Standard Operating Procedure for Receipt, Handling and Storage of Analytical Reagents and Solvents

1.0 Purpose:

2.0 Scope:

3.0 Responsibility:

4.0 Definitions:

5.0 Procedure:

6.0 Acceptance Criteria:

7.0 Frequency:

8.0 Format for recording:

SOP for Receipt Handling and Storage of Analytical Reagents and Solvents

To lay down a procedure for Receipt, Handling and Storage of Analytical Reagents and Solvents.

The scope of this SOP is applicable for Receipt, Handling and Storage of Analytical Reagents and Solvents, in the Quality Control Department at [company name].

QC-Personnel: To Procure, Receive, Handle and Store the Analytical Reagents and Solvents.

Head -QC / Designee: To monitor the activity.

Lab support Personnel: To maintain a list in respective format titled as “List of sensitive GC chemical reagents”.

Solvent: A solvent is substances that dissolve a solute resulting in a solution.

5.1 Receipt of all the Analytical Reagents and Solvents in the Quality Control Department shall be in accordance with the requisition raised by the QC Person.

5.2 The Analytical Reagents and Solvents received by the QC Person from the Store shall be along with the Challan.

5.3 The Expiry Date/ month (Shelf life) or Use before Date/month shall be as specified by the manufacturer on the Reagent and Solvent bottle.

5.4 In case the Expiry Date (Shelf life) or Use before Date is not mentioned on the Reagent and Solvent bottle, then it shall be considered as 5 years from the Month of Receipt.

5.5 Use before month for the Reagent and Solvent shall be 2 years from the month of Opening.

5.6 For commonly used Solvents (Eg: Methanol, Acetonitrile, Dry Methanol and Karl Fisher reagent), the validity date shall be 3 months from the Date of Opening.

5.7 For pH Buffer Solution, the validity shall be 3 months from the Date of Opening. In case if pouch is used as a pH Buffer Solution then it shall be discarded immediately after use.

5.8 Lab support person shall identify all the sensitive GC chemical reagents i.e. for chemicals like Oxidative reagents, Reducing reagents, Moisture sensitive reagents & light sensitive reagents and shall maintain a list in respective format “List of sensitive GC chemical reagents”. In addition to these Chemicals/ Reagents, whenever new chemical is received a manual updation in list shall be done.

5.9 The use before date for such chemicals shall be based on chemical nature or maximum 6 months from the date of opening.

5.10 The use before date for other GC analysis chemicals shall be assigned maximum one year from the opening of bottle.

5.11 QC Person shall take out the required Analytical Reagents and Solvents for usage from the storage room only if the existing is exhausted.

5.12 In case any change in the Physical appearance during the validity of any Analytical Reagent and Solvent or if any Analytical Reagent and Solvent is expired, discard it and shall make the entry in “Reagent / Solvent Destruction” Logbook as per respective annexure. Fresh bottle shall be issued.

Note: Reason for destruction shall be mentioned in the remarks column.

5.13 In case Acids (Listed as per Annexure), stock of the bottle received and issued shall be maintained by QC Person and detail shall be entered in the Logbook for “Reconciliation of Acids”.

5.14 Handle and Store the Analytical Reagent and Solvent bottles carefully.

5.15 Use Personal Protective Equipment (PPE) like Hand Gloves, Safety Goggles and Nose mask while handling the Analytical Reagent and Solvent.

5.16 While handling the Hazardous, Poisonous, Toxic Reagents / Solvents and Acids, always refer the Material Safety Data Sheet (MSDS).

5.17 Follow the Safety precaution mentioned in the Material Safety Data Sheet (MSDS).

5.18 Deface the label of Expired Analytical Reagents and Solvents and handover to EHS department with Original pack (i.e. Bottle) for discard with proper documentation.

5.19 Ensure and check the validity of all Analytical Reagents and solvents before use.

5.20 Care to be taken while handling of Oxidising reagents.

Examples:

Perchloric Acid
Hydrogen Peroxide
Chromium Trioxide
Nitric Acid
Bromine
Chromic acid.

5.21 Store the Reagents/Solvents based on the compatibility nature. Never store the incompatible Reagents/Solvents together.

