Have you ever wondered what would happen if the medicine is not stored properly? The answer is that the quality of the medicine will deteriorate, even become corrupted, causing unwanted side effects, and even posing life-threatening dangers. That is why managing and storing medicines and raw materials effectively and safely is extremely important.
So, how can we optimally manage and preserve medicines and raw materials? This article will take you deep into the principles, processes, and important factors in managing the storage of medicines and ingredients, especially technological solutions that help businesses and pharmacies optimize drug storage.
1. Why is it necessary to manage the storage of medicines and raw materials?
The management and preservation of drugs and raw materials in the pharmaceutical industry are extremely important because they directly affect the quality of the drugs, user safety, legal compliance, and waste reduction.
Ensuring drug quality
The surrounding environment, such as temperature, humidity, and light, can have negative effects on medication, causing it to degrade or change in quality. Proper storage management helps prevent these processes, maintain the therapeutic efficacy of the medication, and ensure that the medication always reaches patients in the best quality.
Ensure user safety
Degraded drugs can cause unwanted side effects, even leading to poisoning. Good storage management helps avoid these risks, protecting the health and lives of users.
Compliance with legal regulations
The Ministry of Health and pharmaceutical regulatory agencies have strict regulations regarding drug storage. Compliance with these regulations is not only a legal responsibility but also an important factor in ensuring the safety and quality of medicines.
Minimize waste
Improper storage can cause drugs to deteriorate, expire, and need to be discarded, resulting in significant economic waste. Effective management of storage helps avoid these damages, saving costs for businesses and consumers.
2. Factors affecting the quality of drugs and raw materials
Temperature |
Temperature is one of the most important factors affecting the rate of drug degradation. Each type of medication has different temperature storage requirements. Some types of medication need to be stored at room temperature, while others need to be stored in the refrigerator or freezer to ensure quality and effectiveness. Adhering to the correct temperature storage guidelines is very important to prevent the medication from deteriorating and to maintain its therapeutic effect.
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Humidity
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High humidity can cause mold and alter the medication. Especially, tablets or powdered medications are very easily affected by humidity. To properly store medication, it is necessary to control the humidity in the storage area, ensuring that the humidity remains within permissible levels. Using desiccants or dehumidifiers can help maintain an ideal storage environment for the medication.
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Light
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Light, especially direct sunlight, can cause the medication to oxidize and lose its effectiveness. Therefore, it is necessary to store the medication in sealed, dark packaging and avoid direct sunlight. Light-sensitive medications should be stored in special containers or light-resistant medicine cabinets.
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Environment |
Some types of medications, especially injectable or liquid forms, are very sensitive to oxygen in the air. Oxygen can cause chemical reactions that reduce the quality or alter the composition of the medication. For these types of drugs, they need to be stored in a vacuum or inert gas environment to prevent exposure to oxygen.
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Time
| All types of drugs have a certain shelf life. After this period, the medicine may deteriorate, lose its effectiveness, or even harm health. Therefore, it is necessary to regularly check the expiration date and dispose of expired medication. This not only helps ensure the quality of the medicine but also avoids the risk of poisoning from using expired medication. |
Packaging
| Packaging plays an important role in protecting medicine from the effects of the external environment. Good packaging helps prevent light, moisture, air, and other factors that can harm the medicine. It is necessary to use packaging suitable for each type of medicine to ensure the best preservation of the medicine. |
3. Specific measures to preserve drugs and raw materials
Storage warehouse
The storage warehouse plays an important role in maintaining the quality of medicines and raw materials. To ensure effective storage, the warehouse needs to be designed scientifically, with good ventilation and cleanliness.
- Scientific design: The warehouse needs to be designed to optimize storage space, ensuring ventilation and ease of movement.
- Ventilated and clean: The air in the warehouse needs to be well-ventilated to avoid mold and dust. Clean the warehouse regularly to prevent the growth of bacteria and insects.
- Control system: The warehouse needs to be equipped with a temperature and humidity control system to ensure optimal storage conditions for each type of medication.
- Segregation: There are separate areas for each type of medication to avoid confusion and reduce the risk of cross-contamination.
Storage equipment
Besides the storage warehouse, the use of specialized equipment is also very important for the best preservation of medicines and raw materials.
- Refrigerators, freezers, cold storage: These devices are used to preserve special types of medication that require low temperatures.
