WAREHOUSING OF DRUGS AND PHARMACUETICALS

 WAREHOUSING- A warehouse is a specified area or a commercial building for storage or

housing of drugs and pharmaceuticals and the physical process or action is known as
warehousing.
Warehousing is storage of large quantities and huge stock like as in chain of
pharmacies or a management running number of hospitals. It is different from drug
store that is in a particular hospital.
 PURPOSE: - The purpose of warehousing is to enable fastest and cheapest transport of
drugs and medical equipment from suppliers to beneficiaries.
 DESING OF A WAREHOUSE:
 CONSIDERATIONS FOR WAREHOUSE DESING:
1. The layout and design of premises must aim to minimize the risk of errors and
permit effective cleaning and maintenance in order to avoid cross-
contamination, build-up of dust or dirt, and, in general, any adverse effect on
the quality of products.
2. Where dust is generated (e.g. during sampling, weighing, mixing and
processing operations, packaging of powder), measures should be taken to
avoid cross-contamination and facilitate cleaning.
3. Premises should be situated in an environment in which the minimum risk of
any contamination of materials or products.
4. Premises should be cleaned, carefully maintained and, where applicable,
disinfected according to detailed written procedures. Records should be
maintained.
5. Electrical supply, lighting, temperature, humidity and ventilation should be
appropriate.
6. Premises should be designed and equipped so as to afford maximum
protection against the entry of insects, birds or other animals. There should be
a standard procedure to prevent from rodent and pest control.
7. Premises should be designed to ensure the logical flow of materials and
personnel.
 STRUCTURAL DESIGN:
i. Capacity/space: Storage facilities must have the capacity for both storage and
handling. The required space will depend on– quantity and time of receiving
supplies, space required for each item, length of stay, need of cold storage
(refrigerator or freezer).
 ii. Cold storage: In larger facilities it is more efficient to use cold rooms while in smaller
ones freezers or refrigerators can be used. Ideally, larger facilities should have one
room with a negative temperature for frozen products (-20°C) and another room
with a positive but cold temperature (2°-8°C) for products requiring refrigeration.
iii. Ventilation: The location and design should ensure maximum air circulation to avoid
concentrations of fumes or gases. Exhaust fan should be used. Windows should be
high and wide. There should be provision for proper temperature and humidity
control.
iv. Roof: Proper drainage of water should be there from both roof and floor. Roof
should be extended over the windows to give extra protection from rain and direct
sunlight. Double ceiling should be installed to provide insulation and ensure that
supplies are kept cool.
v. Walls and floor: These should be permanent and smooth for easy cleaning. Walls
preferably should be constructed of brick or concrete blocks. Floors should
withstand the frequent movement of heavy products strong enough to provide
adequate security.
vi. Doors: They should be wide enough to allow for the free and easy movement of
supplies and equipment.
vii. Lighting: Provision of natural light should be there while florescent or incandescent
bulb lighting should be avoided as these emit ultraviolet rays and heat respectively,
which have a negative effect on certain products.
 RECEIVING AREA:
a) Loading and Unloading Bay: Adequate space for loading and unloading bay shall
be provided.
b) Receiving Counter: A receiving counter shall be provided with adequate waiting
space equipped with appropriate office furniture and equipment, provided with
fans.
c) Mechanical Equipment Parking Area: Parking bay for forklift, pallet truck, trolley,
jack and stacker shall be provided.
d) Sorting / Unpacking Area: Space shall be sufficient for goods sorting and
checking and for the utilization of forklift.
e) Transit / Holding Area: Ample space shall be made available for-
 Items requiring further clarification / investigation before receiving.
 Transit items which do not require special storage conditions.
 Pallets storage.
f) Disposal Room: Disposal room shall be made available for discarded items (used
boxes, wrappers and plastic covers).
 STORAGE AREA:
a) General Storage Requirement:
i. The area shall have 24 hours air-conditioning facilities.
ii. It shall have effective temperature control (between 160C to 250C).
iii. The electrical supply to the refrigerators, freezers, cold room and air-
conditioning facilities shall be linked to the hospital emergency power supply.
iv. Sufficient numbers of pallets, shelves and racks shall be provided.
b) Drug Store :
i. Adjustable, modular, heavy duty open racks shall be provided for storage of
packages of different sizes.
ii. Designated area for Cytotoxic Drugs shall be equipped with cautionary signage
and Chemo-Spill Kit.
c) Dangerous Drugs / Psychotropic Substances Store: Dangerous Drugs / Psychotropic
substances shall be kept under lock and key in special room / cabinet with alarm
system.
d) Cold Room / Pharmaceutical Refrigerator / Freezer Bay:
i. These facilities shall be provided based on functionality of the hospital.
ii. This room shall be provided within the warehouse for storage of drugs
requiring low storage temperature, which includes vaccines, antis era and
other biological products.
iii. Every cold room / pharmaceutical refrigerator and freezer shall have
computerized temperature recorder system.
e) Intravenous (IV) Fluid Store: Sufficient space shall be made available to accommodate
all haemodialysis, peritoneal dialysis solution and intravenous solutions.
f) Surgical Store: Adequate, designated storage area for bulk surgical / consumable /
disposable items/ x-ray films shall be provided.
g) Non-Drug Bulk Store: Dispensing bottles, containers, labels and envelopes shall be kept
in a designated area.
 STORES WITH SPECIAL STORAGE REQUIREMENT:
a) Inflammable Store: Inflammable items (ethanol, methanol, acetone, etc.) shall be kept
in a store equipped with fire fighting equipments, smoke detectors and exhaust fans for
adequate ventilation. The wall, roof, ceiling and doors shall be made of fire retardant
materials.
b) Corrosive Items Store: Corrosive items (phenols, hypochlorites) shall be kept here and
eye wash station shall be made available.
c) Quarantined Item Store: Designated area / cabinet shall be provided and distinctly
labeled.
d) Non-Conformance / Condemned Item Store: Designated store/ cabinet for expired,
obsolete or damaged items shall be provided prior to disposal.
 ADMINISTRATIVE AREA:
a) Pharmacist In-Charge Office: Room for the pharmacist in-charge to perform
administrative work. It is strategically located to allow supervision.
b) Pharmacist Work Station: Designated area for Pharmacist which is half-glass paneled to
allow supervision. Workstations and computer terminals shall be made available.
c) Meeting / Discussion Room: Space for discussion and routine administrative meetings.
d) Document Room: Adequate space/ room to store files and records.
e) Reception Counter and Customer Waiting Area: Customer waiting area equipped with
appropriate office furniture, equipments, audio-visual facilities, water dispenser and
settee.
 ANCILLARY AREA:
a) Personnel / Staff Rest Room: A room shall be made available for staff with staff lockers
and domestic appliances such as refrigerator, water dispenser, table, chairs and sofa
b) Wash Room: Wash rooms for male and female with separately shall be provided.
c) Housekeeping/Utility Room: The room shall have sufficient space for storing of cleaning
materials and equipment with good.
d) Security Guard Post: Security guard post shall be made available at the main entrance
of the store equipped with necessecities for the security guard’s convenience.

