Standard Operating Procedure

SOP Particulars:

Title: Cleaning Operation at Distribution Centers

SOP No.: DIST/GAM/SOP/011 Version: 02

Valid From: 01 Sep 2012 Department: Distribution

Valid To: Till next review Division: Supply Chain

Last Update: 30 Aug 2012 Company: sanofi-aventis Bangladesh Limited

Prepared By:
Name Designation Department Signature Date
Asst. Manager SC
Md. Solaiman Hossain Supply Chain
Quality

Checked/Reviewed By:
Name Designation Department Signature Date
Asst. Manager
Ashraful Alam Raju Distribution
Distribution

Approved by:
Name Designation Department Signature Date
Thakur Ishtiaque Uddin Manager Admin & HSE
Admin. & HSE
Ahmed (Pharma Ops)
Head of Industrial
Suman Doha IQC
Quality and Compliance
Md. Rofiqul Alam Director Supply Chain Supply Chain

Distribution List:
Role Role
Managing Director

Head of IQC

Director Supply Chain

Manager Administration

Manager HSE (Pharma Ops)

Manager Internal Compliance

Assistant Manager Distribution

Area Distribution Manager

Manager Warehouse
Standard Operating Procedure

1. Purpose:
The purpose of this SOP is to ensure cleaning operation at Distribution Centers (DC) is done properly
and regularly.

2. Scope:
This SOP is applicable for cleaning of all DCs across the country. This SOP describes the procedure
for cleaning of all areas of DC such as Warehouse, General Office, Wash Room, Kitchen, Office
Surrounding and Delivery Van. The procedure gives special emphasis on cleaning of DC Warehouse
including its Floor, Ceiling, Wall, Cool Room, Cold Room/Refrigerator, Cold box, Rack, Pallet and
other Equipments.

3. Responsibilities:
Person Responsibility

a) Clean specific area as per the procedure described in this SOP.

Assigned Person for b) Clean the area as per the prescribed frequency (Annexure-1).
Cleaning (Cleaner)
c) Record the cleaning activity in log sheet (as per Annexure-2) immediately
after cleaning is completed.

Supervising Person for a) Train the cleaner on the procedure described in this SOP.
Cleaning (Area Specific)
b) Remain present during cleaning of sensitive area (at height and
Customer Service Officer refrigerators).
(CSO)
c) Check specified area after the cleaning is completed.
/ Distribution Officer Accounts
(DOA) / d) Provide necessary feedback to cleaner (if required).
Distribution Officer
Warehouse (DOW) e) Sign the log book (as per Annexure-1).

d) Provide necessary logistics support for cleaning operation at DC.

e) Ensure cleaning is being performed as per the SOP.
f) Ensure the record is maintained for cleaning operation.

Area Distribution Manager g) Ensure the cleaning operations comply with HSE requirements.
h) Ensure necessary safety and security measures during cleaning
operation.
i) Ensure proper supervision of cleaning activities as described for specified
area in Annexure- 1.

j) Check and ensure cGMP, cGDP and Global Quality Standards (GQS)
Asst. Manager Distribution requirements are met in cleaning of DC.
/
Asst. Manager Supply k) Conduct periodic audit and inspect to ensure that this SOP is followed in
Chain Quality cleaning of DC.

Authorized By:

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Standard Operating Procedure

4. Safety:
4.1 Use Personal Protective Equipment (PPE) as appropriate such as gloves and antislip shoes
while performing cleaning operation.
4.2 Follow ergonomic techniques as per HSE guidelines.

4.3 Use safety ladder when cleaning any area at height.

4.4 Affix caution stand with poster such as “Wet Floor! Do not use to avoid slip or fall” etc.

5. Cleaning Solution:

5.1 Washing Solution: When necessary, prepare 2.5% w/v ( 2.5 gram detergent in 100ml water i.e
25 gram detergent in 1 liter water) , detergent (jet)-water mixture as required in a PVC drum and
use little by little in a bucket.

