Example of procedure for preservation of product


This purpose defines requirements and methods for:

  • Describing the methods used to preserve the product and constituent parts throughout product realization and delivery to the intended destination in order to maintain conformity to requirements.
  • Identification & traceability, handling, storage, packaging, preservation and delivery of materials and products.


This procedure is applicable to all the following systems and standards

  • ISO 29001: 2020/API Spec Q1, 9th edition
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Applies to all processes which has an influence on product quality. This procedure applies to all persons who handle, store, package, and deal with the preservation and delivery of the product.


  1. Store Keeper
  2. Machine Shop Manager
  3. All concerned personnel

4.0 INPUT:      

  1. Receipt of Raw Material along with relevant documents
  2. Material requisition from User department
  3. Customer orders / Dispatch intimation from production


Storage Space for Material, Material Handling equipment, MME, Trained manpower, Computers, Printer & net connection, XXX procedures


  1. It is the responsibility of the Machine Shop Manager to maintain all equipment, tools, consumables, instruments, material etc. within their supervision.
  2. It is the responsibility of store personnel to maintain and control all items within their control.
  3. All company assets in the labour camp are controlled by the Camp Supervisor.
  4. All master equipments, codes, standards, code symbol stamp, monogram stamp are controlled by QA/QC Engineer.
  5. All original certificates of license and qualification of the company, approvals/pre-qualifications and Quality Certifications are maintained with Personnel and Admin Manager
  6. In case of any equipment, tools, standards, codes, instruments, vehicle etc. are issued to an individual; it is the responsibility of such individual to maintain the particular within his/her control.


The handling of product within the company is executed in such a manner to minimize and/or prevent any damage to the product. The methods and measures of preventing damage to product during handling include:

  1. Wherever required a special handling procedure is prepared and followed accordingly.
  2. Providing training to the appropriate employees operating cranes, forklifts etc. and maintaining a clear and unobstructed handling environment within the designated staging and storage areas.
  3. Ensuring and trying to utilize existing storage space in such a manner that it facilitates safe retrieval and removal/transfer of product. Safety and Hazardous Materials training (where appropriate) is provided to the employees to ensure that the handling of potentially unsafe and/or unwieldy products(s) is performed in such a manner that prevents damage to both employees and product.
  4. Any other means or methods deemed appropriate by the functional supervisors and/or employees to ensure product is handled safely.


  1. Incoming raw materials, fittings, hardware’s tools etc., are stored in the designated area after it is inspected and cleared by Authorized Personnel until allocated for production.
  1. The storage area is maintained in such a manner as to prevent any damage to the materials and finished product.
  2. Secure storage area or racks are provided to prevent damage or deterioration to product while still in the custody of XXX until delivery to the desired destination or at customer premises.
  3. All materials in storage have a proper identification and clear test status based on the type of material (stock item or finished products). Materials without QC acceptance are not to be retained within the store or segregated.
  4. Products in stock are checked continuously and assessed in appropriate intervals to detect conformance to quality requirements. This is done monthly/quarterly /half-yearly for items/Products where chances are there of quality getting deteriorated over the period of time in the storage.  For such products the sample is checked by QC and if found as per Quality requirements material is retained in the store for use. If product is found not meeting Quality requirements same is put under rejection/Hold area as per Non-conforming product procedure and necessary action is initiated.
  5. The Monthly assessment is also done for Products / Material having limited shelf life.  The Stores Keeper shall prepare list of Material having shelf life, if any, along with validity and same will be checked once in three months.  During the assessment if material is found with shelf life expired then same material is subjected to QC inspection / Testing and if found meeting quality requirements same is retained in the stores for further use. If any material is found with shelf life expired and not meeting quality requirements same is rejected and non-conforming product procedure is followed.
  6. Records of assessment are maintained.
  7. Materials and equipment’s are normally stored according to the storage condition recommended by the manufacturer or as per the good working practice.
  8. Access to the storage areas are limited to authorized and trained employees.
  9. The Material Controller is responsible for the assessment of real and potential deterioration of the product.
  10. To detect deterioration, the condition of product or constituent parts in stock are assessed periodically and top management uses an inventory management system to optimize inventory turn overtime and assures stock rotations, such as first-in-first-out.
  11. Stored material is packaged and preserved in a manner to prevent damage and deterioration while in storage. The process heads takes appropriate action in accordance with Corrective & Preventative Action, if necessary.
  12. All purchased materials are identified by MRIR No. All fixed assets have an asset number allocated and are identified on both equipment and the asset records.
  13. The customer supplied materials and material procured in petty cash need not be logged in the store system. But, the SRV are prepared for all customer supplied material. Any permanent item (not spare parts) purchased through petty cash is to be logged in to the store system.
  14. Customer proprietary product are stored in a controlled secured area so that it is prevented from being sold or provided to third parties without the customers’ written authorization.
  15. The products should not come in contact with solvents and contaminants if any and should be stored in unstressed condition with poly bags / crates with labels.


