WHO Vaccine

Temperature and humidity

monitoring systems
for fixed storage areas
Technical supplement to
WHO Technical Report Series, No. 961, 2011

Annex 9: Model guidance for the storage and transport of time and
temperature–sensitive pharmaceutical products

January 2014

© World Health Organization 2014

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Acknowledgments
The authors of this document are Jean Bedard, MBA , Infitrak Inc and Ryan Sanders,
Infitrak Inc.

Technical Supplement: Temperature and humidity monitoring systems for storage areas 2
Contents
Acknowledgments ................................................................................................................................ 2
Contents ................................................................................................................................................... 3
Abbreviations ........................................................................................................................................ 4
Glossary ................................................................................................................................................... 5
1. Introduction .................................................................................................................................. 7
1.1 Requirements ...................................................................................................................................... 7
1.2 Objectives.............................................................................................................................................. 8
1.3 Target readership .............................................................................................................................. 8
2. Guidance ......................................................................................................................................... 9
2.1 Associated materials and equipment ........................................................................................ 9
2.2 Related activities................................................................................................................................ 9
2.3 Choosing a monitoring system..................................................................................................... 9
2.3.1 Prepare a user requirements specification ............................................................................... 9
2.3.2 Select the basic system type........................................................................................................... 10
2.3.3 Match the system to the needs ..................................................................................................... 10
2.3.4 Automated continuous monitoring............................................................................................ 11
2.3.5 Data collection: wireless versus wired data transmission .............................................. 12
2.3.6 Specific requirements for wireless networks ......................................................................... 14
2.3.7 Web-based systems ............................................................................................................................ 14
2.3.8 Alarm system ........................................................................................................................................ 15
2.3.9 User controls ......................................................................................................................................... 15
2.3.10 Adaptability and expandability .............................................................................................. 15
2.3.11 Security and compliance ............................................................................................................ 16
2.4 Maintenance and support ............................................................................................................ 16
2.5 System extent .................................................................................................................................... 16
2.5.1 Number of monitoring points ....................................................................................................... 17
2.5.2 Location of monitoring points...................................................................................................... 17
2.6 Complimentary services ............................................................................................................... 18
2.7 Deploying the system..................................................................................................................... 18
2.8 Post-installation setup and qualification activities ........................................................... 18
References ............................................................................................................................................19
Annex 1 – Monitoring system start-up form .............................................................................20
Revision history ..................................................................................................................................27

Technical Supplement: Temperature and humidity monitoring systems for storage areas 3
Abbreviations
30DTR 30-day temperature recorder
GAMP Good Automated Manufacturing Practices
GMP Good Manufacturing Practice
GSP Good Storage Practice
IQ Installation Qualification
IT Information Technology
LAN Local Area Network
MKT Mean Kinetic Temperature
OQ Operational Qualification
PDA Personal Digital Assistant
PQ Performance Qualification
RFID Radio Frequency Identification Device
SaaS Solution as a Service
SLA Service Level Agreement
SMS Short Message Service
TCP/IP Transmission Control Protocol (TCP) and Internet Protocol (IP)
SOP Standard Operating Procedure
TTSPP Time and Temperature-Sensitive Pharmaceutical Product
URS User Requirements Specification
USB Universal Serial Bus

