Standard Operating Procedure for Establishment of Control Numbers and Tracking of Laboratory Supplies SOP Number: QC-09-06 Date Revised: 08-09-13


US Environmental Protection Agency
Office of Pesticide Programs
Office of Pesticide Programs
Microbiology Laboratory
Environmental Science Center, Ft. Meade, MD
Standard Operating Procedure for
Establishment of Control Numbers and
Tracking of Laboratory Supplies
SOP Number: QC-09-06
Date Revised: 08-09-13

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SOP No. QC-09-06
Date Revised 08-09-13
Page 1 of 11
SOP Number
QC-09-06
Title
Establishment of Control Numbers and Tracking of Laboratory
Supplies
Scope
This protocol describes the methods used to establish the control
numbers for tracking chemicals, media, reagents and laboratory
materials.
Application
Tracking supplies from date of receipt is an essential quality control
practice.


Approval Date
SOP Developer:

Print Name:
SOP Reviewer

Print Name:
Quality Assurance Unit

Print Name:
Branch Chief

Print Name:


Date SOP issued:

Controlled copy number:

Date SOP withdrawn:

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SOP No. QC-09-06
Date Revised 08-09-13
Page 2 of 11
TABLE OF CONTENTS
Contents	Page Number
1.
DEFINITIONS
3
2.
HEALTH AND SAFETY
3
3.
PERSONNEL QUALIFICATIONS AND TRAINING
3
4.
INSTRUMENT CALIBRATION
3
5.
SAMPLE HANDLING AND STORAGE
3
6.
QUALITY CONTROL
3
7.
INTERFERENCES
3
8. NON-CONFORMING DATA
3
9.
DATA MANAGEMENT
4
10.
CAUTIONS
4
11.
SPECIAL APPARATUS AND MATERIALS
4
12.
PROCEDURE AND ANALYSIS
4
13.
DATA ANALYSIS/CALCULATIONS
6
14.
FORMS AND DATA SHEETS
6
15.
REFERENCES
7

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SOP No. QC-09-06
Date Revised 08-09-13
Page 3 of 11
1. Definitions
1.	OMLIMS = OPP Microbiology Laboratory Information Management
System
2.	Chemicals = Includes materials such as acids, bases, alcohols,
disinfectants, stains, and media components (e.g., sodium chloride, Tween
80, etc.).
3.	Media = Includes powder (e.g., Letheen Broth), solid (e.g., Trypticase Soy
Agar plates; purchased already prepared), and liquid media (e.g.,
Minimum Essential Medium; purchased already prepared) used for the
growth of microorganisms and cell cultures.
4.	Reagents = Includes materials such as buffer and saline solutions.
5.	Laboratory materials = Includes organisms, test kits, and pre-sterilized
supplies that have expiration dates (e.g., pipettes, tips, filter units). Pre-
sterilized items that do not have expiration dates are not tracked in
OMLIMS.
2. Health and
Safety
1. Chemicals, media, reagents, and laboratory materials are handled
according to the manufacturer's instructions or information stated in the
Safety Data Sheets (SDS).
3. Personnel
Qualifications
and Training
1. Refer to SOP ADM-04, OPP Microbiology Laboratory Training.
4. Instrument
Calibration
Not Applicable
5. Sample
Handling and
Storage
1. Chemicals, media, reagents, and laboratory materials are handled and
stored in the appropriate cabinet or refrigerator according to the
manufacturer's recommendation or as noted in the SDS.
6. Quality Control
1. For quality control purposes, enter supply receipt information (e.g.,
received date, expiration date, vendor, catalog number, lot number, status,
room number, etc.) into OMLIMS (see 14.1).
7. Interferences
1.	Chemicals, media, reagents, and laboratory materials (see section 1.5)
must have a control number in order to be used by the laboratory.
2.	If an item is found in the laboratory which does not have a control
number, and the control number cannot be created by determining the date
of receipt (see section 12.3), then discard the item.
8. Non-
conforming
1. In the event that a control number was incorrectly assigned or entered
incorrectly into OMLIMS, the analyst should correct the control number

