SOP for Maintaining Quality Control equipment / instrument log book
Objective : To lay down the procedure for maintaining equipment / instrument log book in Quality Control Department.
Scope: This procedure is applicable for maintaining equipment / instrument log book in Quality Control Department.
Responsibility: Chemist or above of QC department
Accountability: Head Quality Control
Procedure:
The equipment / instrument log book shall be maintained for equipments / instruments used in Quality Control department.
The equipment / instrument log book shall be controlled by Quality Assurance department and QA department shall issue the instrument log book to QC department.
In instrument log book, analyst shall enter the start time just after analyst starts work on respective instrument.
The end time shall be entered immediately at the end of analytical activity.
After completion of analytical activity analyst shall be responsible for maintaining cleaning of instrument as per SOP on cleaning of respective instrument and cleaning status shall be recorded in instrument usage log book.
Start time shall be the time, when analyst starts the usage of the instrument and end time shall be the time, when analyst leaves the instrument. (Leave means either completion of analytical activity or hand over the operation to the second analyst).
If samples are being loaded in long sequence (HPLC / GC) then analyst may enter the end time entry on next working day with initial and date after verification of run of the sequence.
If sequence has been interrupted due to malfunctioning of instrument or due to any other reason this instrument shall be handled as per SOP.
Recording of time shall be in 24 hour format and if end time shall be on next day then entry shall be made as ‘AA : BB (dd-mm-yyyy)’
Where ’AA’ is for hour, ‘BB’ is for minute and ‘dd-mm-yyyy’ is for date e.g. 24-11-2025 for 24th November 2025.
If instrument is not working properly then record observation in Instrument Breakdown History Record and affix “OUT OF ORDER” label and follow SOP for further action.
HPLC / GC instrument log book shall be as per Annexure and log book of remaining instruments except HPLC and GC shall be as per Annexure.
Note : All entries shall be done online & Not more than one entry is allowed in one row.
After each entry one line shall be left blank for better readability.
List of Annexure :
- Instrument Log Book (HPLC / GC)
- Instrument log book (General)
- Instrument Breakdown History Record