Preservation of Stores

PRESERVATION OF STORES

Introduction

·       Efficient preservation of hospital stores ensures that valuable materials, medicines, and equipment are available in usable condition whenever required.

·       Poor preservation leads to deterioration, wastage, pilferage, and high replacement costs.

Deterioration

• Deterioration refers to the decline in quality, efficiency, utility, or value of stored items due to environmental, biological, chemical, mechanical, or human factors over time.
• It may manifest as:
• Expiry or loss of potency (drugs, chemicals).
• Physical damage (furniture, equipment).
• Corrosion, rusting, cracking (metal & rubber items).
• Spoilage or contamination (pharma products, gases).
• Theft, pilferage, or misplacement (all categories).

Factors & Agents of Deterioration

a) Environmental Factors

• Temperature extremes: heat accelerates chemical breakdown, cold may cause crystallization or brittleness.
• Humidity & moisture: promotes rust, mold, fungus, and bacterial growth.
• Light exposure: UV rays degrade drugs, chemicals, and rubber.
• Dust & dirt: causes contamination and corrosion.
• Air quality: presence of corrosive gases (SO₂, chlorine) affects metals, chemicals.

b) Biological Factors

• Rodents & insects: damage packaging, contaminate medicines.
• Microorganisms: cause spoilage of organic products.
• Mold/fungi: degrade paper, wood, cloth, leather, and rubber.

c) Chemical Factors

• Oxidation (rusting, rancidity of oils).
• Hydrolysis (breakdown of drugs in moisture).
• Polymerization/depolymerization (rubber, plastics).
• Volatilization (loss of gases, perfumes, solvents).

d) Mechanical & Human Factors

• Rough handling: damages delicate instruments and furniture.
• Improper storage: stacking errors, overloading shelves.
• Pilferage/theft: unauthorized removal of items.
• Negligence: ignoring expiry dates, poor monitoring.

General Precautions for Preservation of Specific Stores

a) Chemicals

• Store in cool, dry, well-ventilated rooms.
• Segregate incompatible chemicals (e.g., acids away from alkalis, oxidizers away from organics).
• Use airtight containers to prevent evaporation, oxidation, and contamination.
• Label with date of manufacture, expiry, hazard class.
• Periodic inspection to discard expired or unstable chemicals.

b) Scientific Equipment

• Regular calibration and servicing as per manufacturer guidelines.
• Store delicate instruments (microscopes, centrifuges) in dust-free, low-humidity cabinets.
• Use anti-rust coating/oils for metallic parts.
• Ensure shock-proof packaging for sensitive devices.
• Maintain logbooks for usage and servicing history.

c) Furniture

• Wooden furniture: protect from termites, humidity, and polishing periodically.
• Metal furniture: coat with anti-rust paint, keep away from dampness.
• Upholstered furniture: clean regularly, avoid moisture, and use fungicidal sprays if needed.
• Store unused furniture in dry, ventilated godowns with pest control.

d) Medical Equipment

• Follow Preventive Maintenance Schedules (PMS).
• Store spare parts and accessories separately in labeled boxes.
• Keep electronic equipment in dry, climate-controlled rooms.
• Use voltage stabilizers/UPS to prevent damage from power fluctuations.
• Maintain AMC (Annual Maintenance Contract) with suppliers.

e) Pharmaceutical Products

• Store medicines as per pharmacopoeia and manufacturer’s instructions.
• Maintain cold chain (2–8°C) for vaccines, insulin, and biologics.
• Use First-Expiry-First-Out (FEFO) system.
• Protect from light, heat, and moisture (e.g., amber bottles for photosensitive drugs).
• Regularly inspect for expiry, discoloration, precipitation, or odor changes.

f) Medical Gases

• Store in well-ventilated, fire-safe areas, away from combustible materials.
• Keep cylinders upright, chained, or clamped to prevent falls.
• Label cylinders properly (oxygen, nitrous oxide, CO₂, etc.).
• Regular leak checks with soapy water; never use open flame.
• Ensure periodic hydrostatic testing of cylinders.

g) Rubber Items (Gloves, Tubes, Catheters, etc.)

• Store in cool, dark, dry places (heat and sunlight cause cracking).
• Avoid contact with oils, solvents, and ozone which degrade rubber.
• Rotate stock on FIFO/FEFO basis.
• Dust with talcum powder to prevent sticking.
• Check elasticity before use.

h) Pilferage & Preventive Measures

Pilferage = stealing or unauthorized use of hospital stores.

• Common in high-value items: drugs, instruments, medical gases.
• Preventive Measures:
• Strict issue and return system with documentation.
• Barcode/RFID tagging for high-value equipment.
• Regular stock verification & audits.
• Access control: restrict store entry to authorized personnel only.
• CCTV surveillance in store areas.
• Encourage ethical culture and accountability.

Video Description

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