- Thermometer, hygrometer: The thermometer and hygrometer help monitor storage conditions (temperature, humidity) in the warehouse and other storage equipment.
Packaging
Packaging plays an important role in protecting medicines and raw materials from environmental impacts.
- Material: It is recommended to use airtight, moisture-proof, and light-proof packaging to protect the medicine from harmful agents.
- Labeling: Clearly state the name of the drug, expiration date, and other necessary information on the packaging to avoid confusion and ensure safety.
Transportation
The transportation process also needs to be emphasized to ensure that medicines and raw materials are not damaged during transit.
- Storage conditions: Ensure appropriate storage conditions during transportation, especially for temperature-sensitive medications.
- Specialized vehicles: Use specialized vehicles if necessary to ensure the safety and quality of the medicine during transportation.
4. Principles and procedures for the storage of medicines and raw materials
4.1 Principles of drug and raw material storage
- Storing drugs and raw materials is an important process that requires strict adherence to the following general principles:
- Store the medicine in a dry, cool place, away from direct sunlight: Sunlight, especially ultraviolet (UV) rays, can cause unwanted chemical reactions in the medication, reducing its effectiveness or even causing harm. High humidity can also damage medications, especially powdered, tablet, or soft capsule forms.
- Organizing medicine neatly, scientifically, and easily accessible: Organizing medications scientifically not only saves space but also makes searching for and checking medications easier. Medications should be classified by their action group, formulation, or in alphabetical order.
- Regularly check expiration dates: Expiration dates are an important factor that needs to be regularly checked to ensure that the medication remains effective and safe to use. Expired medications should be disposed of according to regulations.
- Follow the manufacturer's storage instructions: Each type of medication may have specific storage requirements. Following the manufacturer's instructions is the best way to ensure that the medication is stored properly.
4.2 What is a GSP warehouse in the pharmaceutical industry? Design and construction standards for GSP warehouses
GSP warehouse, or a warehouse that meets the Good Storage Practice standards, is a warehouse that fully complies with the criteria set by the Ministry of Health. The hospital's and medical facility's drug storage must also meet GSP standards to ensure the quality of the drugs and the safety of the users.
To meet GSP standards, the drug storage facility must strictly adhere to design and construction standards, including:
GSP warehouse location
The warehouse must have a clear address, a convenient transportation system for the import and export of goods, and fire prevention and fighting measures.
The warehouse location needs to be high, safe, and equipped with a good drainage system to avoid the impact of groundwater, heavy rain, and flooding.
GSP warehouse area
The warehouse area must be spacious enough to accommodate functional areas such as the reception area, storage area, inspection area, preservation area, packaging area, and shipping area.
For establishments importing or providing storage services for medicinal herbs and traditional medicines, the minimum total area must be 500m2, and the minimum volume must be 1,500 m3.
Design and construction of GSP warehouse
- The warehouse must be designed and constructed scientifically to protect medicines and raw materials from adverse environmental impacts such as temperature, humidity, waste, and pests.
- It is necessary to ensure compliance with the design and construction requirements for the foundation, ceiling, walls, and roof of the warehouse as per regulations.
- The areas in the warehouse must have appropriate area and volume, sufficient space, and be organized logically to ensure compliance with GSP standards.
- For warehouses storing flammable products (such as flammable liquids and solids, compressed gases...), special design and construction according to legal regulations are required, and they must be located far from other warehouses and residential areas.
- Ensure ventilation and equip with explosion-proof lights, the electrical switch must be placed outside the warehouse.
- Comply with the principles of preserving and providing a clean air system through sampling raw materials.
Compliance with GSP standards not only helps to safely and effectively preserve medicines and raw materials but also contributes to enhancing the reputation and quality of healthcare facilities.
4.3 Drug and raw material storage procedures
The process of storing drugs and raw materials includes many steps, from receiving to shipping and inventory:
Warehouse entry:
- Drug quality inspection: Ensure the drug is not damaged or deteriorated.
- Check the quantity of medicine: Compare the actual quantity of medicine with the quantity on the invoice.
- Check the expiration date: Ensure the medication is still within its usable period.
Storage:
- Organizing medication: Organize the medication according to the principles mentioned above.
- Monitoring storage conditions: Temperature and humidity are two important factors that need to be monitored regularly.
