Procedure for Managing Retained Samples and Associated Records

Department	Quality Assurance (QA)/Quality Control (QC)/Warehouse
SOP No.	SOP/Ointment/168
Supersedes	V 1.0
Page No.	Page X of Y
Issue Date	[Insert Issue Date]
Effective Date	[Insert Effective Date]
Review Date	[Insert Review Date]

1. Purpose

The purpose of this Standard Operating Procedure (SOP) is to define a structured approach for the storage, handling, and documentation of retained samples in pharmaceutical manufacturing. Retained samples serve as reference materials to verify batch quality, support investigations, and meet regulatory compliance requirements.

2. Scope

This SOP applies to all retained samples of raw materials, packaging materials, in-process materials, and finished pharmaceutical products. It covers personnel in Quality Assurance (QA), Quality Control (QC), and Warehouse departments involved in sample storage, retrieval, and record management.

3. Responsibilities

• QC Analyst: Collects and labels retained samples.
• QA Officer: Ensures proper storage conditions and record-keeping.
• Warehouse Supervisor: Monitors environmental conditions of retained sample storage areas.
• QA Manager: Reviews and approves retained sample documentation.

4. Accountability

The QA Manager is accountable for ensuring that all retained samples and associated records comply with GMP, FDA, ICH, and WHO guidelines.

5. Procedure

5.1 Selection and Collection of Retained Samples

Retained samples must be collected from each batch as per regulatory requirements:

• Raw materials: **Minimum 2X the amount required for full analysis**.
• Packaging materials: **At least one complete set per batch**.
• Finished products: **Twice the quantity required for testing**.
• In-process samples: **As required by process validation protocols**.

Each sample must be labeled with:

• Product or material name
• Batch number
• Manufacturing date
• Expiry date
• Sample storage conditions

5.2 Storage Conditions for Retained Samples

• Retained samples must be stored in **designated, locked cabinets or rooms**.
• Storage conditions must comply with product-specific temperature and humidity requirements:
  • Controlled Room Temperature: **15-25°C**
  • Refrigerated Products: **2-8°C**
  • Freezer Storage: **-20°C or lower**
• Storage areas must be **monitored daily** using calibrated temperature and humidity monitoring devices.
• Samples must be arranged in a **First In, First Out (FIFO)** manner.

5.3 Documentation of Retained Samples

• Each retained sample must be logged in the **Retained Sample Register (Annexure-1).**
• Sample records must include:
  • Batch number and sample code
  • Collection date and expiry date
  • Storage location
  • Authorized personnel signatures
• Electronic records must be stored in a **validated Document Management System (DMS).**

5.4 Periodic Review and Disposal of Retained Samples

• QA must conduct a **quarterly review** of retained samples.
• Retained samples must be stored for a period of **at least one year after product expiry.**
• Expired samples must be **disposed of following a controlled destruction process** and documented in the **Sample Destruction Log (Annexure-2).**
• Destruction must be performed under QA supervision and approved by the QA Manager.

5.5 Retrieval of Retained Samples

• Retained samples may only be retrieved for:
  • Regulatory inspections
  • Market complaint investigations
  • Product recalls
  • Internal quality assessments
• All retrievals must be documented in the **Retained Sample Issuance Log.**
• Samples must not be returned to storage once removed.

6. Abbreviations

• GMP – Good Manufacturing Practices
• QA – Quality Assurance
• QC – Quality Control
• DMS – Document Management System
• FIFO – First In, First Out
• FDA – Food and Drug Administration
• ICH – International Council for Harmonisation

7. Documents

• Retained Sample Register (Annexure-1)
• Sample Destruction Log (Annexure-2)

8. References

• ICH Q7 – GMP for Active Pharmaceutical Ingredients
• WHO Guidelines on Retained Samples
• US FDA Guidance on Stability and Retention of Samples

9. SOP Version

Version 2.0

10. Approval Section

	Prepared By	Checked By	Approved By
Signature
Date
Name
Designation
Department

11. Annexures

Annexure-1: Retained Sample Register

Date	Batch No.	Sample Code	Storage Location	QA Approval
02/02/2025	OINT-1001	RS-001	Room Temp	Approved

Annexure-2: Sample Destruction Log

Date	Sample Code	Batch No.	Destruction Method	QA Approval
02/02/2030	RS-001	OINT-1001	Incineration	Approved

12. Revision History

Revision Date	Revision No.	Details	Reason	Approved By
02/02/2025	2.0	Expanded Retained Sample Storage Procedures	Improved Compliance	QA Head