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 Laboratory Supplies
SOP Number: QC-09-05
Date Revised: 11-01-11
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SOP No. QC-09-05
Date Revised 11-01-11
Page 1 of 10
EPA/OPP MICROBIOLOGY LABORATORY
ESC, Ft. Meade, MD
Standard Operating Procedure
for
Establishment of Control Numbers and Tracking Laboratory Supplies
SOP Number: QC-09-05
Date Revised: 11-01-11
Initiated By: Date: / /
Print Name:
Technical Review: Date: / /
Print Name:
Technical Staff
QA Review: Date: / /
Print Name:
QA Officer
Approved By: Date: / /
Print Name:
Branch Chief
Effective Date: / /
Controlled Copy No.:
Withdrawn By:
Date: / /
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SOP No. QC-09-05
Date Revised 11-01-11
Page 2 of 10
TABLE OF CONTENTS
Contents
Page Number
1.0 SCOPE AND APPLICATION 3
2.0 DEFINITIONS 3
3.0 HEALTH AND SAFETY 3
4.0 CAUTIONS 3
5.0 INTERFERENCES 3
6.0 PERSONNEL QUALIFICATIONS 3
7.0 SPECIAL APPARATUS AND MATERIALS 3
8.0 INSTRUMENT OR METHOD CALIBRATION 4
9.0 SAMPLE HANDLING AND STORAGE 4
10.0 PROCEDURE AM) ANALYSIS 4
11.0 DATA ANALYSIS/CALCULATIONS 5
12.0 DATA MANAGEMENT/RECORDS MANAGEMENT 5
13.0 QUALITY CONTROL 5
14.0 NONCONFORMANCE AND CORRECTIVE ACTION 5
15.0 REFERENCES 6
16.0 FORMS AND DATA SHEETS 6
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SOP No. QC-09-05
Date Revised 11-01-11
Page 3 of 10
1.0 SCOPE AND APPLICATION:
1.1 Tracking supplies from date of receipt is an essential quality control practice. This
protocol describes the methods used to establish the control numbers for tracking
chemicals, media, reagents and laboratory materials.
2.0 DEFINITIONS:
2.1 MSDS = Material Safety Data Sheets
2.2 OMLIMS = OPP Microbiology Laboratory Information Management System
3.0 HEALTH AND SAFETY:
3.1 Acid, bases and volatile chemicals should be handled according to the
manufacturer's instructions or information stated in the MSDS.
4.0 CAUTIONS: None
5.0 INTERFERENCES:
5.1 All chemicals, media and reagents must have an identified and legible control
number in order to be used by the laboratory.
5.2 All attempts must be made to identify the control number of a chemical, media or
reagent through vendor packing slips.
5.3 If a control number cannot be identified for a particular chemical, media or
reagent, then the item is discarded.
6.0 PERSONNEL QUALIFICATIONS:
6.1 Personnel are required to be knowledgeable about and to comply with the
laboratory's record keeping procedures. Documentation of training and
familiarization with these requirements can be found in the training file for each
employee.
7.0 SPECIAL APPARATUS AND MATERIALS:
7.1 All chemicals, media or reagents will be handled, used and stored according to the
manufacturer's recommendations or information provided in the MSDS form.
7.2 The OMLIMS is written in Microsoft Access with the data and system stored on
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SOP No. QC-09-05
Date Revised 11-01-11
Page 4 of 10
the G: drive (G:\Data\Shared\MLB\Omlims) at the Environmental Science
Center, Fort Meade, MD.
8.0 INSTRUMENT OR METHOD CALIBRATION: Not applicable
9.0 SAMPLE HANDLING AND STORAGE:
9.1 Acids, bases, flammable or volatile chemicals or reagents will be handled and
stored in the appropriate cabinet or refrigerator according to the manufacturer's
recommendation or as noted in the MSDS.
10.0 PROCEDURE AND ANALYSIS:
10.1 All chemicals, media, prepared or purchased reagents, test kits, organisms,
and pre-sterilized laboratory supplies will be logged into the OMLIMS upon
receipt and assigned a control number. 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 (Full, In Use, Discarded, Expired or Sent Out) (see 16.1). The items
are marked with a label containing the control number. The date the item was
opened will be indicated on all chemicals, media or purchased reagents. This
information should be clearly legible on the labeled container.
