Manual

for
Warehouses
 Preface

The warehouse manual provides the essential information on standard operating

procedures (SOP) for facilitating good storage, distribution and other related
operations. This document is intended to guide the corporation officials directly
involved in above activities. It also intends to help understanding good storage
practices followed by UPMSCL.

UPMSCL has developed warehouses in all 75 districts to ensure adequate availability

of all essential medicines and consumables for health facilities.
The purpose of the manual is to provide guidelines for ideal storage and distribution
of essential medicines and consumables by UPMSCL and its 75 warehouses for the
direct benefit of the health facilities.

To accomplish this, a committee was constituted by MD UPMSCL consisting following

members:

 Managing Director, UPMSCL Chairman

 General Manager, Supply Chain Management Member
 Manager Warehouse Member
 Representative of UPTSU Member

The committee had met several occasions, analysed various documents/suggestions

and taken feedback from various experts in the field. The committee specially place
on record following references in finalisation of the manual document.

To achieve the better acceptability of the manual and to understand the difficulties at
stakeholders’ level, the manual was finalised after wider consultations with various
staff of UP Medical Corporation and other authority that are intended to use this
manual. The following officers/officials have offered the valuable opinion and
assisted in the finalisation of the Manual for Warehouses, UPMSCL (GoUP
Undertaking):

1. Mission Director, NHM, UP

2. Representative of DGMH, UP
3. GM, Procurement, NHM, UP

I hope the manual will be useful to the personnel charged with the duty of running
drug warehouses of UPMSCL.

MD, UPMSCL

2|Page
 Table of Content

1. Introduction and Setting up a Drug Warehouse

I. Background and Rationale ……………………………………………….. 04
II. Scope of the Guidelines …………………………………………………...04
III. Mission, Vision and Objectives ………………………………………….. 04
2. Setting up and Layout of Warehouse
I. Overview ……………………………………………………………………. 06
II. General Planning Considerations ……………………………………….. 06
III. Basic Layout of UPMSCL Drug Warehouse ………………………………07
IV. Drug Arrangement ………………………………………………………….08
V. Orderly Arrangement of Essential Medicines …………………………..10
VI. Special Storage Conditions ………………………………………………...12
3. Equipment for a Drug Warehouse
4. Human Resource Requirements to Manage the Drug Warehouse
I. Work Duties of Warehouse In-charge ……………………………………19
II. Work Duties of Additional Pharmacist ……………………………………22
III. Work Duties of Data Entry Operator ……………………………………...23
5. Safety and Security of the Drug Warehouse
I. Preventing Damage and Contamination …………………………………25
II. Protection Against Fire ……………………………………………………..26
III. Protection Against Pests ……………………………………………………29
IV. AuthorisedPerson Entry in UPMSCL Warehouse ………………………32
V. Protection AgainstTheft ……………………………………………………33
6. Stock Record Management and SOPs
I. Stock Records and its Management ………………………………………34
II. StockCounts …………………………………………………………………35
III. Periodic Activities for Drug Warehouse Management ………………...35
IV. Standard Operating Procedures (SOPs) ………………………………….37
7. Do’s and Don’ts of Warehouse
I. The Do’s of Warehouse Management …………………………………….44
II. The Don’ts of Warehouse Management …………………………………..44
8. Appendix A
I. Sample Quantity ………………………………………………………………46
II. Conceptual 3D Image of Drug Warehouse ……………………………….48
9. Glossary
[Link]

3|Page
 1. Introduction and Setting up of a Drug Warehouse

1. Background and Rationale

Effective drug procurement, distribution and supply chain management system

plays a critical role in availability of quality and affordable medicines for all
citizens. Warehousing is an integral part of the Logistics and Supply Chain
Management System in health care. Organisations like Amazon, Toyota and
Walmart from the private sector have adopted modern, organised, systematic and
professional approaches and techniques of warehousing. They have been
successful in reducing inventory costs, reducing lead time, ensuring availability
of products and enhancing customer satisfaction.

The Ministry of Health and Family Welfare (MoHFW) launched the ‘Free Drugs
Service Initiative’ for enabling the provision of free essential drugs at all public
health facilities. Under this initiative, support is provided to states and Union
Territories (UT) for strengthening/setting-up robust systems of procurement,
quality assurance, information technology (IT) backed supply chain management
systems like Drugs and Vaccines Distribution Management Systems (DVDMS),
warehousing, prescription audit, grievance redressal, Information, Education and
Communication (IEC), training and dissemination of Standard Treatment
Guidelines, etc.

2. Scope of the Guidelines

The scope of this document is limited to warehouse as a part of supply chain

management. These guidelines are not intended for procurement, distribution
and inventory management.

The focus of these guidelines pertain to a typical ‘District Drug Warehouse’ which
receives medicines in a bulk quantity from supplier and store them to distribute
to lower level of health facilities.

The guidelines are focused on planning, designing and commissioning

permanent as well as rental warehouses.

3. Mission, Vision and Objectives

UPMSC is a health care organization committed to deliver excellent health care

for one and all by providing best of medicines and services. Our mission is to
improve the health of the people and we serve with a commitment to excellence
in all that we [Link] goal is to offer quality care and services that set community
standards, exceed patients’ expectations and the services are provided in a
caring, convenient, cost-effective and accessible manner. To help the people in
the state and deliver medical aid to people affected by conflict, epidemics,
disasters or exclusion from health care.

4|Page
 Uttar Pradesh is a diverse state with 75 districts in it. With a huge population of
over 200 million, it becomes difficult to ensure the availability of essential drugs
and consumables everywhere across the state. UPMSC intends to work to fulfill
these needs. It tries to meet the dynamic needs of state health.
It strives to maintain the adequate availability of drugs, equipment and other
consumables at warehouses by obtaining best procurement procedures.

Following are the objectives of UPMSCL

 To act as the central procurement agency for all essential and specialized
drugs, medical devices of good quality and also equipment for the health
care institutions.
 Ensuring availability of all the drugs & consumables and medical
equipment.
 To act as a transparent body for purchase and distribution of medicines
and medical equipment.
 Monitoring records via Drugs and Vaccine Distribution Management
System (DVDMS) related to indents/requirements, purchase orders,
supply and consumption of drugs, consumables and medical equipment.
 Facilitating supplier selection, contract negotiation and share of business
allocation.

5|Page
 2. Setting up and Layout of Warehouse

1. Overview

Drug warehousing is more demanding since it requires specialised understanding

and handling to keep the drugs in the right condition. A drug warehouse is not just
a space for storing drugs and consumables. It must be scientifically designed and
meticulously planned to meet current and future requirements of receiving,
storing, issuing drugs and consumables in a manner that makes the drugs
available all the time to the health facilities. Carefully and well-planned
warehouses go a long way in improving efficiency by reducing operational,
transport and inventory carrying costs.

UPMSCL have one permanent warehouse in each district to store and distribute
medicines to health facilities and will be moving from rental to permanent
warehouse soon.

2. General Planning Considerations

Some of the key characteristics of a well-planned warehouse that have been

considered during the construction of UPMSCL Drug Warehouses are explained
below.
Access to the warehouse: The warehouse is planned to be constructed at a place
which is easily accessible to public health facilities in each district of Uttar
Pradesh.
Drainage: The warehouses are built on a raised ground to reduce flooding during
rainy season. Proper drainage system has been constructed in the periphery of
each warehouse.
Doors, Windows, Vents: To reduce the need of air conditioning, well designed
doors, windows and vents are constructed.
Floors, walls and roof are well planned and constructed to control the impact of
heat, wind and rain water.
Choose a secure site: It is very important for the warehouse to be located at a
place which is secure from criminal activities.
Signage: Below signage should be placed at suitable places:

1. Parking Area 2. ‘No Parking’ in front of gate

3. No smoking area 4. You are under CCTV Surveillance
5. Office 6. Toilet
7. Quarantine Area 8. Walk-in Cooler
9. Drinking Water 10. Rack Number
11. Fire Exit 12. WIC/ILR/Deep Freezer
13. NSQ Area 14. Inwards
15. Outwards 16. Cool Storage Area
17. Dispensing Area 18. Certificates
19. Product Name Stickers 20. On the Way Signages
21. Safety Hazards, caution and hazard signs at relevant places
22. Complaint/Suggestion boxes along with details of the officer responsible for
redressal of complaint.
23. Fire pump 24. Security guard room
25. Water pump 26. Electric room
27. Pharmacist room 28. Transformer room

6|Page
3. Basic Layout of UPMSCL Drug Warehouse

Based on the importance and need for future expansion of warehouse, a ‘U Flow’
layout has been decided and all the warehouses are constructed based on ‘U Flow’
layout.

