Raw Material Sampling and Release, Purpose:
Raw Material Sampling and Release, the purpose of this procedure is to describe the process for sampling and release of the raw materials (actives and excipients).
Raw Material Sampling and Release, Scope:
This procedure is applicable for all raw materials (APIs and Excipients) received in XX Pharmaceuticals Limited.
Definitions/Abbreviation:
[][]QC: Quality Control
[][]API: Active Pharmaceuticals Ingredients
[][]GRN: Goods Received Note
[][]CoA: Certificate of Analysis
[][]AQL: Acceptance Quality Limit
[][]BOPP: Bi-axially Oriented Polypropylene
[][]Mfg. Date: Manufacturing Date
[][]Exp. Date: Expiry Date
[][]ERP: Enterprise Resource Planning
[][]SS: Stainless Steel
Responsibilities:
The roles and responsibility is as follows:
Officer/Executive, QC and Officer/Executive, Microbiology
[][]To ensure that the instructions of this procedure are correctly followed.
[][]To maintain the records properly as per SOP
Executive, Warehouse
[][]To ensure availability of containers to be sampled from quarantine area to the sampling booth and their
replacement after sampling.
[][]To ensure cleanliness of sampling booth and containers to be sampled.
Manager, Quality Control
[][]To ensure that this procedure is kept up to date.
[][]To confirm that the SOP reflects the required working practices.
[][]To arrange training on the SOP to all concerned personnel and to ensure implementation of the SOP after training.
Head of Quality Assurance
[][]Approval of the SOP.
Procedure:
General Precaution(s):
[][]Take sample for microbial testing first followed by other sampling.
[][]Use clean and dry sampling device for sampling.
[][]Use sampling device after moping with freshly prepared 70% IPA for collecting the sample for microbiological limit test.
[][]Material of only one consignment shall be sampled at a time.
[][]Use different sampling devices for sampling of different materials.
[][]For sampling of volatile and hazardous chemicals and solvents, follow instructions as given in their handling procedures.
[][]All solid as well as liquid raw materials except solvents are to be sampled in sampling booth.
Sampling: Raw Material Sampling and Release
[][]Receive the GRN for raw material from the warehouse then compare with Manufacture’s CoA and enter the details (GRN Received Date, GRN No., Lab. Control No., Name of material, Code No., Invoice/Challan No., Manufacturer Lot No., Manufactured by, Supplied by, Mfg. Date, Exp. Date, Qty. received, Received by & date) in the Raw Material Register (as per Annexure-I) maintained in QC department.
[][]If the Manufacture’s CoA is not received, inform to Supply Chain Department.
[][]Ensure that material is received from Approved Vendor.
[][]If the material is not from Approved Vendor, then the material is not to be sampled.
[][]Assign the work of sampling of the material to the QC Executive.
[][]Share the copy of GRN and Manufacturer CoA with Microbiology Laboratory, when required.
[][]Inform Warehouse to ensure cleanliness of sampling area and fill-up the Cleaning Checklist before Sampling of Raw Materials (Annexure-VIII) and then start-up of sampling booth.
[][]Assigned QC Executive will take required no. of “SAMPLED” label as per labeling SOP.
[][]Assigned QC Executive will prepare and checked ‘SAMPLING IN PROGRESS’ label (as per Annexure-II); prepare required containers/poly bags for sampling according to sampling plan for the material to be sampled.
Sampling plan
[][]In case of all active raw materials, carry out sampling from all containers in each of supplied batch for performing identification test individually for all the containers.
[][]In case of all excipient, carry out sampling from different containers in each of supplied batch according to formula √n + 1 e.g. for 10 containers sample from √10 + 1 = 4.16 ≈ 5 containers.
Sampling container
[][]Select the sample container according to the nature of the material to be sampled.
[][]Use clean fresh poly bags for solid materials.
[][]Use clean dry glass bottle with screw cap for liquid, dry amber glass bottle with screw cap for light sensitive liquid and transparent stoppered flask for solvents.
[][]Use sterilized screw capped conical flask (autoclaved at 121°C for 15 minutes) for sampling of raw material for microbial test.
[][]Sample all light sensitive solid materials in black polyethylene bag.
[][]Sample all the moisture sensitive materials in air tight container.
Sampling note: Raw Material Sampling and Release
Solid
If the material is in paper bag, take the sample by cutting a small ‘V’ on the bag and in case of Drum open the lid & inner polyethylene then push the Sampling thieve and take sample into a labeled poly-bag. Then place a clean poly-bag over the tear area and properly seal the poly-bag with adhesive tape. In case of Drum, tie the inner-polyethylene with rubber band/cable tie, finally twist the lid properly.
Liquid
Deep the liquid sampling device vertically into the sample drum and collect the sample or pipette after gently stirring the liquid and transfer the liquid sample to a labeled, cleaned container. Solvent in distorted metal drum must be sampled in addition to the rule of Ön + 1. Sample all flammable solvents in solvent dispensing room.