 LAYOUT OF WAREHOUSE:
  LAYOUT OPTIONS:

There are two main layout options –

1. 'U' flow
2. 'Through' flow
 U FLOW WAREHOUSE: Provides excellent security because only one side of the building
is used for entry and exit. Allows scope for expansion in three directions but the
disadvantage of the ‘U’ flow arrangement is that congestion can occur if there is heavy
incoming and outgoing traffic at the same time.

 THROUGH FLOW WAREHOUSE: There is little risk of congestion at the loading docks.
However, security is an increased problem because of the two-sided arrangement. This
is likely to require two security gates with access roads on both sides of the building. In
addition, the potential for expansion is limited to two directions only.
 MATERIALS HANDLING EQUIPMENT AND STORAGE MEDIA:

 Shelves and cupboards: Use shelves and cupboards to store smaller products.
 Cupboards: To keep specific products free from dust or light, cupboards should be
there.
 Shelves: Adjustable shelves and racks should be used in line with a passageway not less
than 90 cm wide. Also place the shelves 90 cm from the walls of the storeroom to
ensure they are accessible from both sides. Avoid placing shelves only around the edge
of the room. On shelves clear labeling of products should be there.
 Tables in the packing area: Provide large tables in the packing area for staff to use when
assembling and packing shipments. Keep the tables clean.
 Pallets: Pallets are used to store bulk items and larger cartons. They keep things off the
floor and can be used with forklifts or trolleys to move around groups of larger items.
Pallets are generally used only in larger facilities because storing and moving pallets can
be expensive. Smaller facilities might have a few pallets left in place to ensure air
circulation and keep products off the floor.