5.2 Disinfectant Solution: Wherever necessary, use 1% v/v (1ml Detol or Savlon in 100 ml water i.e.
10 ml Detol or Savlon in 1 liter water) Detol or Savlon solution alternatively.

6. Procedure:
Specific cleaning process for each area as detailed below has to be followed to ensure proper
cleaning.

Minimum
Sl # Area Method / Steps of Cleaning
Frequency
6.1.1 Block the area to be cleaned from pedestrian
use by using caution stand.
Floor Weekly 6.1.2 Sweep-off and dispose the dust, dirt and other
cleaning solid material using a brush/broom.
(Main (daily or 2/3
Warehouse, days in a 6.1.3 Repeat step 6.1.2 successively until the dust is
6.1 Restricted Store, week if removed from floor.
Document needed) 6.1.4 Wipe the floor with a wet cotton brush
Archive, General successively with washing solution.
Office and
Kitchen) 6.1.5 Wipe the floor with wet cotton brush
successively with normal water.
6.1.6 Let the air flow dry up floor.

6.2.1 Clean the dusts using a brush and dispose the

Walls and dust. Use long handle broom for cleaning over
Ceiling, man height. If requires, use safety ladder for
Manual cleaning at height. ( or Lean against a slanting
6.2 Monthly
Equipments post by tied)
(Ladder and
Trolley) 6.2.2 If required clean the equipments with wet cloth
with washing solution.

Kitchen Sink 6.3.1 Sprinkle water to make the sink and basin wet.
Weekly
6.3 and Washroom
Cleaning 6.3.2 Scatter some washing powder (normal
Basin
detergent for regular dirt and Harpic powder for
Authorized By:

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Standard Operating Procedure

Minimum
Sl # Area Method / Steps of Cleaning
Frequency
cleaning strong dirt).
6.3.3 Brush up the areas for few minutes with a brush
with plastic bristle.
6.3.4 Keep the area with suds/foam formed for few
minutes so that washing powder/detergent
works on dirt.
6.3.5 Wash the area with enough water.
6.3.6 Wipe the area with wet cotton/cloth.

6.4.1 Make the pan and commode wet with water.

6.4.2 Spray Harpic liquid over total area of pan or
commode.
Pan and
Weekly 6.4.3 Brush the area with dedicated long handle
6.4 Commode of
Cleaning brush for washroom and keep the suds/foam
Wash Room
for at least 15 minutes so that the liquid
cleaning agents work on dirt.
6.4.4 Flush/rinse the area with plenty of water.

6.5.1 Clean the dusts using a brush and dispose the

Weekly dust.
6.5 Racks
Cleaning 6.5.2 If required clean the racks with wet cloth with
washing solution.

Wooden Pallet:
6.6.1 Sweep off the dust from wooden pallet by a
brush or broom and dispose the dust.
Plastic Pallet:
Weekly
6.6 Pallets 6.6.2 Rinse/sink the plastic pallet in water.
Cleaning
6.6.3 Wipe the pallet with wet cotton with washing
solution.
6.6.4 Wash it by spraying water.
6.6.5 Let the pallet dry under free air flow.

6.7.1 Sweep off the dust and other solid material with
a brush/broom from floor.
6.7.2 Repeat the step (6.7.1) successively until the
dust is removed from the floor of cool room and
dispose the dust.
Fortnightly
6.7 Cool Room
cleaning 6.7.3 Wipe-off the floor with wet brush/cotton cloth
using washing solution.
6.7.4 Wipe-off the floor with wet brush/cotton cloth
using normal water.
6.7.5 Let the area dry under air flow for few minutes.

Authorized By:

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Standard Operating Procedure

Minimum
Sl # Area Method / Steps of Cleaning
Frequency

6.8.1 Wash the outside, shelves and drawer of

refrigerator with a sponge or dish cloth using
Refrigerators/C Monthly washing solution.
6.8
old Room Cleaning
6.8.2 Wipe-off the outside, shelves and drawers with
wet brush/cotton cloth with normal water.