Technical Supplement: Temperature and humidity monitoring systems for storage areas 4
Glossary
Component: Any major piece, part or assembly of the main equipment or sub-equipment
that does not have its own power supply and could not operate as a standalone unit
(valves, switches, etc.).
Mapping: Documented testing that demonstrates with a high degree of assurance that a
specific process will meet its pre-determined acceptance criteria.
Operational Qualification (OQ): Documented verification under controlled conditions
that the equipment or systems, as installed or modified, perform as intended throughout
the anticipated operating ranges.
Performance Qualification (PQ): Documented verification that that the equipment and
ancillary systems, as connected together, can perform effectively and reproducibly based
on the approved process method and specifications.
Pharmaceutical product: Any product intended for human use or veterinary product
intended for administration to food producing animals, presented in its finished dosage
form, that is subject to control by pharmaceutical legislation in either the exporting or the
importing state and includes products for which a prescription is required, products
which may be sold to patients without a prescription, biologicals and vaccines. It does not,
however, include medical devices1.
Refrigeration equipment: The term ‘refrigeration’ or ‘refrigeration equipment’ means
any equipment whose purpose is to lower air and product temperatures and/or to control
relative humidity.
Standard Operating Procedure (SOP): A set of instructions having the force of a
directive, covering those features of operations that lend themselves to a definite or
standardized procedure without loss of effectiveness. Standard operating policies and
procedures can be effective catalysts to drive performance improvement and improve
organizational results.
Storage temperature: The temperature range listed on the TTSPP label, and within the
regulatory filings, for long-term storage.
Temperature-controlled: Includes any environment in which the temperature is actively
or passively controlled at a level different from that of the surrounding environment
within precise pre-defined limits.
Temperature excursion: An event in which a TTSPP is exposed to temperatures outside
the range(s) prescribed for storage and/or transport. Temperature ranges for storage and
transport may be the same or different; they are determined by the product manufacturer,
based on stability data.
Time and temperature sensitive pharmaceutical product (TTSPP): Any
pharmaceutical good or product which, when not stored or transported within pre-
defined environmental conditions and/or within pre-defined time limits, is degraded to
the extent that it no longer performs as originally intended.

1Definition from WHO/QAS/08.252 Rev 1 Sept 2009. Proposal for revision of WHO good distribution
practices for pharmaceutical products – Draft for comments.

Technical Supplement: Temperature and humidity monitoring systems for storage areas 5
Validation: Documented testing performed under highly controlled conditions,
demonstrating that processes, methods, and systems consistently produce results meeting
pre-determined acceptance criteria.2

2PDA Technical Report No. 39: Guidance for Temperature Controlled Medicinal Products:
Maintaining the Quality of Temperature-Sensitive Medicinal Products through the Transportation
Environment, 2007.

Technical Supplement: Temperature and humidity monitoring systems for storage areas 6
1. Introduction
This technical supplement has been written to amplify the recommendations given in
Section 4.5.2 and 4.5.4 of WHO Technical Report Series No. 961, 2011, Annex 9: Model
guidance for the storage and transport of time- and temperature-sensitive pharmaceutical
products3. It covers the selection, installation and initial commissioning of temperature
and humidity monitoring systems in fixed storage locations. It does not cover the routine
operation of these systems. Related topics are covered in the following Technical
Supplements:
• Calibration of temperature control and monitoring devices.
• Qualification of temperature-controlled storage areas.
• Temperature and humidity monitoring systems for transport operations.
• Temperature mapping of storage areas.

1.1 Requirements
The Model Guidance document defines minimum standards for temperature and humidity
monitoring and alarm systems and components, and for the operational management of
these systems.

1.1.1 Temperature monitoring systems

Air temperature monitoring systems and devices should be installed in all temperature-
controlled rooms, cold rooms, freezer rooms, refrigerators and freezers used to store
TTSPPs. Electronic sensors should be accurate to ± 0.5°C or better4. Sensors should be
located in areas where the greatest variability in temperature is expected to occur within
the qualified storage volume and they should be positioned so as to be minimally affected
by transient events such as door opening.

1.1.2 Humidity monitoring systems

Humidity monitoring systems and devices should be used in temperature-controlled
rooms that are used to store TTSPPs that require a humidity-controlled environment.
Monitoring sensors should be accurate to ± 5% RH and located to monitor worst-case
humidity levels within the qualified storage volume and they should be positioned so as to
be minimally affected by transient events such as door opening.

1.1.3 Alarm systems

Temperature, and where necessary, humidity alarm systems should be linked to the
monitoring system(s) with high and low alarm set points. There should be a visual alarm
and also preferably an audible alarm, together with automatic telephone dial-up or SMS
text warnings to key personnel.

