PURPOSE
To describe methods for retaining reserve samples of appropriate lots of products and related materials.
SCOPE
- This procedure describes methods for obtaining, identifying, storing, and documenting appropriate information as it applies to retention samples from each lot.
- This procedure applies to retention samples of finished goods and certain subassemblies.
- This procedure applies to retention samples of chemical and other raw materials received for use in products and subassemblies.
RESPONSIBILITY
- It is the responsibility of Quality Control personnel to obtain, identify, maintain appropriate documentation, and appropriately store retention samples.
- It is the responsibility of Manufacturing personnel to provide enough manufactured material so that appropriate retention samples can be obtained by Quality Control.
- It is the responsibility of Quality Control to document the disposition of any retention samples removed from storage for various uses.
ACCOUNTABILITY
Head of the Department
PROCEDURAL PRINCIPLES AND INTRODUCTION
- Retention samples are not required for every raw material and manufactured part and are specified in PNS’s.
- Retention samples are required of all final assemblies.
- If a reserve sample must be retained, it will be specified in the appropriate PNS document.
- PNS will specify an amount to be retained, storage containers and conditions required, and other important information about the retention sample requirements.
- The retention sample must be retained for a minimum of 1 year after the expiration date of the material.
- Retention samples of aseptically filled products must be kept in their original product container (vial).
- For other sterile products or raw materials, retention samples of the sterile unopened product must be kept.
- Retention samples must be representative of the lot.
- Retention samples of final kit assemblies must contain all the components of the kit but do not have to be retained in the final packaging box or other assemblies.
- Assemblies or other parts with cosmetic defects that do not affect the integrity of the part may be kept as retention samples.
- Individual retention samples and outer containers must be appropriately and adequately identified as QC retention samples. They must be segregated from samples in quarantine or other QC status.
- Retention sample outer containers should be adequately identified so that specific samples can be easily retrieved from storage at a later date.
- Each manufactured or purchased part number must have a separate log sheet; multiple lots of the same part number must be recorded on the same sheet.
PROCEDURE
- Collect the required quantity of retained samples from the raw material received.
- Take the sample in plain & black Polybags (In case if light-sensitive material).
- Keep this bag in an airtight plastic container.
- Place the label on the plastic container having the following Details.
RETAIN SAMPLE
- NAME OF Material: _________________
- BATCH NO: ______________________
- QUANTITY: _______________________
- DATE: __________________________
- A.R. No.:_______________________
- Enter the data in the ‘Retain sample register’ as per the following details.
- Sr. No.:
- A.R. No.:
- Name of Raw Material :
- Batch No.:
- Qty Sampled :
- Date of preparation :
- Storage condition :
- Box No.:
- Sign :
- Keep the plastic container in the box number as specified in the register.
- Store the retained sample container for 10 years as per the list of storage conditions available in the Q.C. Dept.
- Destroy the retained samples after 10 years.
- Prepare the list of RM to be destroyed and get approval for the same.
- For the destruction of retained samples soak the material in water or collect the liquid material& drain by flushing with excess water.
- Transfer the empty bottles, and containers to the scrap area as per Ref. S.O.P.
- Preserve the destruction record for 5 years after the date on which they are destroyed.
ABBREVIATION
A.R.No.: Analytical Report number
Sr. No.: Serial number
Qty: Quantity
Q.C.: Quality Control
ANNEXURE
Nil
REVISION HISTORY
Nil
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