adherence to GLP documentation requirements and regulatory standards.

Preventing Downtime: Identifying potential issues early to avoid equipment failures and operational disruptions.

Supporting Audit Readiness: Providing traceable records of equipment performance during GLP QA audits in pharma.

Steps for Performing Routine Equipment Checks

1. Develop a Checklist

Create a detailed checklist for each piece of equipment based on the manufacturer’s guidelines and GLP SOP examples. Include key parameters, performance metrics, and inspection tasks.

2. Inspect the Physical Condition

Visually examine equipment for signs of wear, damage, or corrosion. Ensure all parts are intact and functioning correctly.

3. Verify Calibration Status

Check the last calibration date and ensure the equipment is within its calibration validity period. If overdue, schedule calibration immediately to maintain GLP certification requirements.

4. Test Operational Parameters

Run diagnostic tests to verify that the equipment operates within its specified range. For example, test balances for accuracy or spectrophotometers for wavelength precision.

5. Clean and Sanitize

Ensure the equipment is clean and free of contaminants. Follow approved cleaning protocols to prevent damage and maintain hygiene.

6. Record Observations

Document all observations, including the date, time, technician’s name, and any issues identified. Use standardized templates for consistency and compliance with GLP recordkeeping in laboratories.

7. Report and Resolve Issues

Immediately report any irregularities or malfunctions to the appropriate personnel. Take corrective actions, such as repairs or recalibration, before the equipment is returned to use.

8. Perform Functional Testing

Conduct functional tests under simulated or actual working conditions to ensure the equipment performs reliably during routine operations.

Best Practices for Routine Equipment Checks

1. Schedule Regular Checks

Establish a routine schedule for equipment checks based on usage frequency and criticality. Automate reminders using maintenance management software.

2. Use Certified Tools

Employ calibrated and certified tools for testing and diagnostics to ensure accurate assessments.

3. Train Personnel

Provide Good Laboratory Practices training for pharma staff to ensure they understand the procedures and importance of routine checks.

4. Maintain Centralized Records

Store all equipment check records in a centralized system for easy access during GLP QA audits and inspections.

5. Conduct Periodic Reviews

Regularly review equipment performance trends to identify recurring issues and implement preventive measures.

Common Challenges and Solutions

1. Inconsistent Execution

Variability in how routine checks are performed can lead to incomplete assessments.

Solution:

Standardize procedures and provide regular training to ensure uniformity.

2. Documentation Errors

Errors or omissions in records can compromise compliance.

Solution:

Use digital systems with built-in validation checks to minimize human errors.

3. Overlooked Equipment

Less frequently used equipment may be missed during routine checks.

Solution:

Include all instruments in the maintenance schedule, regardless of usage frequency.

Preparing for Audits

To ensure audit readiness:

• Maintain up-to-date records of all routine equipment checks.
• Document corrective actions taken for identified issues.
• Train staff to answer audit queries related to equipment checks confidently.

Conclusion

Routine equipment checks are an integral part of GLP compliance in pharmaceutical laboratories. By implementing a structured approach, standardizing procedures, and maintaining detailed records, laboratories can ensure reliable operations, minimize risks, and support audit readiness. Proactive equipment management is essential for upholding the principles of GLP and maintaining the integrity of laboratory results.