Housekeeping at the Pharmaceutical warehouse

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Good housekeeping is key to a well-run warehouse. Warehouses are often very busy places with constant inventory movement in and out as well as different warehouse locations within the building.

Good housekeeping, which means “Everything in its place”, reduces the chance of misplaced goods, decreases the risk of dispatching or issuing incorrect goods, and improves MHRA approved warehousing UK safety.

This is an area that has been designated as a no-walk zone. This area is a potential danger zone for forklifts. This area is frequently used by forklifts, which can be dangerous.

Material identification

Every piece of material should be identified with a unique identifier number (UIN) and a standard name. These numbers are used to identify the material during storage and processing. To avoid confusion with product batches, the UIN should not be confused with the supplier’s lot number.

Supplier’s batch #

Containers with a different lot or batch numbers from different manufacturers should be kept separate in each shipment. This will allow you to trace contamination back to the supplier’s batch, and help isolate the suspect material from the final product.

A single shipment can contain multiple batches, lots, or equivalent numbers. Each group can be considered the same material. Subsequent deliveries from the same manufacturer with the same batch, lot, or equivalent number in a single delivery can be considered separate materials. This is because handling and transport might have affected their quality.

Standard name

The company’s unique approved name is the standard name. The product formulation bill will use the standard name. You can also call sodium chloride salt or sodium salt. Any confusion can be eliminated by standardizing the internal name.

The material’s grade or quality is known as “USP”. To indicate their pharmaceutical grade, chemicals are usually labeled with the “USP”, “BP” or “EP” grades.

Material item code

The material item code, which is linked to the standard name, is used in the Master Batch Record as well as formulation. This code is also linked to the barcode and helps identify the supplier and the grade of the material.

UIN (Unique Identifying Number)

The Unique Identifying Number (UIN) can also be called the Goods Inward Number, Lot Number, or Batch Number. Because it allows for traceability and uniquely identifies each consignment of material, the number is crucial. The UIN is stored in the laboratory, on the computer, and in production during the formulation of a product.

Expiry Date

The expiry date is the expiration date. This indicates when the goods are no longer safe to use. It is obvious that once goods expire, they should be thrown out and must not be used again.

Storage Conditions

If products and materials are not stored in approved storage conditions, they can become brittle. Final products must be stored by approved storage conditions.


A unique barcode is used by some companies to provide a second unique identifier of the product or material. This barcode can be used to electronically scan the item’s identity before it is issued.

Status labels

Each lot must have an identification number. A status label is required for each lot to indicate the material’s status. Below are some examples of physical status labels. You will notice the use of different colors. (Note: Different companies might use different colors for different types of status labels)

You can choose to label your status with either:

  • The container should have physical labels
  • Electronic fields in a database
  • Combination of electronic and physical

To ensure only authorized materials are used, it is important to be familiar with the company’s system.

Before any lot can be used in manufacturing it must be released to QC. Once a lot has passed inspection and testing, QC will change the status from “Hold”/”Quarantine” to “Released”/”Approved”.

Quarantine label

This label is used if the goods are not yet tested and ready for use by the laboratory. Materials marked Quarantine must not be used.

Hold label

The Hold label means that the material is being investigated and may be at risk. Under no circumstances, do not use.

Release label

The material has been released to allow for its use. The Quality Department has cleared the batch.

Approve label

The approval label signifies that the material is safe for use and can be released for sale. The laboratory has cleared the batch.

Reject label

The label Rejected indicates that the batch was deemed unacceptable or defective. These materials should not be used. These materials should be kept in a separate, locked location

Control over product labels

GMP is crucial in ensuring that product labels are properly controlled. Customers could be negatively affected by mislabeled products. All product labels should be controlled. These controls include:

  • To prevent any mix-ups, each label type is identified and separated in the label shop.
  • Only authorized personnel can have access to the label store.
  • The store should not have any loose labels or approved labels.
  • All damaged or unused labels must be returned to Quality Department.
  • Only the Quality Department should issue “Approved” and “Released” labels.
  • To verify that the labels are released, they must first be double-checked against the original work order.
  • Name and code of the product
  • The version number and label identity
  • Expiry date and coded batch number

Only after all checks are completed satisfactorily can labels be placed in the packaging area.

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