In ‘U Flow’ layout, Health commodities dispatch and receipt areas are situated on
the similar side of the structural building. Commodities are staged based on their
ABC analysis. The most demanding items are placed near shipping area.

Following is the basic layout that has been used for the construction of UPMSCL
warehouse:

Figure 1. Basic layout of UPMSCL Drug Warehouse

Advantages of ‘U Flow Layout’:

 Effective utilization of resources with receiving and shipping activities which
take place in the same dock area
 Facilitates cross-docking
docking because the receiving and despatch areas are next
to one another and can operate together
 Provides excellent security because only one side of the building is used for
entry and exit.
 Allow scope for expansion in three directions
4. Drug Arrangement

Arrangement of drugs is very crucial because

because of large size of the drug warehouse.
Lifesaving drugs can get lost and expired if not stocked and arranged properly.

Arranging drugs using pallets and racks:

 Drugs should be at least 10 cm (4 inches) off the floor
 Goods should be at least 30 cm (1 Foot) away from the walls and other stacks
 Goods should be arranged on the pallets in a bonded fashion

Figure 2. Arrangement of drugs using Pallets

 Stacks should not be more than 2.5m (8 feet) high

Ma
x8
ft.

Figure 3. Permissible height of stacking

  Follow the manufacturer or shipper’s directions when stacking, and follow
labels for storage conditions.
 Place liquid products on the lower racks or on pallets for storage.
 Store products that require cold storage in appropriate temperature-
controlled zones.
 Store high security/high value products in appropriate security zones.
 Separate damaged or expired products from the usable stock without delay,
and dispose-off using established disposal procedures.
 Always store all commodities in a manner that facilitates FEFO policy for
stock management.
 Arrange cartons so arrows point up and identification labels, expiry dates,
and manufacturing dates are visible. If this is not possible, write the product
name and expiry date clearly on the visible side.

FEFO Guidelines and Stock Rotations

 Always issue products that will expire first, ensuring they are not too close to
or past their expiry date. The remaining shelf life must be sufficient for the
product to be used before the expiry date.
 Stock must be stored so that earliest expiry or first-delivered batches are
stored, picked and issued first. When small quantities are involved, this can
be achieved by placing the newly received stock at the back of the shelf
behind the existing stock.
 Newly arrived stock sometimes has an earlier expiry date than a previously
received batch of the same item. If a FEFO system is used, this stock should
be “promoted” so that it is issued before later-expiring stock. This is
particularly important with products that have short shelf lives, such as
vaccines.
 Check expiry report on DVDMS on a regular basis so that stocks can be sent
to facilities at least 3 months before they [Link], the order in
which you received products is not necessarily the order in which they will
expire. Products you received most recently may expire sooner than the
products you received earlier. So, it is extremely important to always check
the expiry date and to make sure the dates are visible while the products are
in storage.

9|Page
5. Orderly Arrangement of Essential Medicines

Availability of space and arrangement of goods are two most important factors in
warehouse planning. A number of methodologies are used in creating such
warehouse.

Figure 4. Actual view of arrangement of drugs using racks and pallets

Figure 5. Loading and unloading of drugs

Coding of racks
When numbering aisles, it’s important to keep in mind the direction in which the
building and/or racking may expand and, position the aisle numbering or lettering
in such a way as to minimize the need to renumber when adding aisles. The racks or
pallets should be numbered based the location of the rack in the warehouse and the
level within the rack.

The first part of the code should identify the primary

y location of the warehouse row
row.
For a warehouse
use consisting of multiple rows, rows can be marked as A, B, C,C etc.
Within a warehouse row,, racks should be arranged in parallel fashion across the
length of the warehouse. For such an arrangement, th the
e following system of coding
can be used.
 The rows of racks can be coded based on their distance from the staging
area. The row nearest to the staging area can be code
coded A.
 Every row of rack will contain multiple sections/pallets. Each of these
sections within
hin a row can be numbered based on the direction of movement.
When numbering the sections in the adjacent row it is important to keep in
consideration the direction of movement with the rows.
Hence, sections in row A can be numbered as A-01,
A A-02, A-03,
03, et
etc.

Figure 6. Coding of racks

For drugs that have been quarantined, similar rack coding structure can be used.
However, it is important to segregate quarantine drugs from active drugs into
different areas of the warehouse and different racks. Such quarantine areas can be
demarcated in any of the warehouse rooms (in cases of multiple rooms). Racks
placed in the quarantine area can be coded similarly by adding the prefix Q.
Hence, the coding would be as follows:

Q-A-01 Q-B-01
01 Q
Q-C-01 Q-D-01
6. Special Storage Conditions
Some products need storage in an access
access-controlled
controlled [Link] is important to
identify and provide increased security for those items that are at risk of theft or
abuse or have the potential for addiction, namely, narcotics and flammables.

Lock and Key System

As perDrugs and Cosmetic Rules, 1945, drugs under Schedule X must be kept
under lock and key. This includes storing the products in—
in

a. A separate locked room, cabinet or a safe

b. A locked wire cage within the storage facility
c. Ideally a warning light or bell will be activated if the products are
accessed improperly

Figure 7. Locker for special storage

Figure 8. Lock and key system

d. Entry to the location of the access

access-controlled products must be limited to
the most senior storekeeper or pharmacist and one other staff member.
e. Limit the number of keys made for tthe
he controlled location and keep a list
of people who have keys
keys.
Inflammables

 Identify flammable items stored or present in the warehouse.

 Store large supplies of flammables in a separate location away from the
main storeroom, preferably outside the main store-room
store room but on the
premises and not less than 20 m away from the other buildings.
 Firefighting equipment should be placed at locations that are easily
available.
 Large supplies of flammables should never be stored in the same areas as
medicines.
 A small stock of flammables may be kept in a steel cabinet in a well- well
ventilated area, away from open flames and electrical appliances.
appliance
 Mark the cabinets to indicate that they contain highly flammable liquids,
and display the international hazard symbol.
 The shelves of the cabinet should be designed to contain and isolate
spillage.
 Always store flammables in their original container.
 Flammables must be kept in the coolest location possible and never in
direct sunlight. It is important to control the evaporation rate and avoid
the build-up
up of pressure.

Figure 9
9. Storage of inflammable items

Temperature Management

Storage temperature requires special attention for which storage places can be
broadly classified into three categories:

1. Cold Places / Storage: means a place having temperature not exceeding

 8°C.. Directions mentioned on the label of such drugs normally appears
ass “To be stored in cold places at +2°C to +8°C”.

2. Cool Places: means a place having temperature between 10°C to 25°C

25°C.
Directions mentioned on such drugs normally appears reading as “To
be stored in cool places”. A separate air-conditioned
conditioned room has been
provided for each of the UPMSCL warehouse.

3. Normal Room Temperature:

Temperature: Wherever conditions of storage are not
specified they may be stored at Normal Room Temperature.

Cold Chain Room: A dedicated room has been provided to store cold items.

