Checklist Phase 2 - Purchasing and Inventory

Does the laboratory have an overview of all the items in stock?

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Has the laboratory formulated key specification for each item in stock?

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Does the laboratory have an Inventory Control Register that contains the following details:

  • Names of all the items in stock
  • The number of units of each item currently in stock
  • The average number of units used per day of each item
  • The minimum stock level of each item for which a new order must be made
  • Of each item the average number of days before orders arrive at the laboratory
  • The supplier details of each item
  • The key specifications of each item

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Is the Inventory Control Register kept up to date by counting the items in stock and comparing this with the number of items shown in the register?

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Does the laboratory routinely perform acceptance tests on newly delivered products before they are taken into service?

Ask for evidence.

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Does the laboratory have a documented procedure on selecting, ordering, acceptance testing and storing of new reagents and consumables?

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Does the laboratory have a documented procedure on maintenance of the inventory?

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Are all supplies stored under the right conditions in the laboratory?

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Are records of supplies kept with the following details? [tick off]

  • Name of the supply
  • Preparation date/date of receipt
  • Whether or not acceptance criteria were met and any follow-up actions
  • Opening date (to be filled out when first opened)
  • Expiry date (can often be found on internet if not visible on supply package)
  • Possible safety warnings (Risk (R-) and Safety (S-) phrases or Health (H-) and Precaution (P-) phrases) if not indicated already on the supply package

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Are all supplies stored such that they cannot fall from shelves or suffer damage in other ways?

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In regions where earthquakes are a real risk: are supplies stored in such a way that they cannot be damaged due to an earthquake?

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Are all supplies stored according to the first-in-first-out (FIFO) system?

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Are all storage areas complying with the safety requirements related to the supplies stored in them?

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Do storage areas protect the supplies from external influences such as humidity, light, insects, etc.?

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Are all storage areas lockable to prevent unauthorized access?

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Are all storage areas labeled with hazard symbols related to the supplies stored in them?

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Is a list with R- and S-phrases/H- and P-statements provided on each storage area where this is relevant?

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Do staff members know what R- and S-phrases and H- and P-statements are and how to find them?

Take a sample by asking some staff members.

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