Sampling device
Use stainless steel sampling devices specially designed for solid and liquid material.
[][]For solid materials received in drums/container use specially designed S.S. sampling device by which material can be sampled from different level (thief sampler).
[][]For liquid and solvents received in drum, use specially designed S.S. drum sampler.
[][]For liquid material received in small container use specially designed small SS liquid sampler.
[][]For solid material received in bags use specially designed SS solid sampler/SS spoon.
[][]For microbiology analysis, use screw capped conical flask/glass bottle and SS spoon (autoclaved at 121°C for 15 minutes).
[][]Clean and maintain the sampling device (tools) as per SOP for cleaning and storage of sampling tools after completion of sampling.
Damaged containers or torn bags
[][]Check the physical condition and cleanliness of raw material containers before opening for sampling.
[][]If any container found in damaged condition, intimate warehouse in-charge.
[][]Damaged containers whose integrity is doubtful should be sampled and tested separately.
[][]Inform warehouse in-charge to take initiatives for repacking of damaged container or torn bags if necessary.
Gowning procedure
[][]Wear fresh gown before entering into sampling booth.
[][]Wear sterile gloves, mask before sampling for microbiology analysis.
[][]Cover the hands with gloves and wear a cap and mask to cover hair and nose respectively.
[][]Cover the footwear with shoe cover.
[][]Use separate apron, nose mask, hand gloves, cap & shoe covers for sampling of different material.
[][]Mop the hands with 70% IPA and air dry before proceeding for sampling and particularly when samples are to be drawn for Microbiological testing.
Sampling procedure
[][]Check the Cleaning Checklist before Sampling of Raw Material (as per Annexure-VIII).
[][]Inform Warehouse before going for sampling to arrange the raw material containers which are to be sampled in sampling booth area and ensure the cleanliness of these containers externally, before bringing the container to be sampled to the sampling area.
[][]Enter the Warehouse (Raw Material) with sampling basket, sampling utensils, sampled label, poly-bags, GRN and ‘Sampling in progress’ label.
[][]Check the details given on the GRN with the suppliers label and ensure that the “Quarantine” label affixed by the warehouse personnel on all raw material containers of a consignment.
[][]Select number of containers/ bags as per sampling plan and inform Warehouse personnel to send the raw material containers to the material entry airlock.
[][]Check that ‘CLEANED’ label is affixed to the sampling booth and then affix the ‘Sampling in-progress’ label outside of the sampling booth. Enter the sampling booth.
Operate the sampling booth
[][]Receive the desired container(s) within material entry airlock. Check that the containers are free from dirt & dust externally. Do not sample the container/bag whose packing integrity has been lost (material has been exposed to environment).
[][]Take the raw material inside the sampling booth. Sample in a manner so that laminar airflow can be in operation without any interruption.
[][]Enter the information about the material sampled into the ‘Sampling Register’ i.e. Date, GRN No., Lab. Control No., Name of material, Code No., Manufacturer Lot no., Manufactured by, Sampling start time (as per Annexure-IV).
[][]Wear disposable hand gloves just before start of sampling.
[][]Open the container for sampling one by one.
[][]Check the physical condition of the raw material for any gross abnormalities like dis-colourisation, lumps, foreign matter and physical heterogeneity. Record information in Raw Materials Sampling Report (as per Annexure-V).
[][]Collect the sample aseptically into sterile screw capped conical flask by sterilized sampling device for microbiology analysis.
[][]Assign the sampled Container No. as 1/25, 2/25, 13/25, 25/25 etc. with Reference to drum number of container sampled.
[][]Draw the sample from different levels of the container. (i.e. From Top, Middle & Bottom). The weight of the total sampled quantity should be according to List of Raw Material Sampling Quantity (prepared as per Annexure-III).
[][]For excipient, prepare composite sample by taking equal quantity of material from the sampled drum. Mix thoroughly in big polythene bag for retained sample and testing sample. For identification test take individual small quantity of sample from each sampled container.
[][]For active raw material, prepare composite sample during sampling for assay for every 10 containers of the consignment by taking equal quantity of material from individual sampled container. Mix thoroughly in plastic bag to make sample for assay test. For complete analysis (except identification and assay) and retention sample make composite sample by taking equal quantity from all bags or container during sampling. For identification test take individual small quantity of sample from each container.
[][]Take the individual sample from each sampled container for microbiological analysis in sterile container, if specified.
Reseal the container properly after sampling as follows: Raw Material Sampling and Release
[][]Fibre/Plastic container pack: Shrink the inside poly bag by twisting it sufficiently. Bent it & tie it using cable tie. Place the lid of container & close it tightly & seal it.
[][]Woven and Paper Bag: Close the sampling point and seal it properly using BOPP tape.
[][]Liquid RM container: Place the lid of container & keep it tightly closed.
[][]Affix yellow colour duly filled & signed ‘SAMPLED’ label on each containers from which the samples are collected and ‘UNDER TEST’ label on all containers of a consignment.