 WIC (Walk in coo

cooler): +2°C to +8°C

Equipment location for cold storage

3 ILR provided and a WIC (approx. 300 300-500
500 sq. ft.) have been constructed for
each UPMSCL district warehouse.
The above can be best illustrated by taking an example of a cold store covering
for a particular district population.
The location of the space should be on the road side where trucks can come and
go easily. The placement of WIC will require at least one side open space for
placement of refrigeration blowers and easy ventilation of heat to the
environment. However, both will be placed in a covered room which should also
be maintained at lower temperature with the help of air air-conditioning.
conditioning. The
evaporator unit (which takes out heat from the WIC)
WIC) should be insulated from the
rest of the room since
nce the room is air-conditioned.
air

Figure 10.. Typical design of Cold Chain Plant (WIC)

Access control requirements

The entry to the WIC should be restricted and only authorized persons should be
allowed to operate the equipment.
equipmen Unauthorized entry to WIC should be
avoided. This can be achieved by assigning the authority along with
responsibility to person/s that is/are managing stores.
 Figure 11. Cold storage room

Main entrance, waiting area for vehicles, dumping yard etc. are not shown in
above as these areas will be outside of above enclosure. It is clear from above
picture that many more possibilities for the placement of various application
applica
areas, for instance WIC,, Dry storage space, Office space etc. can be developed
depending upon the location of building for easy maneuverability and better
logistics to maintain cold chain thus less exposure of heat to vaccines.

Cold Store Maintenance Schedule

Task Frequency
Alarm systems heater mat Daily

Removal of water ice and snow from roof voids Daily

Check operations of “trapped man” alarms Weekly

Check operations of door seals and heaters Weekly

Fire alarm Weekly

Check operation of emergency exits Weekly or as required by

legislation

“Walk round” inspection Monthly

Professional condition survey Ten years

Inspection of vapour seals to ceiling panels Three monthly

Inspection of vapour seals to wall panels Six monthly

 Mechanical installation Once a year

Inspection of cold store ceiling panel Annually

suspension rods and their attachments

Thermographic scan on commissioning and Once in five years

every five years thereafter

Electrical systems

Professional condition survey Once in ten years

Warehouse in-charge would be responsible for following cold chain

maintenance schedule provided above.

3. Equipment for a Drug Warehouse

Storage system and material handling equipment constitutes the key equipment
for a warehouse and are essential for its smooth functioning. Configuration of
racks and storage area along with requisite maps and layouts to be decided
before and in consultation with the warehouse manager and engineers. Their
feedback based on experience of using the existing warehouse would be
important to plan the new warehouse.

Following are the key equipment being used in UPMSCL warehouses:

Name of Description of Equipment Image of Equipment

Equipment
Pallet
 The pallet is a flat structure
used as a base for staging of
goods in the supply chain.
 Pallets are strong, rigid,
portable, composite and
horizontal platforms.
 They are used as a platform
for congregating, stacking,
storing, transporting and
handling products as a unit
load.
Heavy Duty
 These are designed to store
Racks with medium to heavy products in
Shelves a smart way in the warehouse.
 The shelves are vertically
arranged. Products are stored
according to their weight on
each level of the shelf.

Hydraulic
 It is also called as pallet jack.
Manual
Pallet  It is use to lift the pallets from
one place to another within
Truck
the warehouse.

Name of Description of Equipment Image of Equipment

Equipment

Walkie
 This is use for transporting &
Stacker lifting pallets, where a forklift is
not needed.
 This stacker is perfect for
transporting small capacity
items within the warehouse
premises.
 It provides services for less than
5 hours a day.

Rolling
 It is a stable, transportable
Ladder platform for maintenance, stock,
and order picking and for
f many
other warehouse and non- non
warehouse functions.
 It has adjustable floor levell
levellers
and anti
anti-skid steps.
 Rolling warehouse ladder sizes
can range from two steps to 15
steps and 0.508 metres to 4.8006
metres in height.
 Manual
 It is used to clean the floors of
Warehouse the warehouse.
Floor
 The advantage is that dirt and
Cleaner
dust does not spread in the air
and settle down on stored
cartons.

Carton
 It is used to strap the cartons
Striping which are ready to be shipped
Machine to the health facilities.
 It protects the cartons and
provides better handling.

4. Human Resource to Manage the Drug Warehouse

5.

Human resource plays an important role in performing warehouse operations.

Trained and adequate number of professional staff is essential for performing
daily activities with optimum utilisation of resources and in an efficient way. This
will result in increased productivity and decreased inventory cost. A warehouse is
an amalgamation of a group of activities that are performed by different skilled
staff.

Following section contains different types of human resource working in a

warehouse and their job responsibilities. Any addition in human resources, if
required, will be incorporated in future.

Job Responsibilities

1. Work duties of Warehouse in-charge

1. He/she is the In-charge and custodian of the warehouse and accountable
for all internal arrangement at the warehouse.
2. Daily dispatch and receive of all the communication pertaining to the
warehouse will be handled by him.
3. He/she will be responsible for disposal of important letters or
communication received. Also, he/she will be responsible for
submission of various reports to headquarter.
4. He/she shall be responsible for overall DVDMS usage for all activities
including indenting, issuing, receiving, inter-warehouse transfers, stock
reconciliation.
5. Organizing Staff:
 I. Managing handlers and allocation of work to warehouse
employees.
II. Cooperative work culture and learning environment.
III. Daily addresses and discusses grievances relating to the
employees of the warehouse.
IV. He/she shall act as an interface to bring up the issues of staff
officials or other warehouse issues to headquarters and give
suggestions for the same.
6. Meetings and discussions:
I. Prepare agenda & conduct weekly meetings to discuss warehouse
issues and plan actions accordingly.
II. Participate in state warehouse meetings, give inputs for
improvement of systems and processes.
III. He/she will be responsible for dissemination & systematic
implementation of all the actions communicated from the head
quarter.
7. Billing:
I. All the letters/communications/bills etc. will be passed on to the
concerned employee for processing and will be duly approved by
Warehouse in-charge.

8. Pre Dispatch Testing of goods: The warehouse in-charge will ensure

that the pre dispatch samples are sent within 48 hours for testing.
9. Receive goods: The Warehouse In-charge will monitor the goods
received are in accordance with PO specifications.
10. Storage of goods: He/she should ensure all DGMH and NHM goods are
stored together but issued under respective program head.
11. Storage of goods:
I. He/she should ensure all active and quarantine goods are
separately managed.
II. He/she should monitor the goods arrangement follow inventory
norms and stacking norms.
III. Keep check for loss of any commodity, shortage or negligence or
discrepancy in stock due to unavoidable causes like wastage,
shrinkage, spilling, improper storage condition etc.
12. Temperature monitoring: Temperature for vaccines, expensive drugs,
injectable and all other goods to be monitored regularly. All goods,
rubber items should be kept away from direct sunlight.
13. Issue goods:
I. Warehouse Manager should ensure the drugs are issued as per
the FEFO (First Expiry First Out) principle.
II. He/she will crosscheck the goods issued at the warehouse. The
goods are counted well, item and quantity is as per requirement
and is same in the delivery challan.
III. He / She will also perform monthly analysis of near expiry drugs
(next 6 months) for their prompt action to avoid stock outs and
wastage.
14. Inventory of goods:
I. He/she shall constantly monitor the flow of supplies IN and OUT of
the warehouse. In case if any drug is at reorder level or short

19 | P a g e
 supply, same shall be brought into the notice well in advance to
the headquarter.
II. Warehouse in-charge will perform monthly analysis to identify fast
moving, slow moving or non- moving drugs at their warehouse.
III. Warehouse in-charge shall ensure all stock management is done
through DVDMS.
15. Warehouse safety:
I. He/she shall keep the warehouse prepared for managing any
disaster at all times at the warehouse. Firefighting equipment must
be kept ready for use at all times.
II. Conduct monthly mock drills for disaster management.
16. Cyclic & Periodic Stock verification:
I. Conduct cyclic physical verification of each drug in compliance
with stock status in DVDMS. Stock status of each drug should be
verified at least once every quarter.
II. Apart from the cyclic verification of store, He/she shall conduct
annual physical verification on 31st March, every year. The
verification should be conducted in the presence of an officer from
UPMSCL Headquarter with their signature on the final stock
position of the warehouse.
17. Expiry and near expiry drugs:
I. Report the expired stock details to the higher authority so that
necessary action can be taken. He/she will assist empaneled
disposal agencies in disposing off expired drugs as per the expiry
SOP.
II. Ensure that Not of standard quality (NSQ) drugs, banned and
expired drugs are kept separately with clear tags/labels.
18. The warehouse in-charge will prepare a monthly expense statement at
the end of every month, to record expenses made from the imprest
money.
19. Documentation and record update:
I. Warehouse manager will verify and check for update of all the
warehouse registers weekly.
II. He/she will weekly monitor the condition of the warehouse
equipment, out of order equipment, non-functional items and
inform the concerned person (maintenance branch or supplier
service center) telephonically/written when required for the issue
faced.
20. Warehouse maintenance and cleanliness:
I. He/she will monthly assess the condition of the warehouse,
identify the gaps related to maintenance and inform the concerned
department at UPMSCL telephonically as well as in written for the
issue faced.
II. He/she will monitor and take actions for keeping the premise
clean. Supervise cleaning of the warehouse twice a day. One
should inspect for waste management, insect infestation, pest
management, burrows and other sites for maintaining hygiene
inside the warehouse and unnecessary waste in the warehouse
premise.