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SOP No. QC-09-06
Date Revised 08-09-13
Page 4 of 11
Data
on the item and in the database immediately as per section 12.4.a.
9. Data
Management
1. Data will be archived consistent with SOP ADM-03, Records and
Archives.
10. Cautions
1. To maintain consistency and accuracy in the OMLIMS database, it is
preferable to limit access to one or two staff members.
11. Special
Apparatus and
Materials
1. The OMLIMS is written in Microsoft Access with the data and system
stored on the G: drive (G:\Data\Shared\MLB\Omlims) at the
Environmental Science Center, Fort Meade, MD.
12. Procedure and
Analysis
Chemicals, media, reagents, and laboratory materials (see section 1.5) are
logged into the OMLIMS upon receipt and assigned a control number.
12.1 Purpose of
OMLIMS
a.
The OMLIMS is used to track supplies and contain important
information such as vendor, catalog number, lot number, control
number, expiration date, sterility requirements, storage conditions
and supply status categories (i.e., Full, In Use, Discarded, Expired or
Sent Out) (see 14.1).
12.2 Control
Number
Assignment
a.
The control number consists of four parts: 1) The first digit identifies
items as purchased with OPP funds ( R) or items purchased with
funds from other organizations (H); 2) the next six digits represent
the date the item was received: MMDDYY where MM=month, DD=
day, and YY=the last two digits of the calendar year; 3) the next
seven digits represent the expiration date of the item: EMMDDYY
where E=expiration, MM=month, DD=day, and YY=the last two
digits of the calendar year; and 4) the suffix where the digits after the
dash act as a counter for the number of items received on the same
date.

b.
For example, if the first item received and logged in on 10-31-13 has
a manufacturer-assigned expiration date of 12-2016 (no day given so
last day of the month is used), assign the control number
R103113E123116-01.

c.
For additional items received on the same day, assign a control
number with a consecutively-increasing suffix (e.g., -02, -03, etc.).

d.
If multiple quantities of the same item are received on the same day,
add an alphabetical character to the suffix to differentiate the items.
i. For example, if the first item received on 10-31-13 consisted
of three identical containers of dehydrated media X, same lot
and expiration date of 12/31/16, the control numbers assigned

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SOP No. QC-09-06
Date Revised 08-09-13
Page 5 of 11

would be R103113E123116-01 A, R103113E123116-01B,
andR103113E123116-01C.
ii. The second items received on 10-31-13, consisting of two
identical (i.e., same lot and expiration date of 05/31/14)
containers of an alcohol, would be assigned the control
numbers R103113E053114-02A and R103113E053114-02B.
e.	If an item does not have a manufacturer-assigned expiration date,
assign an expiration date that is not greater than 5 years from the date
the item was received.
f.	Record the control number directly on the item or its packaging, or
record it on a label and affix it to the item.
12.3 Items Found in
Laboratory
with No
Control
Number
a.	If a chemical, media, reagent or laboratory material is discovered to
have no control number, an attempt should be made to assign one.
b.	Begin by searching vendor packing slips, purchase records, or other
information to identify the date the item was received.
c.	If a date received is established, assign a control number to the item
using this information. Determine the expiration date and suffix
components of the control number as per section 12.2.
d.	If no date received information is available, the item may be used if it
is labeled with a manufacturer-assigned expiration date (e.g.,
12/31/16). In this case, a control number is assigned using the
current date (e.g., R103113E123116-04). Make a note of the control
number assignment and place it in the notebook containing the
current packing slips. The item may be used until the expiration date.
e.	If no date received or expiration date can be determined, the item is
discarded.
12.4 Changes to
Control
Numbers
a.	In the event that a control number was incorrectly assigned or entered
incorrectly into OMLIMS, analyst(s) with OMLIMS access should
correct the control number on the item and in the database
immediately upon discovery of the error.
b.	Items for which there is no manufacturer-assigned expiration date
(see section 12.2.e) may be evaluated once the laboratory-assigned
expiration date is reached. If the laboratory determines that the

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SOP No. QC-09-06
Date Revised 08-09-13
Page 6 of 11

