Institution
Laboratory name
Location
Head/Responsible person
Standard Operating Procedure (SOP)
Identification and administration of
equipment
Code:
Version: no.
Date: of release
Page: 1 of 5
1. Identification and Administration of Equipment
2. Objectives and scope
This SOP describes the identification and administration of equipment to have a clear
overview of the availability and status of the equipment in use.
This SOP applies to the identification and administration of equipment used by
employees of the laboratory.
3. Abbreviations, definitions and terms
•
•
•
•
•
•
•
•
N.A.
QM
SOP
Dir
AA
PPDA
CA
ID
Not applicable
Quality Manager
Standard Operating Procedure
Director
Administrative Assistant
Public Property Disposal Act
Corrective Action
Identity
4. Tasks, responsibilities and accountabilities
Task
Labeling of equipment
Creating a log file for each equipment
Ensuring adequate stock of spare parts
Archiving manuals
Responsible
AA
AA
AA
AA
Accountable
Lab Manager
Lab Manager
Lab Manager
Lab Manager
5. Safety and environment
N.A.
6. Procedure
6.1 Equipment Identification
When the equipment is received, ID codes are made with the name of the funder. Some
equipment comes in labeled. The unlabeled equipment will be coded according to the
asset register. This is what the code should look like: NTRL/MOH/…
6.2 Creation of a log file.
An equipment log file is created for each piece of equipment. The first page for each
equipment log file is the Identification of equipment sheet, Appendix 1. This sheet
contains the following:
 Equipment
 Serial number
Source: GLI Stepwise Process towards TB Laboratory Accreditation
Institution
Laboratory name
Location
Head/Responsible person
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Standard Operating Procedure (SOP)
Identification and administration of
equipment
Code:
Version: no.
Date: of release
Page: 2 of 5
Fabrication
Supplier
ID number
Date of received
Date in use
Location
Contact person
Service contract available?
Frequency external servicing
Date out of order
Related documents
Depending on the type of equipment, the equipment log file consists of the following:



Service reports
External calibration reports
Validation reports from external servicers
6.3 Archiving the manual
The AA archives the manual in a file labeled equipment manuals which is made available
to the users of the equipment when needed. Manuals are archived in the laboratory’s
archive system of all equipment that is out of use or no longer functional.
6.4 Spare parts
Whenever necessary, spare parts are kept in stock. The minimum stock is indicated on
the spare parts sheet, Appendix 2.
6.5 Equipment Log file
Equipment Log files are kept by the AA. In case a new log sheet needs to be designed
this will be done together with the user. In case the machine gives an error, the user
informs the manager and fills out a corrective action log. In case of servicing the
mechanic will have a look at the CA logs to get an impression of the history of the
machine.
6.6 Maintenance and servicing
The frequency and procedure of servicing are described in SOP “Preventive and
corrective maintenance and servicing of equipment”. Copies of the service contracts are
filed by the AA in the Service contract file.
6.7 Storage
Manuals and Equipment log files are kept in the laboratory for reference until the specific
piece of equipment is out of order.
7. Related documents
•
•
•
SOP preventive and corrective maintenance and servicing equipment
Equipment register
Equipment manuals
8. Related forms
•
Spare parts sheet
Source: GLI Stepwise Process towards TB Laboratory Accreditation
Institution
Laboratory name
Location
Head/Responsible person
•
•
Standard Operating Procedure (SOP)
Identification and administration of
equipment
Identification of equipment sheet
Equipment Log files
9. References
N.A.
10. Attachments / Annexes
Identification of Equipment sheet, Appendix 1
Spare Parts Sheet, Appendix 2
 QM 4 Annex1 “List of authorities”
 Quality
Source: GLI Stepwise Process towards TB Laboratory Accreditation
Code:
Version: no.
Date: of release
Page: 3 of 5
Institution
Laboratory name
Location
Head/Responsible person
Standard Operating Procedure (SOP)
Identification and administration of
equipment
Code:
Version: no.
Date: of release
Page: 4 of 5
Appendix 1: Identification of equipment sheet
General
Equipment name
Laboratory label
Serial number
Manufacturer
Manufacturer:
Manufacturer’s contact person:
Telephone number:
Condition
Date of receiving equipment:
Condition when received (new/used/…):
Date put into use:
Current location of equipment:
Documentation
Location manufacturers manual:
SOP code:
Location equipment performance records:
Maintenance
Servicing contract:
Yes / No
Frequency external servicing:
Calibration needed (if yes, define frequency):
Yes / No (if yes: frequency:
.)
Maintenance carried out (date) and nature of
Next planned maintenance (date) and nature of
maintenance:
maintenance:
…/…/… nature:
.
…/…/… nature:
.
…/…/… nature:
.
…/…/… nature:
.
…/…/… nature:
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…/…/… nature:
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…/…/… nature:
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…/…/… nature:
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…/…/… nature:
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…/…/… nature:
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…/…/… nature:
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…/…/… nature:
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…/…/… nature:
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…/…/… nature:
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…/…/… nature:
.
…/…/… nature:
.
…/…/… nature:
.
…/…/… nature:
.
…/…/… nature:
.
…/…/… nature:
.
Date out of order:
Source: GLI Stepwise Process towards TB Laboratory Accreditation
Institution
Laboratory name
Location
Head/Responsible person
Standard Operating Procedure (SOP)
Identification and administration of
equipment
Code:
Version: no.
Date: of release
Page: 5 of 5
Appendix 2: Spare parts sheet
Name spare part
Serial number
Number
Equipment ID
number
Source: GLI Stepwise Process towards TB Laboratory Accreditation
Location
spare parts
Minimum in
stock