20 | P a g e
 21. Good Practices and Innovation:
I. He/she may give innovative ideas to improve management of
warehouse.
He/she should participate in implementation trainings arranged by
UPMSCL.

2. Work duties of additional pharmacist

1. Additional pharmacist will act as a technical assistant of the warehouse on

matters related to goods storage and their distribution and testing of
goods.
2. Primarily responsible for receiving goods in compliance to the purchase
order, storage of goods and record management for the goods received.
3. He/she will monitor the storage condition of received goods and their
management at the warehouse.
4. He/she will identify non-moving drugs; report the details of the problem
to warehouse in-charge on time.
5. He/she will be responsible for the distribution or issue of goods at the
warehouse and its accounting.
6. Ensure whether the sub-standard goods, banned drugs and expired item
are kept separate and with clear tag on it.
7. Report the expired stock details to the warehouse manager so that
concerned action could be taken.
8. He/she will conduct the physical stock verification in the presence of the
warehouse in-charge or in the presence of an officer authorized by the
concerned department.
9. Keep check for loss of any commodity, shortage or negligence or
observe any discrepancy or due to unavoidable causes like wastage,
shrinkage, spilling etc. or due to improper storage condition.
10. The additional pharmacist should be able to understand the specifications
of purchase orders placed for effective monitoring of the goods received
at warehouse.
11. He/she will ensure that the pre dispatch samples are sent within 24hours
for testing and record the same manually as well as in system.
12. He/she will ensure the drugs are issued as per the FEFO (First Expiry
First Out) principle.
13. He/she will provide support to the warehouse in-charge in bill
verification.
14. He/she will also inform warehouse in-charge for expiry drugs (within 6
months) to be supplied on priority basis.
15. In case there is any other issue, he/she will communicate it to the
warehouse in-charge.
16. He/she should ensure all active and quarantine goods are separately
managed.
17. He/she should monitor the goods arrangement follows all stacking and
inventory norms.
18. He/she should ensure that all tablets, capsules, powder, ointment be
stored in upper racks, middle racks are occupied with liquids and
injectable, lower racks with surgical and laboratory items.

21 | P a g e
 19. All psychotropic, narcotic drugs should be arranged in separate room
with restricted entry. Program related drugs should be kept separately
from the regular supply.
20. Temperature management for vaccines, expensive drugs, injectable and
all other goods to be monitored regularly. All goods, rubber items should
be kept away from direct sunlight.
21. He/she shall follow the guidelines in stocking the inflammable items.

All inflammables and corrosive items to be kept separate from each other and
stored away from the regular supply.

3. Work duties of data entry operator

1. Make all DVDMS entries.
2. Provide supportive role in activities such as prepare forwarding letter for
bills payment at headquarter etc.
3. Generate need-based reports and timely online reporting to
headquarter.
4. Maintaining records for all medicines and supplies as per DVDMS.
5. Compiling daily/weekly/monthly and yearly reports and send to
headquarter.
6. Typing work/making power point presentations and other computer-
based work as assigned by warehouse in-charge.
7. Co-ordinate with data entry operator (DEO) at facilities.
8. Communicate software related issues, hardware problems or other
system related problems to the warehouse in-charge.

22 | P a g e
 5. Safety and Security of the Drug Warehouse

Drug Warehouses are often located in places with extreme weather conditions,
often areas with extreme heat or high humidity. Safety and security of drugs is
required with such conditions.

All UPMSCL warehouses are newly constructed and well equipped as following:

 Firefighting system (fire extinguisher, fire bucket, fire pump set, fire
sprinkler system)
 Solar panel 330 watt (60 quantity) with solar inverter and batteries
 CCTV security (64 cameras, 5 LED monitors)
 PA system (speaker and mic)
 200 KVA transformer and street pole lights
 Complete submersible pump panel
 Separate cold chain room (insulated by puff panel)

Following are the activities should be conducted on a regular basis:

i. Maintenance of clutter-free environment: walking areas inside the

warehouse and its surroundings should be free of boxes, materials,
electric cords, tools, and equipment against which people may stumble
and fall.
ii. Removal of garbage, debris, dirt, and oily materials that are a potential
fire hazard. There should be enough trash cans inside and outside the
warehouse for easy disposal of such items.
iii. Daily emptying of trash cans in covered outside bins.
iv. To the extent possible, the warehouse should be kept free of rodents and
other pests to protect warehouse workers and stored commodities.
v. Prohibition of smoking in the warehouse. Post no-smoking signs in the
periphery of warehouse.
vi. A clean washroom should be available to all staff. Workers should wash
their hands before handling commodities, particularly if they are
engaged in re-bagging activities.

23 | P a g e
1. Preventing Damage and Contamination

Physical damage
1. Avoid crushing products stored in bulk.
2. Products should be stacked no more than 2.5 m (8 feet) high.
3. Heavier or fragile items (such as those packaged in glass) should be placed
in smaller stacks.
4. Bind sharp edges or corners in the store with tape.

Figure 12. Category wise stacking of items

Dirt
1. Follow the instructions for cleaning the storeroom in multiple locations.
2. Sweep and mop or scrub the floors of the storeroom regularly.
3. Wipe down the shelves and products to remove dust and dirt.
4. Disposal of garbage and other waste on a regular basis in a manner that
avoids attracting pests.
5. Store garbage in covered receptacl
receptacles.

Cleaning Materials
Keep a Budget forr cleaning materials; Use locally available detergents; Clean
with Chlorine bleach for example once a month.

Outside the Facility

Burn garden rubbish and cardboard cartons when garbage collection is not
available. Use the necessary precautions to keep the fire under control, and do
not burn materials close to the building. Make sure the wind is not blowing
towards the building.
2. Protection Against Fire

Fires can be averted by following proper storage, handling and housekeeping

requirements. Good housekeeping is the key to fire prevention, but poor
housekeeping can lead to small fires that get out of control quickly.

Never let combustible scrap, rubbish, and waste materials accumulate where they
can become
me fuel for a fire. Store flammable liquids in proper containers which are
designed for a particular use and labelled correctly.

Fire Sprinkler System

A Fire Sprinkler System is an active fire protection method, consisting of water

supply system providing adequate pressure and flowrate to a water distribution
piping system, to which fire sprinklers are connected.

A fire sprinkler system has been provided for each of the UPMSCL warehouse for
protection against fire.