Mineral Acids: Hydrochloric acid, Sulfuric acid, Phosphoric acid – Do not store with Hydrogen peroxide, Sodium Hydroxide, Calcium Hydroxide, Chloroform, Acetone, Methanol, Acetic Acid, Nitric Acid (Keep Separate).

Strong Organic Acids: Acetic Acid, Formic acid –Do not store with Hydrogen peroxide, Sodium Hydroxide, Chloroform, Sulfuric acid, Acetone, Methanol, Acetonitrile, Benzene.

Notes: Store Nitric acid in its own secondary container. It is a strong oxidizer. Store Acetic acid away from Nitric acid.

Non-Flammable chlorinated Solvents: Methylene Chloride, Chloroform, Trichloroethane, Carbon tetra chloride – Do not store with Acetone, Methanol, Ethanol, Hydrogen Peroxide, Hexane, Nitric acid.

Organic Solvents: Acetone, Methanol, Phenol, Xylene –Do not store with Hydrogen peroxide, Sodium Hydroxide, Calcium Hydroxide, Sulfuric acid, Nitric acid, Hydrochloric acid, Sulfuric acid, Chromic Acid.

Oxidizers: Nitric acid, Chromic Acid, Hydrogen peroxide, Perchloric Acid – Do not store with Na Metal, Isopropyl alcohol, Acetone.

5.22 Procurement:

QC Person shall raise the requisition of the required Analytical Reagents and Solvents in SAP and shall make necessary entries in the “Material Requisition Register”
The requisition in SAP is forwarded to the Purchase Department at the Head Office.
The Purchase Department procures the Analytical Reagents and Solvents from the Party and sends it to the Warehouse department at site.

5.23 Receipt of Analytical Reagents and Solvents:

Warehouse person receives and checks the Analytical Reagents and Solvents for the Quantity and Grade as per the requisition.
Warehouse person hand over the Analytical Reagents and Solvents to the QC Person along with the Challan and shall make necessary entries in the SAP for the bill clearance.
QC person also checks the Analytical Reagents and Solvents for the Quantity, Grade and shall sign Challan as “Received By”. He / She shall make necessary entries in the “Challan Logbook”
In case the Analytical Reagents and Solvents are found unsatisfactory as per the requisition, QC person shall put the remark as “Not Received” with due reason on the Challan and sign the same.
He / She shall return one copy of the Challan to the Warehouse for further processing and other copy shall be retained by the QC Department.
After the receipt of the Analytical Reagents and Solvents in the QC chemical store the label shall be affixed on the bottles.
On receipt of Analytical reagents and Solvents at site, it shall be stored as per the storage condition mentioned in the Certificate / MSDS.
Label shall have following details;
- Receipt Date/ Month
- Use Before Month
- Opening Date/Month
- Valid up to Month
- Sign & Date
QC Person shall fill the details on the label like Receipt Date and Use before Date.
QC Person shall arrange all the received Analytical Reagents and Solvents in the Storage room and shall make necessary entries in the Bin Card.
QC Person shall transfer the required Reagent and Solvent from the Storage room to QC Laboratory by placing it in the trolley provided for the purpose.
QC Person, after transfer of the required Reagent and Solvent from the Storage room to QC Laboratory shall make necessary entries in the Bin Card.