  • Keep the rubber storage area as dark as possible- preferably indoors and away from direct sunlight, skylight, windows and direct artificial lighting, the ultraviolet content of the light spectrum accelerates cracking.
  • Select a cool location (ideally below 90F) that is away from heaters, stoves and direct blasts of space heaters. Heat causes a gradual hardening of rubber goods. The process is greatly accelerated when ozone or oxygen is present. In extremely cold climates, some rubber goods become so brittle they will shatter when dropped or handled roughly.
  • Keep rubber goods away from electrical machinery (motors, switch gear or any high voltage equipment producing corona). Avoid locations susceptible to drafts that will carry the atmosphere from electrical machinery to rubber goods storage area.
  • Expose to the atmosphere allows oxygen and thus ozone (O3), a very active form of oxygen, to react with and be especially detrimental to rubber goods. Two principle sources of ozone are (1) atmospheric ozone and (2) ozone created by electrical discharges such as lightning, high voltage corona and electrical machinery. Points of strain in rubber goods attacked by ozone are characterized by deep cracks. Ozone and oxygen (o2) attack rubber goods much as steel rusts. Oxidation is characterized by a hard skin which eventually crazes in small cracks and may turn chalky or assume a bark like appearance.
  • The practice of first-in, first-out is essential with rubber goods.
  • Store rubber goods in a relaxed position in their normal shape; stretching or bending of rubber goods will result in accelerated aging or cracking. For example, do not hang O-Ring on pegs, glands, BOP testers or operator parts. Periodically inspect and treat with age resistant compounds the rubber goods that must be stored in a stretched attitude to detect aging signs.
  • Rubber goods storage areas should be kept as dry as possible. Remove oil, grease or other foreign materials from the storage area to preclude spillage on rubber goods. Rubber goods, both natural and synthetic, possess some degree of susceptibility to deterioration from carbons, which cause swelling/ shrinkage.
  • If storage for extended periods is anticipated, sealed containers are recommended. Impervious surface coverings such as waxing will increase shelf life.
  • Since the aging of a rubber product is dependent upon all of the above factors plus its size, specific composition and function, no precise figure is available for “storage life”. Generally, the greater the ratio of surface area to volume, the more susceptible a part is to being rendered useless by aging. For example, a relatively large part (by volume), such as a packing unit, might be expected to have a much longer useful shelf life that a thin-walled, large-diameter O-Ring.
  • No general rule can be drawn regarding usability. A large, heavy part might suffer the same total amount of aging as a small, light piece and still be usable. Thus, judgement becomes the rule and where there is doubt- replace the part.
  • Prior to using rubber goods that have been stored for periods of time, these checks should be made:
    • Is there “chalking” or “barking”?
    • Has the part developed a “hard skin”?
    • Do crack appear? (Sometimes cracks will be obvious; stretch or bend the part in question so that any incipient cracks or very thin cracks will be revealed.)

Will a suspect part pass a hardness test? (In the event that the hardness runs 15 points higher than the normal hardness of the part, it is considered non- usable.) Note: hardness is affected by temperature, and readings should be taken with the rubber part at 70 to 100 F.