Figure 13. Fire sprinkler system

Fire Extinguisher
The P.A.S.S method is accepted for dry chemical and CO2 extinguishers;
however, other methods are needed when using water and other extinguishers
and with special fires, such as flammable liquids. Additionally, the P.A.S.S.
Method may not be appropriate
ppropriate for all dry chemical and CO2 extinguishers. Be
sure to carefully read the instructions for the extinguishers in your facility.
P.A.S.S. is a simple method used to teach fire extinguisher use.
Pull
ull the pin at the top of the extinguisher

Aim
im the nozzle towards the base of the fire

Squeeze
queeze the handle to discharge the extinguisher (stand approximately 2.5 m [8
ft.] away)

Sweep
weep the nozzle back and forth at the base of the fire

** Fire safety drills must be performed at all warehouses ever

every
y quarter, training for
which will be conducted in due course

Fire Safety
To prevent damage to products from fire, do the following:
 Keep standard fire extinguishers available in every storage facility,
following national regulations see the various type of extinguishers in the
text box to determine which are appropriate.
 Visually inspect fire extinguishers every 2–3 2 3 months to ensure that
pressure is maintained and the extinguisher is ready for use.
 Service fire extinguishers at least every 12 months.
 Place smoke detectors throughout the storage facility and check them
every 2–3 3 months to ensure they are working properly.
 Strictly prohibit smoking in the store.
  Conduct fire drills for personnel every six months.
 Clearly mark emergency exits and check regularly to be sure they are
not blocked or inaccessible.
 Display
ay fire precaution signs in appropriate places in the storage facility,
especially locations where flammables are stored.
 Display emergency numbers of fire brigade, ambulance, and other
helplines.
 Display work instructions on how to operate fire extinguishers.
extinguishers.
 Ensure that medical store staff are trained in how to use the specific fire
extinguisher or other equipment that is available at the warehouse.
 Use sand to extinguish fires where there are no fire extinguishers
available.
 Place buckets of sand near the door.

Figure 14. Sand buckets near the door

First Aid Facility

Several aspects need to be catered to in order to ensure there is immediate help
available in case of an emergency.
 Keep a well stocked first aid kit for employees and visitors. Update and
replenish this every quarter.
 Place the kit in a central location that is easily accessible for all employees.
Ensure it is clearly marked and that all employees know its location and
contents.
 Provide first aid training to selected employees.

Personal Protective Equipment (PPE)

This protects workers from workplace injuries. Warehouse operations present a
wide variety of hazards for the worker and proper precautions should be taken.
Typical PPE used in warehousing situations are:
 Steel toe shoes or work boots
 Hard hats
 Gloves
 Goggles
 3. Protection Against Pests
Signs of presence of pests in warehouse

i. Chew Marks: Rats and mice are constantly chewing. Shredded

cardboard and gnawed wood or wiring can be signs of rodents in your
warehouse. Cockroaches are also known to chew on cardboard or paper,
leaving patterns of holes through the layers.
ii. Musky Odour: Often, infestation of a building is accompanied by a
musty or musky odour. An unusual odour in a warehouse should always
be investigated to determine the cause.
iii. Tracks: One of the signs of rodents in the warehouse is visible grease
tracks, especially in places where it would be difficult for a person or
equipment to make a mark. Tracks around roof joists, vents, or pipes are
a sure sign of rodents.
iv. Droppings: Rodents and roaches both leave behind droppings in the
form of small dark grains. These droppings can potentially spread
bacteria and viruses and are not only a hazard to your products, but also
to your workers.

Prevention inside the storage facility

i. Design or modify the storeroom to facilitate cleaning and prevent
moisture.
ii. Maintain a clean environment to prevent conditions that favour
pests. For example, store garbage in covered garbage bins.
Regularly clean floors and shelves.
iii. Do not store or leave food in the storage facility.
iv. Keep the interior of the building as dry as possible.
v. Paint or varnish wood as and when required.
vi. Use pallets and shelving.
vii. Prevent pests from entering the facility.
viii. Inspect the storage facility regularly for evidence of pests.
ix. Packaging and shipping cartons can be treated to prevent pest
infestation. For example, cartons can be shrink-wrapped or non-toxic
desiccating (dehydrating) agents can be added.

28 | P a g e
Prevention outside the storage facility
a. Regularly inspect and clean the outside premises of the storage facility,
especially areas where garbage is stored. Check for any rodent burrows,
and be sure that garbage and other waste are stored in covered

containers.
Figure 15. Regular cleaning of warehouse premise

b. Check for still or stagnant pools of water in and around the premises,
and be sure that there are no buckets, old tires, or other items holding
water.
c. Treat wood frame facilities with water sealant, as needed.
d. Use mercury vapour lighting wherever possible and locate lighting
away from the building to minimize the attraction of pests.

Strategies for Specific Pests

Rodents: Rodent problems shall be solved by adoption of Modern Rodent
Management System

Figure 16. Rodent management system

Birds or bats: If the facility has space between the ceiling and the roof, cover all
the openings with fine wire mesh to prevent
prevent birds or bats from entering the
storeroom.
Flying pests: The best prevention is to keep all doors and windows of the
storage facility closed or screened off from the outside. Make sure there are no
holes in the walls, floor, or ceiling. Ins
Insect electrocuting light traps (bug zappers,
hanging electric grids that attract flying insects via a bright fluorescent or
ultraviolet light) may be appropriate in some situations. However, they should
be placed away from supplies, since ultraviolet light dama damages
ges a number of
products (especially latex products such as male condoms).

Figure 17. Flying pest control

Reptiles: Most snake species are innocuous and can be managed with
noisemakers and by keeping the outside of the facility clear of bushes. If snakes
are an especially difficult problem in your area, you can construct a snake-proof
snake
fence around the perimeter of the ffacility.
acility. The fence should be made with heavy,
galvanized screen with 6 mm wire mesh. The fence should be 90 cm tall with the
lower end buried at least 10-16
10 16 cm in the ground. The above ground portion of
the fence should be slanted at a 30° angle outward fr from
om the base and away from
the building, using supporting stakes inside the fence.

Figure 18. Snake proof fence

 Termites/structural pests: There are two primary treatments for subterranean
termites, but both are expensive and require a specialist. The first treatment
involves injecting a termite repellent into the soil in the ground beneath the
facility. If the problem is severe, or if the first treatment is not feasible, the
building must be fumigated. All stored goods must be removed from the site
during fumigation. Replace wood severely damaged by structural pests.
There are alternative methods of controlling structural pests-
 Use non-toxic heat or liquid nitrogen treatments

Build metal barriers into the foundation of a new building. Sheets of metal
protrude from between the foundation and walls of the building. The sheets are
bent downward at an angle, but not touching the ground. When termites or ants
attempt to climb up the foundation, they encounter the metal barrier that they
cannot climb around.
 Construct sand barriers around the building as a preventative measure.

4. Authorised Entry in UPMSCL Warehouse

Apart from warehouse staff, there are some people who are authorised to visit
warehouse anytime without any prior notice

 UPMSCL officials
 Concerned CMO/CMS/ACMO/MO
 Concerned Drug Inspector (DI)
 State level higher authority

Any other person apart from the above may visit the warehouse with prior
approval from UPMSCL headquarter.

31 | P a g e
 5. Protection Against Theft

1. CCTV cameras and LED monitor should be made available at UPMSCL

warehouse
2. Limit access to only designated staff.
3. Limit the number of keys made for the facility; keep a list of people who
have keys.
4. Secure all locks and doors.
5. Make unannounced spot checks.
6. Provide independent stock count/inventory control.
7. Always verify documents of transporters that enter the warehouse.
8. Monitor selected products.
a. Items that are fast moving, chronically in short supply, in high demand by
customers, expensive, lifesaving, and easy to hide or disguise.
b. Monitor medicines likely to be stolen or misused (e.g. antibiotics,
narcotics, psycho tropics, antiretroviral).
9. Check inventory records for stock in hand. Then, conduct a physical
inventory (physically count the quantities in hand) and compare the
results.
10. Check the inventory records to determine the consumption during a
specified period and compare this figure with the stock issued from the
storage area.

32 | P a g e
 6. Stock Record Management and SOPs

1. Stock Records and its Management

Each District Drug Warehouse should maintain a standard list of stock items that
include all products they handle with their specifications including form,
strength, and quantity per package. The list should be regularly updated.
Inventory records should be maintained for all products on the list.
All the registers maintained at warehouse are listed below with the description
of key information contained in it.

Stock Record Content

Attendance Name of the staff, date, signature, reporting time,

Register leaving time, leave details

Receive date, Order no. & date, Supplier’s name,

Stock Register Invoice no. & date, batch no., Mfg. date, Expiry
date, Quality Report Date, Rack Code.

Drug name, batch number, quantity per batch,

manufacture name, manuf. Date, expiry date, Rack
Quality Register
Code, result/TR number, sample sent date, report
receive date.

