SOP for Documentation of Waste Management Activities

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SOP for Documentation of Waste Management Activities

Standard Operating Procedure for Documentation of Waste Management Activities

1) Purpose

The purpose of this SOP is to establish a standardized process for documenting all waste management activities, ensuring accurate record-keeping, regulatory compliance, and traceability of waste generation, storage, transportation, and disposal.

2) Scope

This SOP applies to all personnel responsible for recording, reviewing, and managing waste-related activities in manufacturing units, laboratories, warehouses, and administrative offices.

3) Responsibilities

  • Supervisors: Ensure waste documentation is completed accurately and submitted for review.
  • Waste Management Personnel: Record waste-related data, update logs, and coordinate with vendors.
  • Safety Officers: Review documentation for accuracy and compliance with regulatory standards.
  • Auditors: Verify records during internal and external waste management audits.

4) Procedure

4.1 Categories of Waste Documentation

The following documents must be maintained for proper waste management activities:

  1. Waste Generation Records: Logs recording the type, quantity, and source of waste.
  2. Waste Storage Records: Logs documenting storage conditions, location, and duration.
  3. Waste Transport Records: Transport manifests for internal and external movement of waste.
  4. Waste Disposal Records: Certificates and manifests confirming final disposal by authorized vendors.
  5. Incident Reports: Records of spills, leaks, or any incidents during waste management activities.
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4.2 Waste Documentation Process

  1. Recording Waste Generation:
    • Identify the type of waste generated (hazardous, biomedical, chemical, general, e-waste).
    • Record waste data in the Waste Generation Log (Annexure 1) with the following details:
      • Source (e.g., department, production line)
      • Type of waste
      • Quantity (Kg or Liters)
      • Date of generation
      • Handled by

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  2. Documenting Waste Storage:
    • Record the storage location, duration, and safety precautions taken.
    • Ensure each container is labeled with waste type, hazard symbol, and generation date.
    • Update the Waste Storage Log (Annexure 2) weekly to prevent overstocking.
  3. Internal Waste Transport Documentation:
    • Document waste movement from generation areas to storage or treatment zones.
    • Use the Internal Waste Transport Log (Annexure 3) to include:
      • Waste type and quantity
      • Source and destination
      • Date and time of transport
      • Handled by
  4. External Waste Transport and Disposal Documentation:
    • Ensure waste is transported using authorized vendors and compliant vehicles.
    • Retain all transport manifests and disposal certificates provided by vendors.
    • Update the Waste Disposal Log (Annexure 4) with:
      • Waste type and quantity
      • Disposal method
      • Vendor details
      • Certificate number
  5. Incident Documentation:
    • In the event of a spill, leak, or mishandling, complete the Incident Report Form (Annexure 5).
    • Document details of the incident, including root cause, corrective actions, and personnel involved.
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4.3 Review and Submission of Waste Documentation

  1. Daily Review: Supervisors must verify the accuracy of logs maintained by waste handlers.
  2. Weekly Updates: Waste management personnel must compile all logs and submit them to Safety Officers for review.
  3. Monthly Reporting: Summarize waste management activities, including:
    • Waste generation trends
    • Disposal records
    • Incidents reported

    Submit monthly reports to management for review and compliance monitoring.

4.4 Record Retention

  1. Maintain all waste-related records for a minimum of 5 years for compliance audits.
  2. Store physical records in secure filing cabinets and ensure digital records are backed up on a centralized system.

5) Abbreviations, if any

  • PPE: Personal Protective Equipment
  • EPA: Environmental Protection Agency

6) Documents, if any

  • Waste Generation Log
  • Waste Storage Log
  • Internal Waste Transport Log
  • Waste Disposal Log
  • Incident Report Form

7) Reference, if any

  • Hazardous Waste Management Rules, 2016
  • EPA Resource Conservation and Recovery Act (RCRA)
  • OSHA Hazard Communication Standard

8) SOP Version

Version: 1.0

Annexure

Template 1: Waste Generation Log

 
 
 Date Department Waste Type Quantity Handled By 
 
 DD/MM/YYYY Production Chemical Waste 20 Kg John Doe

Template 2: Waste Storage Log

 
 
 Date Waste Type Storage Location Duration Inspected By 
 
 DD/MM/YYYY Expired Chemicals Hazardous Room 3 7 Days Jane Smith

Template 3: Waste Disposal Log

 
 
 Date Waste Type Quantity Disposal Method Vendor Name Certificate No. 
 
 DD/MM/YYYY Biohazard Waste 15 Kg Incineration XYZ Disposal CERT-12345

Template 4: Incident Report Form

 
 
 Date Incident Type Location Description Corrective Action Reported By 
 
 DD/MM/YYYY Spill Storage Area 2 5 Liters of solvent spilled Contained and cleaned up John Doe
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