e q u i r e m e n t s ..............................................................................................................1 1
S a n i t a t i o n ..............................................................................................................................1 4
H o u s e k e e p i n g ........................................................................................................................1 5
F i r e P r e v e n t i o n .....................................................................................................................1 5
W a r e h o u s e S i z e .....................................................................................................................1 6
W a r e h o u s e S i t e S e l e c t i o n .....................................................................................................1 6
W a r e h o u s e D e s i g n ................................................................................................................1 7
I I I . P E R SO N N E L . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 9
I V . SE C U R I T Y A N D SA F E T Y . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 1
V . ST O R A GE P R O C E D U R E S A N D I N ST R U C T I O N S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 4
G e n e r a l P r i n c i p l e s ................................................................................................................24
R e c e i p t o f I n c o m i n g M a t e r i a l s ............................................................................................26
S t o r a g e o f A p p r o v e d P r o d u c t s ............................................................................................29
S t o r a g e a t C l i n i c a l F a c i l i t i e s ................................................................................................30
S p e c i a l S t o r a g e C o n d i t i o n s ..................................................................................................31
V I . ST O C K A R R A N GE M E N T R O T A T I O N A N D C O N T R O L .................................................3 2
S t o c k R o t a t i o n a n d C o n t r o l .................................................................................................32
A r r a n g e m e n t o f S t o c k ..........................................................................................................33
C o n t r o l o f O b s o l e s c e n t a n d O u t d a t e d S t o c k ......................................................................33
V I I . D I SP A T C H A N D I SSU I N G. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 4
V I I I . ST A B I L I T Y F O L L O W -U P T H R O U GH C U R R E N T C H E C K -U P A N D
I N SP E C T I O N O F P H A R M A C E U T I C A L P R O D U C T S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 6
I X . M A T E R I A L S A N D D R U GS R E Q U I R I N G SP E C I A L ST O R A GE C O N D I T I O N S . . . . . . . . . . . . 41
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I. DE F IN IT IO N S A N D C O N C E P T S
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D osage F orm : Refers to the gross physical form in which a drug is
administered to or used by a patient.
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having uniform character and quality within specified
limits.
Stren gth :
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i. The concentration of the drug substance (for ex ample
weight/ weight, weight/ volume, or unit dose/ volume basis)
and/ or
ii. The potency, that is, the therapeutic activity of the drug
product as indicated by appropriate laboratory tests or by
adequately developed and controlled clinical data
(ex pressed, for ex ample, in terms of units by reference to a
standard).
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O v erage: The ex cess quantity of drug that must be added to the
preparation to maintain at least 10 0 % of the labeled
amount during the ex pected shelf-life of the drug.
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considered to be the ex tremes of temperature and
humidity respectively.
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II. P R E M IS E S A N D F A C IL IT IE S
Basic Requirements
Facilities must be provided for:
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6. The storage of cleaning equipment and materials
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18. Adequate washing facilities should be provided, including
hot and cold water, soap or detergent, air driers or single
service towels, and clean toilet facilities easily accessible to
working areas.
1. M a in S to r a g e A r e a .
2. R e p a c k a g in g .
3. C o ld R o o m .
4. W a r e h o u s e D ir e c to r .
5. P r o c u r e m e n t O ffic e .
6. D ir e c to r o f S u p p ly (L o g is tic s ).
7. F la m m a b le S u b s ta n c e s .
8. S h ip p in g a n d R e c e iv in g .
9. R e c e p tio n A r e a .
10 . R e c o r d s a n d I n v e n to r y C o n tr o l.
11. S te n o g r a p h y C le r k s .
12. C o ffe e R o o m .
13. T o ile ts .
14. C o n tr o lle d S u b s ta n c e s .
15. M a in E n tr a n c e a n d L o a d in g D o c k s .
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S anitatio n
G MP Regulations require:
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H o usek eep ing
1. Premises and surrounding areas should be in a good
appearance, be well maintained and must be kept in an
orderly, clean and hygienic conditions free from
accumulated waste.
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fires at frequent intervals throughout storage areas, although they
offer no protection unless someone is around to use them.
Employing night watchmen serves the dual purpose of responding
to fire alarms and protecting against theft.