Drug Name, Batch Number, Quantity, Indenter

Issue Register
Name, Indent Date, Issue Date, Expiry Date

Gate Pass Truck number, number of cartons, name of person

Register received & designation, Signature of Guard,
Signature of Transporter, date

Date, Name of Person, Vehicle No., Purpose of

Gate Entry
Visit, Entry Time, Exit Time, Contact Details,
Register
Guard Name

33 | P a g e
 2. Stock Counts
Physical cyclic counting of the inventory is necessary for correction of
discrepancies occurring in the stock record in a continuous manner which helps
in reducing the chances of cumulative mistakes to occur.

i. Physical stock counts must be conducted once every quarter, to eliminate

mismatches between physical and DVDMS stock.
ii. The stock count should be planned at the end of the week such as Saturday
or Friday, so that daily warehouse activity is least affected.
iii. Indicate the date when the physical inventory is done.
iv. Write the quantity of the product counted during stock counting&initiate
action based on the results of the counting.
v. If the results of the physical inventory differ from the stock in DVDMS, send
a stock correction request to the UPMSCL HQ.
vi. Identify, document, and correct the cause of the problem and discuss the
findings of the inventory with the facility staff.
The physical stock count data must be recorded on the Format provided by
UPSMCL only and the data must be sent to the HQ as soon as possible. Any stock
correction requests with valid reasoning would be considered in case any
mismatches are observed in the physical and DVDMS stock levels.

3. Periodic Activities for Drug Warehouse Management

Activities to be performed at warehouse on a daily basis

1. Monitor drug storage conditions.
2. Clean receiving, storage, packing, and shipping areas.
3. Sweep or scrub floors with disinfectant and remove garbage.
4. Ensure that aisles are clear.
5. Ensure adequate ventilation and cooling.
6. Ensure that products are protected from direct sunlight.
7. Monitor store security and safety.
8. Check PO dashboard to track incoming supply for the next day.
9. Check the store roof for any water seepage, especially in rainy season.
10. Send quality testing samples to UPMSCL QA headquarter for testing
11. Visually inspect the quality of goods and its packaging essentials.
12. Ensure that products are stacked correctly to ensure that no cartons are
being crushed.
13. Issue goods as per FEFO (First Expiry First Out)
14. Monitor staff punctuality and discipline.
15. Complete online receipt process for the goods that are received on the
same day.

34 | P a g e
 Activities to be performed on a weekly basis
1. Complete and revise the stock records as per DVDMS.
2. Separate expired drugs and move to secure area.
3. Count the quantity of boxes available for packing.
4. Update the details of any damage in goods received or details not in
compliance with the purchase order placed.
5. Revise near expiry drug list (180 days / 6 months)
6. Forward the warehouse maintenance related or other issues at the
warehouse to respective UPMSCL department.
7. Oiling or charging of warehouse equipment
8. Update bin cards

Activities to be performed on monthly basis

1. Assess stock situation.
2. Determine issue quantity institution wise and drug wise.
3. Determine short supply, excess supply, near expiry, reorder level drugs
and inform headquarter.
4. Store drugs using correct procedure, rearrange commodities, follow
FEFO (First Expiry First Out).
5. Check for signs of rodents, insects, or roof leaks.
6. Clean warehouse premise and removes unwanted waste.
7. Inspect the storage structure for damage, including the walls, floors, roof,
windows, and doors.
8. Send imprest money statement to headquarter

Activities to be performed in every 3 months

1. Cyclic physical stock verification and document update.
2. Check the fire extinguishers, functional or not, perform demonstration with
staff members.

Activities to be performed in every 6 months

1. Revise your own warehouse action plan progress made.
2. Conduct periodic fire drills and review fire safety procedures

Activities to be performed on yearly basis

1. Service disaster management equipment’s such as fire extinguishers,
smoke detectors, alarm system.
2. Conduct complete physical inventory and update stock keeping records.
3. Conduct assessment of stock level, minimum or maximum and adjust if
required

35 | P a g e
 4. Standard Operating Procedures (SOPs)

SOPs for receiving of drugs at warehouse: (Procedures for receipt and storage
of drugs at drug warehouse from suppliers)

Figure 19
19. Receiving of drugs at warehouse
Employees Involved

a. Warehouse in-charge
harge
b. Additional Pharmacist
c. Computer Operator
d. Sweeper
S Procedure Responsibility
No.
1 Receive Purchase Order details from UPMSCL Warehouse in-charge
charge
Head Quarter through DVDMS as and when they
are issued to suppliers.
2 Generate a Gate pass that must include the details Security Guard
of the supplier and the vehicle details before
allowing the transporter into the warehouse
premise
emise in the date of delivery of PO supplies.
3 Receives Drugs from Suppliers through door Warehouse in-charge
charge
delivery along with Delivery Challan / Invoice and
LR (in case of receipts by lorry); Verify receipts
documents with Purchase Order details on DVDMS
to ensure the correctness of specifications and
quantity.
 S Procedure Responsibility
No.
3a The details to be verified are as follows: Warehouse in-charge
i. Items listed in the Invoice/Challan are
received in order.
ii. Quantity received does not exceed the
ordered quantity.
iii. Identification of product name, batch
number, date of manufacturing, name of
supplier and quantity is available on the
packaging.
iv. Packaging is as per specification given in
the tender document.
v. There are no shortages or damages.
vi. Logo - "Uttar Pradesh Govt. Supplies – Not
for Sale" is printed on the packaging in
HINDI or ENGLISH or both.
vii. Expiry date details
viii. Delivery date details.
3b Counting of Goods Warehouse in-charge
a. Count unopened/complete boxes first.
b. Multiply the number of boxes by the number
of units in the box.
c. Count the packets inside the open boxes.
d. If an open box contains unopened packets,
count the packets and multiply by the
number of units in a packet.
e. This will give you the total number of the
units in the unopened boxes.
f. Count all individual units that are in loose
boxes.

37 | P a g e
 S Procedure Responsibility
No.
3c Physical Inspection of Goods Warehouse in-
i. Physical damage: charge
 Ensure no crushing, tearing, rubbing or ripping
 Signs like tear, perforation, water, oil or broken
crumbled medicines, broken bottles.
ii. Chemical damage:
 Ensure no change in color, consistency or smell.
iii. Manufacturing defect:
 Ensure labeling is correct, manufacture and
expiry date are written and stamped

Check quality of product received as per the following:

Category Check Point

All Products Broken or ripped packaging (vials,
bottles etc.) Missing, incomplete
and unreadable labels
Light sensitive Torn, ripped packaging
products (such as x-
ray film)
Latex Products Dry, Brittle, Cracked
Liquids Discoloration, Cloudiness,
Sediment, Broken seal on bottles, Warehouse in-
Cracks in ampule bottles and vials, charge
Dampness or moisture in
packaging
Lubricated Latex Sticky packaging, Discolored
Products product or lubricant, Stained
packaging, Leakage of the
lubricant (dampness or moisture in
packaging)
Tablets Discoloration, Crumbled pills,
Missing pills from blister pack,
Stickiness (especially in coated
tablets), Unusual smell
Injectable Liquids do not return to suspension
after shaking
Sterile Products Torn ripped packaging, Missing
(including IUDs) parts, Broken or bend parts,
Moisture inside the packaging,
Stained packaging
Capsules Discoloration, Stickiness, Crushed
Tubes Sticky tubes, leaking content,
Perforation or holes in tube
Foil Packaging Perforation in Packaging
Chemical reagent Discoloration