  1. The materials/items for dispatch are packed in accordance to the type of materials/items, mode of delivery, weather condition etc. so that no damage or deterioration could occur during the transportation or handling.
  2. Small items are suitably packed for the dispatch to ensure that no loss or damage occurs in transit.
  3. The Storekeeper or Machine Shop Supervisor is to check the items prior packing in order to ensure that all items are packed as per packing list and as per requirements of the client, dispatch document and transport document.
  4. Wherever special instructions related to packing and/ or transportation are given, are followed accordingly. Any change in this are considered as variation and are discussed and accepted between the client and XXX.
  5. In such cases it is the responsibility of concerned manager to identify, document and instruct the type and method of packing to the store personnel and the QC Engineer.
  6. Products requiring special attention e.g. capped, plugged or sealed to prevent damage and invasion of contaminant like ring grooves, hub, flanged and studded connections etc. are covered with a protective cover sufficient to prevent damage during normal handling.
  7. Machine shop Manager/ Operations Engineer review Contract requirements so that finished goods are packaged as per customer’s requirement, if mentioned.
  8. Finished products are properly protected with plastic or wooden protectors (varies as per the nature of products) to avoid entering of foreign material and damage.
  9. Product is packed in such a manner as to prevent damage while in storage and during shipment to the customer.
  10. Packaging may include but is not limited to the use of boxes, foam, protective wrapping, appropriate labeling, wooden or plastic pallets, shrink-wrap, and bagging.


  1. XXX is to take exceptional care and ensure that preservation of materials is the foremost in the minds of all employees. Consequently, with materials which are subject or prone to deleterious condition (material oxidisation – rusting), all exposed finished surfaces are coated with a suitable rust preventive coatings.
  2. Any material recommended to store within a controlled condition (electrode, paint material, rubber gaskets etc) are maintained accordingly.
  3. It is the responsibility of the store keeper to store and preserve the material in accordance to the manufacturer’s recommendation to avoid any deterioration.
  4. In order to detect the deterioration, the condition of the product or item in stock are checked at least once in 6 months and the frequency of assessment is mentioned in the ML of Items Assessed.
  5. In order to preserve material while in storage, the material is stored in such a manner to prevent product from coming in contact with, and being damaged by, material handling equipment or the environment.
  6. Operations Engineer/Machine Shop Supervisor ensures the preservation of all material and finished goods, as required, at all stages of the operation.
  7. Products are stocked and pulled away from inventory only by authorized and trained employees.


  1. Deliveries of products are arranged according to the contractual agreement (i.e. by XXX, Supplier or Customer).
  2. Proper documentation is made for each deliver (Delivery note, shipping document etc.)
  3. No products are delivered without inspection release by the QA/QC Department by completing the Final Inspection Report or by signing the Delivery documents. The products for delivery securely pack in accordance with the relevant clause of this procedure.
  4. Store Keeper ensures that all Products are packed and shipped in accordance with customer requirements or standard industry practice.
  5. Packaging is reviewed for conformance to customer requirements prior to closing the shipping box/container.
  6. Requirements for documentation to accompany are reviewed prior to closing the shipping box/container.
  7. Shipments are not made without all required documentation.
  8. In-charge – Store ensures that Packing slips include the customer PO number, part number, quantity, and, if required, Batch numbers.
  9. Material Controller and In-charge Production ensures that Products are shipped via shipping/transport services that are reliable and handle products in a manner, which does not cause nonconformance.
  10. When necessary, specific shipping and handling instructions is communicated to the shipper/transporter for correct handling of the product.
  11. Where contractually specified, this protection is extended to include delivery to destination.


  • Updated stock in the System
  • Monthly/Quarterly/Half-yearly assessment
  • Timely Delivery of finished products to customer


  • Periodic stock assessment
  • Updated stock


ML of Shelf life itemsXXX / STR / D 01Store Keeper
ML of LubricantsXXX / STR / D 02Store Keeper
ML of ChemicalsXXX / STR / D 03Store Keeper
ML of ConsumablesXXX / STR / D 04Store Keeper
ML of Items assessedXXX / STR / D 05Store Keeper
Store Receipt VoucherXXX / STR / 01Store Keeper
Material RequisitionXXX / STR / 02Store Keeper
Delivery NoteXXX / STR / 03Store Keeper
Material Receiving Inspection ReportXXX / STR / 04Store Keeper
Welding Consumable Withdrawal SlipXXX / STR / 06Store Keeper
Consumables/Tools Issue RecordXXX / STR / 07Store Keeper
Consumables/Tools Return RecordXXX / STR / 08Store Keeper
Material Receiving & Withdrawal RegisterXXX / STR / 09Store Keeper
Equipment In-RegisterXXX / STR / 10Store Keeper
Equipment Out-RegisterXXX / STR / 11Store Keeper
Store Assessment FormXXX / STR / 12Store Keeper
Personal Protective Equipment Issue RecordXXX / STR / 13Store Keeper

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