W areh o use S iz e
The average takeoff of all clinical facilities for a given delivery
interval will determine the volume to be delivered down through the
system. Assume that 20 0 clinical facilities consume a total of 1,0 0 0
m3 during a three months interval, and that they are served by few
district warehouses, each of these must be capable of holding an
average of 250 m3 a piece plus room for safety stock; the central
warehouse must hold at least 1,0 0 0 m3 plus safety stock.
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7. Secure Storage Area for C ontrolled Substances: N arcotics
must be stored in areas with restricted access.
Fig. (2) T e m p e r a t u r e R e q u ir e m e n t s f o r v a c c in e s t o r a ge
L e v e l: C e n tr a l R e g io n a l L o c a l
V A C C IN E
S to r a g e T im e : 6-1 8 m o n t h s 3m o n th s 1 m o n th
M e a s le s
-1 5 ° C t o -2 5 ° C
O r a l P o lio
D P T *
T e ta n u s * + 4 ° C to + 8 ° C
B C G
* N e v e r F r e e z e D P T o r T e ta n u s
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III. P E R S O N N E L
e. Ex piration date.
g. Sampling.
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IV . S E C U R IT Y A N D S A F E T Y
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a. The training of selected staff to form a fire fighting team
capable of using effectively the equipment available in
the site.
d. Blow-out wall.
i. At floor level.
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f. Rate-of-temperature-rise fire alarm.
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V . S T O R A G E P R O C E DU R E S
A N D IN S T R U C T IO N S
G eneral P rincip l es
1. Factors to be taken in consideration for proper storage
a. Sanitation.
b. Temperature.
c. L ight.
d. Moisture.
e. V entilation.
f. Segregation.
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b. For materials labeled " s to re in a co o l p lace" , they
should be stored at a temperature between 8° and 15°
C .
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decision that for a special reason an alternative priority has
to be applied.
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Fig. (3 ) I n s p e c t io n C h e c k l is t f o r D r u g R e c e ip t s
A L L S H I P M E N T S - C o m p a r e p h y s i ca l s t o ck w i t h s up p l i e r ' s i n v o i ce a n d
o rig in a l p ur ch a s e o r d e r / co n t r a ct . N o t e d i s cr e p a n ci e s o n t h e R e ce i v i n g R e p o rt
− N um b e r o f co n t a i n e r s d e l i v e r e d
− N um b e r o f p a ck a g e s i n e a ch co n t a i n e r
− V i s i b l e e v i d e n ce o f d a m a g e s ( d e s cr i b e )
− q ua n t i t y i n e a ch p a ck a g e
− C o r r e ct d r ug ( d o n ' t co n f us e g e n e r i c n a m e s a n d b r a n d n a m e ), d o s a g e fo rm
( t a b l e t , l i q ui d , e t c.), d o s e ( m i l l i g r a m s , % , co n ce n t r a t i o n , e t c.)
− T a k e a s a m p le fo r te s tin g
− P r e s e n ce o f un i q ue i d e n t i f i e r s i f r e q ui r e d ( M i n i s t r y o f H e a l t h s t a m p , e t c.)
T A B L E T S - F o r e a ch s h i p m e n t , t a b l e t s o f t h e s a m e d r ug a n d d o s e s h o ul d b e
co n s i s t e n t . T h e f o l l o w i n g ch a r a ct e r i s t i cs s h o ul d b e ch e ck e d
− Id e n t i ca l s i z e , s h a p e , co l o r ( s h a d e o f co l o r m a y v a r y f r o m b a t ch t o b a t ch )
− M a r k i n g s ( s co r i n g , l e t t e r i n g , e t c.) s h o ul d b e i d e n t i ca l o n a l l t a b l e t s
− N o e v i d e n ce o f s p o t s , p i t s , ch i p s , b r e a k s , un e v e n e d g e s , cr a ck s ,
e m b e d d e d o r a d h e r e n t f o r e i g n m a t t e r , s t i ck i n e s s .
