Guidance for Preparing Standard Operating Procedures (SOPs)

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data processing and evaluation (including verification and validation), modeling, risk assessment, and auditing of equipment operation. Note that the Agency has prescribed a format for documenting environmental monitoring analytical methods entitled Environmental Monitoring Management Council (EMMC) Methods Format (see Appendix A). This methods format is sometimes confused with SOPs, perhaps because methods also include step-wise procedures that are to be followed by an analyst. However, this methods format contains information that is not essential to performing a repetitive technical activity, e.g., sections on method sensitivity, method performance, validation data, and pollution prevention. Citing published methods in SOPs is not always acceptable, because cited published methods may not contain pertinent information for conducting the procedure-in-house. Technical SOPs need to include the specific steps aimed at initiating, coordinating, and recording and/or reporting the results of the activity, and should be tailored only to that activity. Technical SOPs should fit within the framework presented here, but this format can be modified, reduced, or expanded as required. Examples of technical SOPs describing a sampling activity and chemical and biological processes are located in the Appendices B, C, and D, respectively. In general, technical SOPs will consist of five elements: Title page, Table of Contents, Procedures, Quality Assurance/Quality Control, and References: 1. Title Page - See Section 3.1. 2. Table of Contents - See Section 3.2. 3. Procedures - The following are topics that may be appropriate for inclusion in technical SOPs. Not all will apply to every procedure or work process being detailed. a. Scope & Applicability (describing the purpose of the process or procedure and any organizational or regulatory requirements), b. Summary of Method (briefly summarizing the procedure), c. Definitions (identifying any acronyms, abbreviations, or specialized terms used), d. Health & Safety Warnings (indicating operations that could result in personal injury or loss of life and explaining what will happen if the procedure is not followed or is followed incorrectly; listed here and at the critical steps in the procedure), QA/G-6 6 March 2001
e. Cautions (indicating activities that could result in equipment damage, degradation of sample, or possible invalidation of results; listed here and at the critical steps in the procedure), f. Interferences (describing any component of the process that may interfere with the accuracy of the final product), g. Personnel Qualifications (denoting the minimal experience the SOP follower should have to complete the task satisfactorily, and citing any applicable requirements, like certification or “inherently governmental function”), h. Equipment and Supplies (listing and specifying, where necessary, equipment, materials, reagents, chemical standards, and biological specimens), i. Procedure (identifying all pertinent steps, in order, and materials need to accomplish the procedure such as: • Instrument or Method Calibration and Standardization • Sample Collection • Sample Handling and Preservation • Sample Preparation and Analysis (such as extraction, digestion, analysis, identification, and counting procedures) • Troubleshooting • Data Acquisition, Calculations & Data Reduction Requirements (such as listing any mathematical steps to be followed) • Computer Hardware & Software (used to store field sampling records, manipulate analytical results, and/or report data), and j. Data and Records Management (e.g., identifying any forms to be used, reports to be written, and data and record storage information). 4. Quality Control and Quality Assurance Section - QC activities are designed to allow self-verification of the quality and consistency of the work. Describe here the preparation of appropriate QC procedures (self-checks, such as calibrations, recounting, reidentification) and QC material (such as blanks - rinsate, trip, field, or method; replicates; splits; spikes; and performance evaluation samples) that are required to demonstrate successful performance of the method. Specific criteria for each should be included. Describe the frequency of required calibration and QC checks and discuss the rationale for decisions. Describe the limits/criteria for QC data/results and actions required when QC data exceed QC limits or appear in the warning zone. Describe the procedures for reporting QC data and results. QA/G-6 7 March 2001
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Guidance for Preparing Standard Operating Procedures (SOPs)

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