 THE WAREHOUSE STAFF:-

1. The responsible pharmacist : His duties
 Good management of the stock of the warehouse.
 Good preservation of drugs and equipments.
 Safety of stored goods.
2. The warehouse keeper: His duties
 Reception of supplies.
 Storage of stocks of goods.
 Recording of every IN and OUT movement of the products in
the stock card.
 Issue of products during manufacturing.
3. The warehouse worker: His duty
 Handling operations including the carrying and moving of goods
which are intended for storage, shipment and sale.
4. The cleaner: His duty
 Ensure cleanliness of premises and equipment.
5. The security guard : His duty
 He is responsible for ensuring supervision and security of the
warehouse.
  GOOD WAREHOUSING PRACTICE:

i. Factory Stock should be received with proper documents detailing the names of
product -the batch number, the number of units of final packs of each batch, the date
of dispatch and the quality control status of the batches.
ii. The stock control system must be such that only passed batches of products are
issued for distribution. Stocks should be stored product wise to enable quick
identification and control of stock movement .Stocks should therefore be racked and
stored in a manner that earlier stocks are more early accessible than the later ones
following FIFO (first in first out).
iii. The picking and assembling areas should be arranged so as to minimize the distance
travelled by warehouse operators. Picking stocks should be located on shelves at
convenient heights and with proper labels which clearly identify the products.
iv. Assembled products should be checked for accuracy of quantities and identities of
products ordered. Batch details should be recorded in relevant documents.
v. The unit product packs should be not contaminated by other products. Vehicles
which carry the final packaged stocks of products should be so selected that-
1. They are clear, dry and sufficiently protected from rain and other weather factors
2. They are free from infestation.
3. They do not give off strong odors which may contaminate the products.
4. They are suitable to withstand the weight of the load they carry.

 MANAGEMENT OF WAREHOUSE:

 DOCUMENTATION-
A. STOCK CARD: It is a simple and efficient tool that enables the management of a
warehouse. A stock card should be created for each pharmaceutical product and
regularly updated. They must be easily accessible.

Stock card characteristics:

Separate stock card should be maintained for each consignment conataining:

 Exact description of the product.

 Expiry date of the product.

 Product movement; date; incoming quantity and origin; outgoing quantities; losses due
to damaged product broken flask, lost product.

 Stock level after every movement.

 B. Checklist for drug warehouse management
1. DAILY/WEEKLY:-

a. Monitor storage conditions j. Check the store roof for leaks,

especially during rains.

b. Clean receiving, storage, packing, and k. Monitor product quality (visually

dispensing areas inspect commodities and check
expiration dates)

c. Sweep or scrub floors l. Ensure that products are stacked

correctly.

d. Remove garbage m. Update stock records.

e. Clean bins, shelves, and cupboards, if n. Conduct physical inventory and

needed. update stock keeping records

f. Ensure that passages are clean. o. Monitor stock levels, stock

quantities, and safety stocks
g. Ensure adequate ventilation and p. Submit emergency order (as
cooling needed, using local guidelines)

h. Ensure that products are protected q. Update stock cards

from direct sunlight
i. Monitor store security and safety. r. Separate expired stocks and move
to secure area

2. MONTHLY:

a. Conduct physical inventory or cycle count, and update stock keeping records

b. Check for signs of rodents, insect or roof leaks.

c. Inspect the storage structure for damage, including the walls, floors, roof, windows, and
doors.
3. EVERY 3 MONTHS (QUARTERLY):

a. Conduct physical inventory or cycle count, and update stock keeping records

b. Use established procedures to dispose of expired or damaged products.

c. Visually inspect fire extinguishers to ensure that pressures are maintained and extinguishers
are ready for use.

4. EVERY 6 MONTHS:

a. Conduct fire drills and review fire safety procedures

5. EVERY 12 MONTHS:

a. Service fire extinguishers and smoke detectors

b. Conduct complete physical inventory and update stock keeping records.

c. Reassess maximum/minimum stock levels, and adjust if needed.