− N o o d o r up o n o p e n i n g a s e a l e d b o t t l e ( e x ce p t f l a v o r e d t a b l e t s a n d th o s e
w i t h a ct i v e i n g r e d i e n t s n o r m a l l y h a v i n g a ch a r a ct e r i s t i c o d o r ) a n d n o
o d o r a f t e r b e i n g e x p o s e d t o r o o m a i r f o r 2 0 -3 0 m i n ut e s .
C A P S U L E S - C a p s ul e s s h o ul d b e i n s p e ct e d f o r t h e s a m e ch a r a ct e r i s t i cs a s
t a b l e t s . In a d d i t i o n , t h e f o l l o w i n g s h o ul d b e ch e ck e d :
− N o e v i d e n ce o f h o l e s i n t h e ca p s ul e
− N o e m p t y ca p s ul e s
− N o o p e n o r b r o k e n ca p s ul e s
P A R E N T E R A L S (In je c ta b le s ) - A ll p ro d uct s f o r i n j e ct i o n ( IV l i q ui d s ,
a m p o ul e s , d r y s o l i d s f o r r e co n s t i t ut i o n , s us p e n s i o n s f o r i n j e ct i o n , e t c.) s h o ul d
b e ch e ck e d f o r t h e f o l l o w in g :
− C l a r i t y o f s o l ut i o n ( s o l ut i o n s s h o ul d b e fre e fro m un d i s s o l v e d p a r t i cl e s ,
w ith in p e rm itte d lim i t s ).
− Dr y s o l i d s i n t e n d e d f o r us e i n i n j e ct a b l e s o l ut i o n s s h o ul d b e e n t i r e l y f r e e
fro m v is ib le fo re ig n p a r t i cl e s
− E v i d e n ce o f l e a k a g e fro m th e im m e d ia te co n t a i n e r ( b o t t l e , a m p o ul e , e t c.)
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S to rag e o f A p p ro v ed P ro d ucts
1. All stored products should be accurately documented
particularly with respect to product name, batch number,
ex piry date and quantity.
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S to rag e at C l inical F acil ities
The basic characteristics of good storage space at clinical
facilities are the same as for warehouses. Storerooms require
ready access, good circulation, dryness, and security. In most
cases, the smaller quantities of drugs stored will permit use of
shelving. Products are arranged in convenient manner and in the
order they appear on requisitions. L arge labels placed on the
shelves with each product facilitate recognition.
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V I. S T O C K A R R A N G E M E N T
R O T A T IO N A N D C O N T R O L
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A rrang ement o f S to ck
W ithin warehouses and storerooms, drugs are arranged according
to a specified organizational principle. Therapeutic/ pharmacological
class, clinical indication, alphabetic order, and level-of-use are
commonly used. W ithin the warehouse itself as well as in clinical
facilities, use of the therapeutic/ pharmacological classification
produces good results, perhaps because it provides a frame of
reference within which workers can easily recognize individual
products. L evel-of-use can be combined with this approach by
using preprinted Requisition/ Issue Tickets for each type of facility.
W ith this system, drugs are arranged in the warehouse by their
classes in the same order as they appear on the Requisition/ Issue
Ticket. W orkers move along the rows of pallets packing only the
type and quantity of drugs shown on the Ticket - a greater range of
products for hospitals, a lesser range for dispensaries. A final
check before sealing the box es assures that aux iliaries have not
requested unauthorized drugs (e.g., morphine for backaches).
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V II. DIS P A T C H A N D IS S U IN G
• D ate of dispatch.
In Medical Stores:
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low inventory levels and send the R/ I to the D irector. The
D irector reviews the document, taking into account the
stock clerks’ notations. H e may delete items, modify
quantities, or approve the R/ I as it is. H e then returns the
document to the Inventory C ontrol U nit. There, the clerks
post the Stock Record C ards and send all copies of the R/ I
to the Pharmaceutical Store Room. Eventually, when
Shipping and Receiving provides a signed copy of the R/ I
verifying that the shipment has been made the stock clerks
change the pencil entries to ink.
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A ct 5 . 5 3 :
A ct 5 . 5 4 :
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Both temperature and relative humidity (RH ) determine the
ex act climate for drug storage.
b. Swirly precipitation.
d. C louding
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e. Fading of color
II- D i s p er s e S y s t em s :
c. D iscoloration.
b. Syneresis.
c. Phase-separation.
d. D iscoloration.
f. H ardness.