6.9.1 Wipe-off the dust with a soft cloth/brush.

6.9.2 Rinse inner and outer surface of cold box with
water.
6.9.3 Scatter some washing powder (normal
Cold Box Fortnightly detergent) on the surface of cold box.
6.9
(Plastic) Cleaning
6.9.4 Brush cold box with a cotton brush/sponge and
wait for few minutes.
6.9.5 Rinse/wash the cold box with plenty of water.
6.9.6 Let the cold box dry up in the open air.

6.10.1 Sweep-off outside of the walls of office

surrounding by a broom.
Office Monthly 6.10.2 Remove any unwanted material like grasses,
6.10
Surrounding cleaning trees from the ground of office surroundings.
6.10.3 Clean drainage system nearest the boundary
wall with the help of professional sweeper.

6.11.1 Sweep-off the dust with duster from inside of

delivery van and dispose the dust.
6.11.2 Sweep-off the dust with duster from outer
surface of delivery van and dispose the dust
6.11.3 Spray water on outer surface of delivery van to
Daily make wet.
6.12 Delivery Van
Cleaning 6.11.4 Scatter some washing powder (normal
detergent/Jet) on the outer surface of delivery
van.
6.11.5 Brush the outer area with cotton brush and wait
for few minutes.
6.11.6 Wash away the outer area by spraying water.

Authorized By:

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Standard Operating Procedure

7. Recording:
7.1 To ensue proper cleaning at appropriate frequency each DC will display the Cleaning Schedule
as format specified in Annexure-1.

7.2 ADM will ensure that each section is recording the cleaning operations on daily basis in a register
as format specified in Annexure-2. ADM will check and review the record of cleaning register at
least once in a month.

7.3 Cleaning Record of Delivery van has to be recorded in specified Vehicle Log Book by driver. ADM
has to check and review the cleaning records and inspect physically the cleanliness of delivery
van once in a month.

7.4 Cleaning Register and Vehicle Log Book have to be preserved as per the Documentation and
Archiving guidelines.

Document History:

Ref. Document Date Prepared By Reason for Revision

Md. Solaiman
DIST/SOP/011/01 July, 2009
Hossain
1.Inclusion of Point:6.3 to 6.4& 6.6
Md. Solaiman to 6.12
DIST/GAM/SOP/011/02 August, 2012
Hossain 2.Inclusion of Annexure-1

Authorized By:

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Standard Operating Procedure

Annexure-1:
Distribution Center Cleaning Schedule

DC: Dhaka Last Update: 16 July 2012

Week Plan
Sl Area Frq. Monitor Remark
Sat Sun Mon Tue Wed Thu Fri

1 General Office Daily Y Y Y Y Y Y ADM

In route delivery freq.

2 Delivery Van Daily Y Y Y Y Y Y ADM
as appropriate.

3 Main Warehouse

Floor & Loading

Daily Y Y Y Y Y DOW Sweeping all rooms.
Bay

Pallets & Racks Weekly Y DOW Every Sunday

Equipments Monthly Y DOW 1st Sunday

Wall & Ceiling Monthly Y DOW 1st Sunday

4 Restricted Store Monthly Y DOW 1st Sunday

5 Refrigerator Monthly Y DOW 1st Wednesday

6 Cold Box Fortnightly Y DOW 1st & 3rd Wednesday

7 Cool Room Fortnightly Y DOW 1st & 3rd Wednesday

8 Wash Rooms Weekly Y CSO Clean all wash rooms

9 Kitchen Area Weekly Y CSO Every Sunday

10 Document Archive Monthly Y DOA 1st Sunday

1st Sunday
11 Office Surrounding Monthly Y DOA Including outer walls
and drainage.

DOW CSO DOA ADM

Name:

Signature:

Date:

Authorized By:

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Standard Operating Procedure

8. Annxure-2:
Distribution Center Cleaning Log Book
Date Cleaning Cleaning Next Cleaning Date
Cleaning Area Material Used for Cleaning Remarks
(DD/MM/YY) Performed by Supervised by (DD/MM/YY)

Authorized By:

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