[][]After completion of sampling switch off the sampling booth.
[][]Record sampling details in Raw Materials Sampling Report (as per Annexure-V).
[][]Enter the Sampling end time, Sampled quantity, Sampled by and Remarks (if any) into the ‘Raw Material Sampling Register’ (as per Annexure-IV).
[][]Place the used sampling device in container labeled as ‘TO BE CLEANED’ containing a poly bag.
[][]Shift sampled container outside the sampling booth.
[][]Inform warehouse personnel to transfer it to quarantine area.
[][]Leave sampling booth and affix ‘TO BE CLEANED’ label outside the sampling booth. Inform warehouse personnel for cleaning.
[][]Warehouse personnel will clean the sampling booth, enter the sampling booth cleaned by in ‘Raw Material Sampling Register’ (as per Annexure-IV) and then affix ‘CLEANED’ label outside the sampling booth.
[][]If any discrepancy found, immediately inform the warehouse in-charge.
[][]Keep the collected samples in the sample receiving room of QC Laboratory in dedicated rack for Raw Material or in refrigerator, if specified.
[][]Keep the retention sample in retention sample room or in refrigerator, if specified.
[][]Enter the sampled by (initial) and date in the ‘Raw Material Log Register’ (as per Annexure-I).
Release:
[][]Enter the sampled by (initial) and date in the ‘Raw Material Log Register’ (as per Annexure-I).
Issue the Raw Material Analytical Work Sheet (as per Annexure-VI) (for commercial raw material) with initial and date on every sheet to the analyst and enter the worksheet issued by (initial and date) in the ‘Raw Material Log Register’ (as per Annexure-I).
[][]Carry out the physical appearance and identification test separately for active raw material from each container.
[][]Microbiology will perform microbial limit test from all sampled container and bacterial endotoxins test from composite sample.
[][]Perform identification test of excipient from all sampled containers.
[][]For active raw materials, prepare sub-composite sample from each 10 container and then prepare composite sample from all the sub-composite samples. Perform the test of sub-composite sample if composite sample shows out of specification result to identify easily which container(s) is in problem. Retain all the sub-composite samples until release of the material.
[][]For active raw materials perform rest of the test as per the specification from the composite sample prepared from all containers. Carry out assay test from the composite sample and take result.
[][]For excipient perform the complete test as per specification from the composite sample prepared from the sampled containers.
[][]Check the appearance of capsule shell according to Sampling Plan for Normal Inspection of Capsule Shell (as per Annexure-IX).
[][]Test all parameters according to the Raw Material Specification and analyze the batch exactly as written in the method of analysis.
[][]Record all analytical raw data and calculations, and attach the printout of weight(s) in the analyst logbook.
[][]Fill up the Raw Material Analytical Work Sheet (as per Annexure-VI) and attach printout of required raw data.
[][]Weigh the sample ± 5.0% of specified quantity for assay test and ±10.0% of specified quantity for all other tests.
[][]Use bracket like [ ] to indicate that the result is taken from manufacturer’s/supplier’s certificate of analysis (CoA) (if available).
[][]Entry all data in previously created certificate of analysis for raw materials in ERP (as per Annexure-VII).
[][]Verify the test report with specification followed by Approval/Rejection in ERP.
[][]Follow SOP for handling of out of specification if the test result does not comply with the specification.
[][]After approval/rejection print out the COA and two copies of GRN under the heading of
- Approved/Rejected quantity.
- Date of Release/Rejected.
- Approved/Rejected status.
[][]Submit all report to QC Manager for approval.
[][]Submit one copy of GRN with the initial with date of In-Charge, QC or his/her designee to store.
[][]Compile a bunch with CoA (as per Annexure-VII), filled Raw Material Analytical Work Sheet (as per Annexure-VI) and raw data, Raw Materials Sampling Report (as per Annexure-V), QC copy of GRN after approval.
[][]Fill up the Trend Card with necessary data.
[][]Prepare the required number of green “PASSED” label for passed.
[][]In case of Rejection, prepare the required no. of red “REJECTED” label.
[][]Fill up the Raw Material Rejection Form (as per Annexure-X) for rejection of raw material.
[][]Paste “PASSED”/“REJECTED” label in cascading manner (overlapping upto 3/4 th of the status bar of the previous label) over the “UNDER TEST” label without hiding any information of the previous label.
List of Annexes: Raw Material Sampling and Release
- Annexure-I : Raw Material Log Register
- Annexure-II : Sampling In-Progress Label
- Annexure-III : List of Raw Material Sampling Quantity
- Annexure-IV : Raw Material Sampling Register
- Annexure-V : Raw Material Sampling Report
- Annexure-VI : Raw Material Analytical Work Sheet
- Annexure-VII : Certificate of Analysis for Raw Material
- Annexure-VIII : Cleaning Checklist Before Sampling of Raw Materials
- Annexure-IX : Sampling Plan for Normal Inspection of Capsule Shell
- Annexure-X : Raw Material Rejection Form