IV S ol i d D os a g e F or m s :
b. D eformation (C apsules).
c. Increased hardness.
d. D iscoloration.
f. C hipping of coat.
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4. In this respect the trained pharmacist, should be aware
(during inspection) that drugs mostly susceptible to
hydrolytic, ox idative, or photolytic decomposition should be
carefully ex amined for deterioration. D rugs susceptible to
hydrolysis are those containing, -C O O -C O N H -, lactone or
lactame group. Most vitamins, hormones, enzymes are
highly sensitive to ox idation and photodecomposition.
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IX . M A T E R IA L S A N D DR U G S
R E Q U IR IN G S P E C IA L S T O R A G E
C O N DIT IO N S
1. M e d i c a l G a s e s
G as cylinders should be stored under cover, and not
subjected to ex tremes of temperature. Areas where they are stored
should be clean, dry, well ventilated and free of combustible
materials. They should be stored vertically and secured to prevent
falling. Storage arrangements should permit segregation of different
gases and of full/ empty cylinders and permit rotation of the stock.
Flammable gases should be segregated from ox ygen and other
ox idizing gases. Storage arrangement for gas-mix ture should be
such as to avoid separation of the mix ture into its component
gases.
2. A e r o s o l s
Aerosols should be stored in a clean separate area away from heat
and sunlight. Because the container contents are under pressure,
filled containers must be checked for weight loss over the
ex piration dating period. For contents under pressure, the label
should carry out do not ex pose to heat or store at a temperature
above 49° C . K eep out of children reach.
3. C r e a m s
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C reams can be destroyed under ex treme temperature
fluctuations; hence they should be stored at temperature above 10 °
C and not ex ceeding 30 ° C . If the creams are opened and diluted,
they should not be kept more than 14 days to avoid microbial
contamination.
4 .O p h th a lm ic S o lu tio n s a n d D r o p s
They should be stored according to the conditions specified
on the label. After opening they should not be used for more than
one month at home and not more than 15 days in hospitals.
5. C a p s u l e s
Ex tremes of humidity and temperature should be avoided.
H igh humidity (> 60 % RH at 21° C to 24° C ) produce more lasting
effects on the capsule shell, since as moisture is absorbed, the
capsules become softer, tackier and bloated. If temperature is
increased the capsule shells may melt and fuse together. H igh
temp > 40 ° in a dry place may cause cracking of the capsule shell.
Therefore, capsules should be stored in an air-conditioned area in
which the humidity does not ex ceed 45% RH at 21° C to 24° C .
6. S u p p o s i t o r i e s
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Suppositories should be protected from heat, preferably
stored in the refrigerator. Polyethylene glycol suppositories and
suppositories enclosed in a solid shell are less prone to distortion at
temperature slightly above body temperature. G lycerinated gelatin
suppositories should be protected from heat, moisture, and dry air
by packaging in well sealed containers and stored in a cold place.
7 .E m u ls io n s a n d S u s p e n s io n s
Emulsions and suspensions should be stored at a
temperature between 15° C and 30 ° C . H igh and low temperature
may destroy the system and cause separation.
8. V a c c i n e s
D PT and Tetanus should not be stored in a freezer .They
should be stored at cold place (3-8° C ). Also BC G should be stored
in a cold place (3-8° C ). Measles and oral polio should be stored in
a freezer (-25° C to -15° C ).
9. R a d i o p h a r m a c e u t i c a l s
Storage of radiopharmaceuticals must take into
consideration the chemical state of the radioactive drug, the
quantity and type of radiation involved, and any special storage and
stability requirements. For ex ample, gaseous or volatile
radiopharmaceutical should be kept in specially vented areas,
whereas certain other radioactive drugs require refrigeration.
Storage conditions are normally specified in product package
inserts. In addition, appropriate shielding must be used for storage
areas to minimize personnel ex posure.
10 . D r u g s R e q u i r i n g S p e c i a l S t o r a g e C o n d i t i o n
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a. Aminophyline Injection: Protected from light, discolored
product not to be used.
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k. Phenothiazine Preparations: Protected from light in tightly
closed containers.
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