Standard Operating Procedure for Vehicle Cleaning and Maintenance

Purpose

The purpose of this SOP is to establish procedures for the cleaning and maintenance of vehicles used for transporting pharmaceutical products, ensuring compliance with hygiene standards and maintaining the integrity of transported goods.

Scope

This SOP applies to all personnel responsible for the cleaning and maintenance of vehicles, including drivers, warehouse staff, and maintenance technicians, involved in the transportation of pharmaceutical products within the distribution facility.

Responsibilities

• The Transportation Manager is responsible for overseeing vehicle cleaning and maintenance activities, ensuring compliance with regulatory requirements and company standards.
• The Warehouse Supervisor is responsible for scheduling vehicle cleaning and maintenance tasks, coordinating with drivers and maintenance staff, and ensuring timely completion of required activities.
• All personnel involved in vehicle cleaning and maintenance are responsible for following procedures outlined in this SOP and adhering to safety protocols to prevent contamination and damage to transported goods.

Procedure

1. Preventive Maintenance Schedule:
   • Develop a preventive maintenance schedule for vehicles used for transporting pharmaceutical products, outlining routine maintenance tasks, inspection intervals, and service requirements based on vehicle type and usage.
   • Ensure that preventive maintenance activities include checks of critical components such as brakes, tires, lights, cooling systems, and refrigeration units to maintain vehicle functionality and prevent breakdowns.
2. Vehicle Cleaning Procedures:
   • Establish vehicle cleaning procedures specifying cleaning methods, detergents, and sanitizers to be used for interior and exterior cleaning of vehicles to remove dirt, debris, and contaminants.
   • Instruct drivers and warehouse staff on proper cleaning techniques, including cleaning of cargo compartments, refrigeration units, and vehicle surfaces to prevent cross-contamination and maintain hygiene standards.
3. Cleaning and Maintenance Records:
   • Maintain records of vehicle cleaning and maintenance activities, including dates of cleaning, cleaning products used, inspection results, and any maintenance or repair work performed on vehicles.
   • Document any defects, damage, or malfunctions identified during vehicle inspections or cleaning activities, and report them to the Transportation Manager or maintenance department for corrective action.
4. Emergency Response:
   • Establish procedures for responding to vehicle spills, leaks, or contamination incidents during transportation, including containment measures, cleanup procedures, and reporting requirements to mitigate risks to product quality and safety.
   • Provide drivers and warehouse staff with training on emergency response procedures and equip vehicles with emergency spill kits, personal protective equipment, and communication devices to facilitate prompt and effective response to incidents.
5. Training and Compliance:
   • Provide training to drivers and warehouse staff on vehicle cleaning and maintenance procedures, safety precautions, and regulatory requirements governing transportation of pharmaceutical products to ensure compliance and competency.
   • Conduct regular audits and inspections of vehicles to verify compliance with cleaning and maintenance procedures, address any non-compliance issues, and implement corrective actions as necessary.

Abbreviations

• SOP – Standard Operating Procedure

Documents

Reference documents related to vehicle cleaning and maintenance may include:

• Preventive maintenance schedules
• Vehicle cleaning procedures
• Cleaning and maintenance records
• Emergency response plans
• Training materials on vehicle hygiene and safety

Reference

Good Distribution Practice Guidelines

SOP Version

Version 1.0