38 | P a g e
 S Procedure Responsibility
No.
5 Enter the delivery details and receive the goods on DVDMS. Computer Op.
6 Enter the details of the goods received on DVDMS such as batch Computer Op.
number, no. of units received, breakages, excess qty etc.
Attaches photographs of the damaged packing if required.
i. Enter details of the Rack Code (in the Quarantine area)
where the drug will be stored.
ii. Enter details of the Inward Goods Register Number.
7 Generate the MRC on DVDMS. Computer Op.
8 In case the contents are damaged, dispose of the drugs as per Addl. Pharmacist
the state policy.
9 Collect samples randomly from the consignment for each Warehouse in-
product batch wise as per sampling plan attached in Appendix A charge, Addl.
and place them in the specified place. Samples are to be sent to Pharmacist
Quality HQ within 2 days of receipt of consignment.
10 Pack the samples carefully in boxes, so that no samples get Addl. Pharmacist
damaged during transit and forward to Quality Assurance Dept.,
Lucknow along with QC sample statement.
11 Enter quality analysis sample details on DVDMS. Computer Op.
12 Keep the goods in quarantine area until quality test results are Warehouse in-
received for the samples. charge
13a i. If a sample passes the quality test, then shift the goods to Addl. Pharmacist
active area. Keep all carton expiry dates on the visible
sides of pallet, all arrows pointing upward, 2.5-3 mts in
height, 10cm off the ground & 30cm away from wall.
13b ii. Update the Bin Card when the samples are placed on the Addl. Pharmacist
respective racks. Update the Stock Register.
13c iii. If a sample is found to be Not of Standard Quality (NSQ) Warehouse in-
shift the goods to the NSQ area charge
14 Clean the receiving area and quarantine area after the goods Sweeper
have been shifted and arranged in racks

Forms of registers maintained

[Link]. Report/Register Form Frequency Content
Receive date, order no. & date,
Offline suppliers name, invoice no. & date,
1 Stock Register Daily
Register batch no., manufacturing date, expiry
date, Quality Report Date, Rack Code.
2 MRC Report DVDMS Daily Drug Name, Batch Number, Quantity
Drug name, batch number, quantity
per batch, manufacture name, manuf.
Offline
3 Quality Register Daily Date, expiry date, Rack Code,
Register
result/TR number, sample sent date,
report receive date

39 | P a g e
 SOPs for issuing of drugs at warehouse: Procedure for issuing of drugs at drug
warehouse to indenters.
Employees Involved

a. Warehouse in-charge
b. Additional Pharmacist
c. Computer Operator
d. Sweeper
S Procedure Responsibility
No.
1 Identify list of facilities basis the roster in DVDMS scheduled to Addl. Pharmacist
be serviced for the next day.
2 Inform facilities who are scheduled for drug issue the next day Addl. Pharmacist
and get their confirmation
3 Issue drugs on DVDMS based on the indent received: Addl. Pharmacist
3a i. If confirmation received, check the stock of indented Addl. Pharmacist
drugs on DVDMS. The drugs should have passed the
quality test and be placed in the active area of the
warehouse.
3b ii. Rationalize the indent received as per the stock of the Addl. Pharmacist
warehouse. This will ensure equitable distribution of
drugs to all facilities.
3c iii. If enough quantity available, issue the requested Addl. Pharmacist
demand.
4 Print the issue Voucher for the specific indent. Addl. Pharmacist
5 Print a copy of Passbook Report of the Indenter. Addl. Pharmacist
6 Enter the details of issue in the Issue Register. Addl. Pharmacist
7a Package drugs as per the issue voucher which would contain Addl. Pharmacist
the drug name, batch number and the number of drugs issued
from every batch. Ensure that drugs are packed from the batch
number mentioned in the issue voucher.
Goods should be packed according to the FEFO rule i.e. first
expiry first out. The same would be ensured on DVDMS.
7b Update the Bin Card in the respective location.

40 | P a g e
 8 Number cartons with color marked pens indicating the indenter Addl. Pharmacist
name for which the drugs have been issued before stacking
them on the pallets.
9 Arranged the drugs packed on pallets in bonded fashion, all Addl. Pharmacist
arrows pointing upward, and all cartons with Indenter name in
written.
10 Cross check the item name, batch (FEFO) & quantity. The drugs Addl. Pharmacist
are now ready for issuing for next day.
11 Inform the indenter about the issue in advance for the packed Addl. Pharmacist
supply.
12 Generate 2 copies of Issue Voucher. One for the warehouse and Addl. Pharmacist
the other for the indenter to be handed over to the transporter.
13 Generate a Gate pass that must include the details of the Security Guard
indenter and the vehicle details before allowing the transporter
into the warehouse premise.
14 Recheck the drugs while loading in the transport against the Addl. Pharmacist
issue voucher.
15 Generate 3 copies of Delivery Challan. Get signature of the Addl. Pharmacist
transporter on the Delivery challan.
16 Sign the gate pass and hand it to the transporter which is then Addl. Pharmacist
submitted at security check before leaving the warehouse
premise.

Forms or registers maintained

S No Report/Register Form Frequency Content
Facility Name, Drug Name, Batch Name,
1 Issue Voucher DVDMS Daily
Quantity Indented, Quantity Issue
Drug Name, Batch Number, Quantity,
Offline
2 Issue Register Daily Indenter Name, Indent Date, Issue Date,
Register
Expiry Date
Facility Name, Opening Balance,
3 Passbook Report DVDMS Daily
Closing Balance, Signature of WHiC
Item name, quantity, batch number,
4 Delivery Challan DVDMS Daily signature of WHiC, Signature of
Transporter
Truck number, number of cartons, name
Offline of person received & designation,
5 Gate Pass Daily
Pass Signature of Guard, Signature of
Transporter

41 | P a g e
 Managing drugs at district drug warehouse: Procedure for managing drugs,
racking of drugs, arrange them on pallets and storage in a standardized fashion.
Employees Involved
a. Warehouse in-charge
b. Additional Pharmacist
c. Packers
d. Computer Operator
e. Sweeper
S Procedure Responsibility
No.
1 Goods that have passed the quality standards are transferred Warehouse in-charge
from quarantine area to racks and shelves in warehouse for
storage.
2 Arrange goods on pallets. Arrange pallets on shelves / racks Addl. Pharmacist
and store goods.
3 Stacking of goods on pallets: Addl. Pharmacist
i. Arrange all goods at the base of pallet first
ii. Arrange other goods in layers (in bonded manner) over
the base.
iii. All goods should be 10cm (4 inch) off the floor, 30cm (1
foot) away from wall/ other stacker & not more than 2.5
mt (8 feet) in height on pallets.
4 Racking/ shelving of goods: Addl. Pharmacist
i. Upper racks: Tablets capsules, powder, ointment
ii. Middle rack: liquids and injectable.
iii. Lower rack: surgical and laboratory items
iv. Place fast moving items at prime location with easy
accessibility then slow moving &nonmoving items
v. Arrange goods in alphabetical order by generic name
and label them. Change labels when list is revised.
vi. Always follow FEFO (First Expiry First Out to be kept in
front) for goods arrangement
5 Storage of goods: Warehouse in-charge,
i. Commodity coding: each item has its own article and Addl. Pharmacist
location code for storage.
ii. Cold storage: maintain vaccines at the recommended
temperature and monitor it twice in a day.
iii. Keep narcotics, psychotropic drugs, opioids & analgesics
in restricted entry zone.
iv. Flammables (acetone, anesthetic ether, alcohol,
kerosene etc.) store away from medicinal storage. Avoid
direct sunlight and build up pressure.
v. Corrosives (trichloracetic acid, glacial acetic acid, conc.
Ammonia solution, silver nitrate, sodium hydroxide etc.):
Store corrosives away from flammables.
Store rubber items away from direct sunlight and excess heat.
6 Never pack goods in sunlight. Store goods away from direct Warehouse in-charge
sunlight.
7 Always separate expired or not of standard goods from active Addl. Pharmacist
stock and label them for identification.

42 | P a g e
 7. Do’s and Don’ts of Warehouse

1. The Do’s of Warehouse Management

1. Always physically verify the documents and then let the transporter enter the
warehouse.
2. Always receive and stack goods on pallets in a warehouse.
3. Always separate goods in quarantine from the active stock for issue in a
warehouse.
4. Always acknowledge the goods on the same day of goods received in DVDMS
application.
5. Always take samples from each batch within the 24 hours of goods received.
6. Always send the samples within 48 hours of goods received to UPMSC Quality
Assurance headquarters.
7. Always remember to see near expiry item list before packing goods for issue.
8. Always store fast moving and short expiry items at prime and separate
identified location with easy accessibility.
9. Always Store tablets capsules, powder, ointment on upper racks, liquids and
injectable at middle rack and surgical and laboratory items at lower rack.
10. Always follow FEFO (First Expiry First Out) principal at the time of
arrangement of goods while receiving goods and while issuing goods.
11. Always keep cold storage doors closed and restrict entry.
12. Always take a supervisory round of the warehouse every morning and
evening.
13. Always maintain the uniformity of stacking of medicines and consumables in
the warehouse.
14. Always inform Warehouse in Charge in advance for personal or casual leaves
at warehouse preferably a written application.
15. Always keep your tools and equipment updated and functional.
16. Always maintain the decorum of the warehouse.