quality of the item is not compromised (e.g., not damaged, no
precipitate or color change evident, etc.) and further use of the item is
anticipated, analysts may change the control number to assign a new
expiration date, as long as the newly assigned expiration date is not
greater than five years after the date that the item was received.
Change the control number on both the item and in OMLIMS.
c. When changing control numbers recorded on items, strike through
the portion of the old number which has changed and write the new
set of numbers above it. Write the analyst's initials next to the new
set of numbers to document the originator of the change to the
control number.
12.5 Monthly
OMLIMS
Reports
a.	Reports containing information on items received, expired, and soon-
to-be expiring (see sections 14.2 through 14.4) can be generated from
the OMLIMS database. The analyst in charge of entering information
into OMLIMS will generate all necessary reports.
b.	Generate a report at the end of each month to identify all items
received during the month (see 14.2).
c.	Generate a report at the end of each month to identify supplies by
control numbers that have expired so that they will be discarded (see
14.3).
d.	Generate a report monthly to identify supplies by control number
that will expire in the next 30 days. This report assists the laboratory
in identifying supply items that may have to be ordered to keep the
supply item in stock when existing stock expires (see 14.4).
13. Data Analysis/
Calculations
None
14. Forms and Data
Sheets
Excerpts from OMLIMS:
1.	Supply Data (OMLIMS)
2.	Laboratory Supplies Received Report
3.	Laboratory Supplies Which Expired On or Before a Particular Date
4.	Laboratory Supplies Which Will Expire Within 30 Days of a Particular
Date

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SOP No. QC-09-06
Date Revised 08-09-13
Page 7 of 11
15. References None

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SOP No. QC-09-06
Date Revised 08-09-13
Page 8 of 11
16.1 Supply Data (OMLIMS)
D Supplies
~
_ H X
Supply Ammonium Hydroxide
Sterility ~
Storage RI v
Order MoreAmt.
Unit of Measure bottles)
Stock
M
" 1
4
~
~1
Add Supply
Delete Supply
Save Supply
Ex*
Rec. Date Exp .Date R/H-88 Control No.
Vendor
Catalog No.
lot No
Amt. Storage Status
Chim Room
3/8/1999 I 3/8/2009 R v 07
Sigma Aldrich
A-6899
2SH3445
RT v Empty
602 B203
5/3/1999 5/3/2009 R v 02
Fisher Scientific
NA
669-212
RT v Discarded
@203
5/19/1999 5/19/2009 R v 04A
Sigma Aldrich
22,122-8
09728LS
RT v Discarded
8189 8203
5/19/1999 5/19/2009 R v 048
Sigma Aldrich
22,122-8
09728LS
RT v Discarded v 8190 8203
3/9/2009 3/9/2019 R v 07A
Sigma Aldrich
221228
02621LH
RT v Full
v 11234 8203
3/9/2009 3/9/2019 R v 078
SigmaAldrich
221228
02621LH
RT v Full
v 11235 8203
7/10/2013 7/11/2023 R v 002
H
4
~
~ 1
Add Stock
Delete Stock
Duplicate Stock
Save Stock
Record: h 1 o( 6 ~ N >
Record: H < 27 of 613 ~ H t
Search
Search

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SOP No. QC-09-06
Date Revised 08-09-13
Page 9 of 11
16.2 Laboratory Supplies Received Report

OFF Microbiology Laboratory Supplies Received



Control No.
titppij
VftiK&or Name
Catalog; Mo.
Lot NO.
Room
Storage
CtHfTI
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ATCC
15*42
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B204
Rr
•i*
R06aT13£015115-02
staphs to coccus ajseus
ATCC
65-35
53-534359
S204
R~
m
H051213EQ33111-01
PCS Pfiette CslisellonKl
A lei
PCS-60Q
32842
B202
RT
K
RQ&1213E033114-02
PCS Buk KR
A«et
PCS-211
39557
B2Q2
RT
K
H061313£®C6 13-01
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- ==:-=: =:= ns
A&-6463
1$61 ©463
B201
RT
C
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: -:'c - ¦=: =
= = =
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0000169162
B206
RT
0
13061713£Q43Q 17-016
Synineifc Brotv Klmedta
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0000169162
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0
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= "= = 5:
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0
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- new 2.5^
= = = ---=-.-
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2305A91
mm
RT
14054

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SOP No. QC-09-06
Date Revised 08-09-13
Page 10 of 11
16.3 Laboratory Supplies Which Expired On or Before a Particular Date
OPP Microbiology Laboratory Supplies Which Have Expired
Control Nb	twp>plf	vwMtor Nam*	Qtlalof fto, Lot If®.	Room Stewf® culm
S«073'?E0F0F13-C)i 1	: :: :: : c::?-e	i	a;s22-25G (ammss	Bim S.F 9«i

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SOP No. QC-09-06
Date Revised 08-09-13
Page 11 of 11
16.4 Laboratory Supplies Which Will Expire Within 30 Days of a Particular Date
GPP Microbiology Laboratory Supplies Which Will Expire Within 30 Days
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