10.2 The control number consists of four parts: 1) the first digit identifies the item as a
general lab supply, R; 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. For example, if
the first item received and logged in on 10-31-11 has an expiration date of 12-
2012 (no day given so last day of the month is used), it would have the control
number R103111E123112-01. Additional items received on the same day would
be assigned a control number with a consecutively-increasing suffix (e.g., -02, -
03, etc.). If multiple items of the same item are received on the same day, an
alphabetical character is added to the suffix to differentiate the items: i.e., if the
first item received on 10-31-11 consisted of three identical containers of
dehydrated media X, same lot and expiration number, the control numbers
assigned would be R103111E123112-01 A, R103111E123112-01B, and
R103111E123112-01C. If an item does not have an expiration date, an expiration
date should be assigned which should not be greater than 15 years from the date
the item was received.
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SOP No. QC-09-05
Date Revised 11-01-11
Page 5 of 10
11.0 DATA ANALYSIS/CALCULATIONS: None
12.0 DATA MANAGEMENT/RECORDS MANAGEMENT:
12.1 Data will be recorded promptly in the OMLIMS. Monthly reports (see 16.2) are
printed and archived in notebooks kept in secured file cabinets in the file room
D217. Only authorized personnel have access to the secured files. Archived data
is subject to OPP's official retention schedule contained in SOP ADM-03,
Records and Archives.
13.0 QUALITY CONTROL:
13.1. For quality control purposes, the required information is documented in the
OMLIMS (see 16.1).
13.2 A report is run monthly which identifies supplies by control numbers that have
expired so that they will be discarded (see 16.3).
13.3 A second report is run at the beginning of each month to identify supplies by
control number that will expire in the next 30 days in order to help identify supply
items that may have to be ordered to keep the supply item in stock when existing
stock expires (see 16.4).
14.0 NONCONFORMANCE AND CORRECTIVE ACTION:
14.1 If a chemical, media or reagent is discovered to have no control number, an
attempt should be made using vendor packing slips and other information to
identify the date the item was received. If a date received is established, assign a
control number to it using this information; the appropriate suffix to be assigned
is based on the sequence for that date.
14.2 If the exact date received cannot be established, but the month and year is known,
use this information to establish a control number for the item using the last day
of the month as the expiration date (e.g., R103011E123112-04).
14.3 If no date received information is available, the item may be used if it is labeled
with an expiration date. In this case, a control number is assigned using the
current date (e.g., R103111E123112-04), a page explaining the occurrence is
placed in packing slip log and the item may be used until the expiration date.
14.4 If no date received or expiration date can be determined, the item is discarded.
15.0 REFERENCES: None
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SOP No. QC-09-05
Date Revised 11-01-11
Page 6 of 10
16.0 FORMS AND DATA SHEETS:
16.1 Supply Data (OMLIMS)
16.2 Laboratory Supplies Received Report
16.3 Laboratory Supplies Which Expired On or Before a Particular Date
16.4 Laboratory Supplies Which Will Expire Within 30 Days of a Particular Date
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SOP No. QC-09-05
Date Revised 11-01-11
Page 7 of 10
16.1 Supply Data (OMLLMS)
31 Supplies
H X
~
Supply [Ammonium Hydroxide
Sterility D
Storage RT v
Order More Amt.
Unit of Measure
bottle(s)
Supply Id
545
Stock
\4
4
~
~1
Add Supply
Delete Supply
Save Supply
Exit
Rec. Date Exp. Date R/H-tttt Control No.
Vendor
Catalog No.
Lot No. Amt. Storage Status Chim Room
02E21LH 111RT v||Full vJpM234]| B203
3/9/2009 3/9/2019 R v 07A Sigrna-Aldrich
221228
02621LH 1 |RT v jFull v||Ti2l~|| B203
3/9/2009 3/9/2019 R v 07B Sigrna-Aldrich
221228
11/2/2011 11/2/2021 R v 002
H
4
~
~1
Add Stock
Delete Stock
Duplicate Stock
Save Stock
Record: H 1 of 2
~ h t
Record: H < 19 of 541 ~ H K
Search
Search
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SOP No. QC-09-05
Date Revised 11-01-11
Page 8 of 10
16.2 Laboratory Supplies Received Report
OPP Microbiology Laboratory Supplies Received
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SOP No. QC-09-05
Date Revised 11-01-11
Page 9 of 10
16.3 Laboratory Supplies Which Expired On or Before a Particular Date
OPP Microbbiogy Laboratory Supplies Which Have Expired
Control flo. lupfff Lot No. Room Storage CMm
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SOP No. QC-09-05
Date Revised 11-01-11
Page 10 of 10
16.4 Laboratory Supplies Which Will Expire Within 30 Days of a Particular Date
OPP Microbiology Laboratory Supplies 'Which Will Expire Within 30 Days
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