5.24 Storage of Analytical Reagent in the Laboratory :

QC Personnel shall arrange and store the Analytical Reagents transferred from the Storage room to Laboratory in the “Rack/Drawers” provided.
Before usage, QC Person shall fill the details on the label like Opening Date, Valid up to and Sign/ Date.
Control Reagents like Acetic Anhydride and Ethanol shall be stored under Lock and Key (Authorized by Head – QC / Designee). The Control Reagents shall be issued and necessary entries shall be made in the “Issuance of Control Reagents” logbook.
Hygroscopic Materials shall be stored under humidity control area with storage vessels. Ideal storage conditions like cool, dry, controlled room temperature are suitable for hygroscopic materials (After Opening the new reagent/solvent bottle).
Examples for hygroscopic Materials,
- Sodium chloride (NaCl).
- Calcium chloride (CaCl2).
- Sodium hydroxide (NaOH).
- Potassium hydroxide (KOH)
- Ammonium Acetate (CH3COONH4).
- Sulfuric acid (H2SO4).
- Copper sulphate (CuSO4).
- Phosphorus pentoxide (P2O5).
- Silica gel.
- Hydrated salts such as Na2SO4∙10H2O.
Empty bottles shall be crossed with marker on manufacturer label and in house label and kept in a designated area.
Ensure that Reagent/Solvent bottles are not exposed to the atmospheric conditions after use.
Ensure to take the required quantity of Reagents/Solvents for routine use. Never transfer the remaining quantity in to the original container.
While handling acids like Hydrofluoric acid, Hydrochloric acid, TFA (Trifluoro Acetic acid), transfer the required amount of reagent in fume hood chambers only to avoid excess fumes.
Ensure that while mixing of acid to water, add acid in water slowly to avoid excess heat generation.

5.25 Storage of Analytical Solvent in the Laboratory:

QC Person arrange and store the Analytical Reagents transferred from the Storage room to Laboratory in the Solvent Storage Cabinets provided, namely;

Cabinets	Material Stored
Blue Polyethylene Storage Cabinet	Used for storage of corrosive liquids. Chemically inert, linear low – density polyethylene offers maximum rust and corrosion resistance.
Acids Storage Cabinet	Consist of sure – grip handle and polyethylene trays to resist aggressive chemicals.
Yellow Safety Cabinet	Used for storage of flammables.

5.26 The solvents shall be stored in the Safety Cabinets as per the storage condition mentioned in the Material Safety Data Sheet (MSDS).

5.27 As per the Material Safety Data Sheet (MSDS), the solvents are segregated and list is prepared to indicate the storage cabinets in which these solvents shall be stored.

Not Applicable.

Not Applicable.

Material Name

Quantity

Requisition Given By

Requisition No.

Received By and Date

Remarks

8.1 List of Acids Stored in Blue Polyethylene Cabinets

Sr. No	Name Of the Reagent / Solvent


Prepared By	Checked By

8.2 List of Reagents/ Chemicals Stored in Acid and Corrosive Storage Cabinet

Sr. No	Name Of the Reagent / Solvent


Prepared By	Checked By

8.3 List of flammables stored in Yellow Safety Cabinets

Sr.No	Name Of the Reagent / Solvent


Prepared By	Checked By

8.4 Reagent Destruction

Sr. No.	Reagent Name	Make	Batch No.	Destructed By	Checked By	Remarks

Prepared By: Checked By:

8.5 Chemical / Reagent Bin Card

Sr. No.

Actual Quantity

Storage Condition

Received Quantity

Date

Total Actual Quantity

Withdrawal Quantity

Date

Balance Quantity

Date

Checked By & Date

8.6 Issuance of Control Reagents / Solvents

Month:

Name of Controlled Substance: ____________________

Details of Quantity of the Substance received / imported

Date

Quantity in hand at the beginning of the day

SI No.

Quantity

From whom received (Registration Number, Name and address of the person to be given)

Consignment Note / Bill of Entry No.

SI.No.

Quantity

To whom sold / sent (Registration Number, Name and address of the person and location of the premises to be given

Consignment Note / Issue Slip No.

Consumed

Purpose of consumption

Handling loss if any

Quantity in hand at the close of day

Initial of the authorized person

8.7 Material Requisition Register

8.8 Challan Log book

Sr. No.	Material Name	Quantity	Challan No.	Challan Date	Supplier	Material Given By and Date	Received By and Date	Remarks

8.9 Label

Sr. No.	Total Stock	Received Quantity	Date	Issued Quantity	Date	Balance Quantity	Checked By	Remark

Prepared By: Checked By:

8.10 Reconciliation of Acids

Sr. No.	Total Stock	Received Quantity	Date	Issued Quantity	Date	Balance Quantity	Checked By	Remark

Prepared By: Checked By:

8.11 List of sensitive GC chemical reagents.

Nature of Chemicals/ Standards

Sr. No.	Name of Standard	Oxidative Reagents	Reducing Reagents	Moisture Sensitive Reagents	Light Sensitive Reagents	Others