Export warehouse:
- Pre-shipment inspection: Thoroughly inspect the medication before shipment to ensure it is not damaged or expired.
- Complete record: Record complete information about the drugs being issued (name of the drug, quantity, expiration date...).
Inventory:
Regular inventory: Conduct regular inventory of medications to detect damaged, expired, or missing drugs.
5. The role of technology in drug storage management
Technology plays an extremely important role in the management and preservation of drugs and raw materials in the pharmaceutical industry. Below are some of the main roles of technology in this field:
Warehouse management:
- Warehouse Management System (WMS): WMS helps automate warehouse management processes, from receiving, storing to shipping. It provides accurate information about the quantity, location, and expiration date of the drugs, helping to minimize errors and waste.
- RFID technology: RFID (Radio Frequency Identification) allows real-time tracking of drugs, from production to the hands of consumers. This helps prevent counterfeit drugs, substandard drugs, and quickly recall faulty drugs.
Monitor storage conditions:
- IoT sensors: IoT (Internet of Things) sensors can be used to monitor temperature, humidity, and other environmental conditions in the drug storage warehouse. This data is transmitted to the control center, allowing the manager to monitor and adjust storage conditions remotely.
- Warning system: If any incident occurs, such as the temperature exceeding the permissible threshold, the system will automatically send an alert to the manager for timely action.
Drug quality management:
- Drug quality management software: Management software can be used to monitor and analyze drug quality over time. This helps detect quality issues early and prevent substandard drugs from circulating in the market.
- Blockchain technology: Blockchain can be used to record information about the origin, production process, and distribution of drugs. This helps enhance the transparency and traceability of drugs.
Optimizing the process:
- Supply Chain Management System (SCM): SCM helps manage the entire pharmaceutical supply chain, from the manufacturer to the consumer. This helps optimize the transportation process, reducing time and costs.
- Robots and automation: Robots and automation technologies can be used in warehouses to perform tasks such as picking, packing, and shipping. This helps increase productivity and minimize errors.
Ensure safety:
- Access control systems: Access control systems help restrict entry into the drug storage area, prevent theft, and ensure the safety of the drugs.
- Surveillance cameras: Surveillance cameras help monitor activities in the drug storage area, detect unusual behaviors, and prevent potential risks.
Comprehensive management of business operations (ERP)
- Comprehensive management of pharmaceutical company operations from production, warehousing, sales, to finance and human resources.
- Optimizing production processes, quality management, inventory management, helps reduce costs and improve operational efficiency.
- Provide accurate and timely information to support decision-making.
Read more: Important features of pharmaceutical ERP software that include
The benefits of applying technology in drug storage management:
- Enhancing management efficiency: Minimizing errors, waste, and optimizing processes.
- Ensuring drug quality: Monitoring and controlling storage conditions, preventing substandard drugs.
- Enhancing safety: Preventing data theft and potential risks.
- Cost savings: Reducing operational and management costs.
- Enhancing reputation: Demonstrating professionalism and adhering to industry regulations.
6. Sota Solutions: Reputable technology for optimized drug storage.
In the challenging pharmaceutical industry, the application of advanced technology is a key factor for success. Sota Solutions, a reputable ERP technology solution provider, has been and continues to accompany many businesses in the pharmaceutical industry, helping them optimize processes, enhance operational efficiency, and achieve remarkable progress.
Sota Solutions' ERP for pharmacy solution is specially designed to meet the stringent requirements of the pharmaceutical industry, from production management, quality management, inventory management, to sales and distribution management. With a team of highly experienced experts who have a deep understanding of the industry, Sota Solutions is committed to providing customers with high-quality ERP solutions that meet all needs and help businesses achieve outstanding success.
Read more: Manage a pharmacy chain effectively and comprehensively with ERP software.
7. Conclusion
In summary, the management and preservation of drugs and raw materials in the pharmaceutical industry play a crucial role in ensuring the quality and safety of medications, thereby protecting consumer health. To achieve optimal effectiveness, pharmaceutical companies need to strictly adhere to the principles, standards, and regulations regarding drug storage, while also applying advanced technologies and solutions. Mastering and correctly applying these principles not only helps pharmaceutical companies improve product quality, minimize risks, and comply with legal regulations, but also plays an important role in protecting public health. Contact us now to receive free materials and consultation on the latest technological solutions for drug storage management in the pharmaceutical industry.