2. Don’ts of Warehouse Management

1. Never store heavy, bulky items on the upper shelves of the racks.
2. Never use racking shelves as steps.
3. Never let unknown visitors enter the storage area of the warehouse without
entry in Gate Register
4. Do not spit, eat or smoke inside the storage area of the warehouse.
5. Never sit or sleep on the cartons stored at the warehouse.
6. Never leave the warehouse during the working hours or without permission
in case of emergency.
7. Never use abusive language or actions while on duty.
8. Do not take the warehouse commodities for your personnel use.
9. Do not leave edible waste inside the warehouse before leaving.
10. Never use broom for warehouse cleaning, whereas use wet mop with
disinfectant solution.

43 | P a g e
 Figure 20. Do’s and don’ts of warehouse
8.
9.
 10. Appendix A: Sample Quantity

Sl. Category of drugs Quantity of samples to be drawn

No.
Part A Part B Part C Total
(A+B+C)
1 2 3 4 5 6
1. A. Tablets (In General) 50 Tab 50 Tab 50 Tab 150 Tab
B. Specific Tablets (Primaquine 100 Tab 100 Tab 100 Tab 300 Tab
tablets 2.5 mg/Norethisterone
tablets/ Dexamethasone tablets)
2. Capsules 50 Caps 50 Caps 50 Caps 150 Caps
3. A. Ointments (In General) 10 units 10 units 10 units 30 units
B. Ointments (Sterile) 12 units 12 units 12 units 36 units
C. Ointments (In Jar above 100 1 unit 1 unit 1 unit 3 unit
gms)
4. A. Cream, Paste, Gels, Lotions 3 units 3 units 3 units 9 units
5. A. Small volume injections 30 units 30 units 30 units 90 units
B. Large volume injections (100ml & 8 Bottles 8 Bottles 8 Bottles 24 Bottles
above)
C. Water for Injection 100 units 100 units 100 units 300 units
6. Eye drops 10 units 10 units 10 units 30 units
7. A. Oral Liquids/ Syrups/ Drops/ 3 containers 3 containers 3 containers 9 containers
Suspensions/ Dry Powders
(50ml/50 gm and above)
B. Oral Liquids/ Syrups/ Drops/ 5 containers 5 containers 5 containers 15containers
Suspensions/ Dry Powders (Less
than 50ml/50 gm and above)
8. Oral Rehydration Powder (ORS) 25 Sachets 25 Sachets 25 Sachets 75
Sachets
9. Powder upto 450 gms 3 units 3 units 3 units 9 units
10. Ear Drops /Nasal Drops 5 containers 5 containers 5 containers 15
containers

45 | P a g e
 11. External Preparations: 3 containers 3 containers 3 containers 9 containers
Tinctures/Spirit/Solution/ Paint
(Upto 100 ml)
External Preparations: 1 containers 1 containers 1 containers 3 containers
Tinctures/Spirit/Solution/ Paint
(Above 100 ml)
12. Sutures 15 units 15 units 15 units 45 units
13. Sanitary Napkins 1 pkt 1 pkt 1 pkt 3 pkt
14. Disinfectant Fluid 500 ml pack size 2 bottles 2 botlles 2 botlles 6 bottles
15. Inhalations, Nebuliser 3 units 3 units 3 units 9 units
16. Enemas 3 containers 3 containers 3 containers 9 containers
17. Surgical dressings 1 pkt 1 pkt 1 pkt 3 pkts
18. Adhesive tapes 5 units 5 units 5 units 15 units
19. Sterile medical devices viz. 25 units 25 units 25 units 75 units
Disposable Perfusion sets,
Transfusion sets, Infusion sets, Infant
feeding tubes etc.

Note:The warehouse pharmacists shall send a total quantity as mentioned in column no.
6
of the above table to the Quality Control Department of UPMSCL Head quarter. The Q.C.
department shall send one sample of quantity mentioned in column no.3 above.

a. Tablets or Capsules are usually available in strips of 10's hence 5 strips may be
taken. But some of the drugs are supplied in packing of less than or more than
10's, e.g. 14's for which such number of intact strips be taken so that the total
quantity is near 50; e.g. for 14's packing 4 strips be taken for sample.
b. When tablets or capsules are supplied in bottle packing of 30's or 100's then two
or one container respectively is taken in original packing.
c. Ampoules supplied in trays by the manufacturer should preferably be sent in
original packing.
d. Quantity of Vaccines, Sera, Biological Preparations, Insecticides and larvicides
required for testing, if required, should be enquired from the concerned
laboratory.

46 | P a g e
Conceptual 3D View of Drug Warehouse
 11. Glossary

Drug warehouse: A facility which is used for storing drugs and consumables having
storage racks, handling equipment and personnel and management resources which
allow control of differences between incoming flow of drugs (received from suppliers)
and outgoing flow of drugs (issued to customers).

Supply chain management:Planning and management of all warehouse activities

involved in sourcing, procurement, conversion, and logistics. It incorporates
coordination and joint effort with channel partners, such as service providers,
intermediaries, third party service providers, and customers. It also integrates supply
and demand management within and across the system.

Logistics:It is part of supply chain management that plans, implements, and controls
the efficient, effective forward and reverse flow and storage of goods, services and
related information between point of origin and point of consumption in order to meet
customers’ requirements.

Cold chain system:System of storing and transporting temperature sensitive

products/vaccines at recommended temperature from point of storage to point of use.
It maintains the potency of products/vaccines.

Layout:Arrangement or plan, especially schematic arrangement of parts/areas.

Spillage:To cause or allow, especially accidentally or unintentionally to fall, flow, or

run out so as to be lost or wasted.

Commodity:Drug intended for human use or veterinary product intended for

administration.

ABC analysis:Method used for reviewing stock movement, which categorises items
by volume and value of consumption during a specific period of time, usually one
year. Class A items 10 to 20% items, representing 75 to 80% of expenditure are mostly
high volume, fast moving medicines. Class B items are usually 10 to 20% of items, and
15 to 20% of expenditure. Class C items often represent 60 to 80% of items but only
about 5 to 10% of total expenditure. These are low volume, slow moving items. Thus,
class C is a good place to look for items that might not be needed in stock at all times.

Pallet:It is used for storing and handling cartons and is made up of a wooden or
plastic platform designed to be lifted by a pallet jack or forklift truck.

Carton: The pack/carton that contains one or more primary containers and is usually
made up of light cardboard.

49 | P a g e
 12. References

1. Supplement 2. Design and Procurement of storage facilities. Technical

supplement to WHO Technical Report Series No. 961,2011. August 2014.
2. How to estimate space for Warehouse for drugs? WHO action plan on drugs.
1993.
3. Supplement 6. Temperature and humidity monitoring systems for fixed
Storage areas. Technical supplement to WHO Technical Report Series No.
961,2011. May 2015
4. Security and fire protection in storage facilities. Technical supplement to
WHO Technical Report Series, No. 961,2011. January 2014.
5. Maintenance of Storage facilities. Technical supplement to WHO Technical
Report Series, No. 961,2011. January 2014.
6. Maintenance of Refrigeration equipment. Technical supplement to WHO
Technical Report Series, No. 961,2011. January 2014.
7. Guidelines for the storage of essential medicines and other health
commodities. DELIVER, UNICEF, JSI and USAID in collaboration with WHO.
December 2003.
8. Procurement and operational manual for medical store organisation and
Government store depot. Director General of Health Services, Ministry of
Health and Family Welfare, Government of India
9. Rajasthan Medical Services Corporation Limited
10. Tamil Nadu Medical Services Corporation Limited
11. National Health Mission

50 | P a g e