3http://apps.who.int/medicinedocs/documents/s18683en/s18683en.pdf
4Alcohol, bi-metal, gas or vapour pressure thermometers are also covered, but the focus of this
Supplement is on electronic systems.

Technical Supplement: Temperature and humidity monitoring systems for storage areas 7
1.2 Objectives
The objective of the Technical Supplement is to rovide guidance on how to protect TTSPPs
from damage by the correct use of electronic temperature monitoring systems. It
describes how to establish requirements and define specifications for these systems and
how to assure traceability of the data that is generated.

1.3 Target readership

This document is relevant to wholesalers, warehouse operators, distributors, dispatchers
and 3PLs who store TTSPPs. The specific target audience within these organizations
includes those who have direct responsibility for quality management, for example,
Quality Assurance (QA) Managers and Operations Managers.

Technical Supplement: Temperature and humidity monitoring systems for storage areas 8
2. Guidance
The ability to demonstrate compliance with Good Storage Practice (GSP) is a regulatory
requirement in most countries. Effective temperature monitoring and associated record-
keeping is critically important component of GSP in all stores, however small, where
TTSPPs are stored. In addition, depending on the products being stored, it may be
necessary to monitor and record other environmental parameters, such as relative
humidity (RH). Finally, there are operational events which may also need to be logged and
recorded because they can have a significant impact on environmental control – for
example door opening in freezer rooms and cold rooms.

2.1 Associated materials and equipment

None

2.2 Related activities

In order that this guidance can be fully applied, the following steps also have to be
completed:
a. Identify the storage areas and equipment which will be used for storing TTSPPs
and their relevant temperature regimes – ambient, controlled ambient,
refrigerated and frozen.
b. Map these storage areas and equipment and determine hot and cold points.
Mapping should cover both cold and hot seasons. See Technical Supplement:
Temperature mapping of storage areas.
c. Qualify the storage areas and storage equipment (IQ, OQ and PQ). See Technical
Supplement: Qualification of temperature-controlled storage areas.
d. Ensure that all storage areas and equipment complies with applicable regulations
and guidelines on the storage of TTSPPs before these products are brought into the
store.

2.3 Choosing a monitoring system

In this context, a monitoring system generally refers to an automated system that
simultaneously and continuously records and documents one or more physical
parameters (such as temperature and relative humidity) at one or more predefined points.
A monitoring system is used to record and document the conditions in various storage
areas whilst minimizing the need for manual measuring and recording. Such a monitoring
system is increasingly required in facilities storing TTSPPs. This section outlines the steps
that need to be taken to choose a suitable system or systems.

2.3.1 Prepare a user requirements specification

The first step in the process of commissioning and installing a monitoring system is to
draw up a user requirements specification (URS). This document sets out the relevant
compliance requirements, the operational, technical and business needs, and also outlines
the intended implementation programme. The document should be drafted by a suitably
qualified person and then reviewed, revised and finalised in collaboration with all key

Technical Supplement: Temperature and humidity monitoring systems for storage areas 9
departments: quality management, warehousing, transport operations, information
technology, etc. Once the URS has been drafted, the implementation programme must be
carefully planned.

2.3.2 Select the basic system type

There are two fundamentally different design options for a centralised monitoring system.
The first is a hosted system and the second is the Solution as a Service (SaaS) approach.
• Hosted system: The monitoring system is fully installed and hosted by the
commissioning organization. The server and database are stored, managed and
maintained by the organization, which is also responsible for maintaining the
system and ensuring its qualification.
For small scale facilities with limited cold chain equipment, such as primary health
care facilities and small pharmacies, the most appropriate hosted system will often
be a standalone device; typically a simple portable electronic recorder which can
be directly read by the person responsible for the cold chain equipment.
• Solution as a Service (SaaS): The monitoring system hardware (sensors and
readers) is installed at the organization’s site, but the software, server and
database are hosted by the system supplier. The data are collected, stored and
managed by the supplier whilst the organization has access to the data through a
secure web interface. In this scenario, the system supplier ensures the system
maintenance and qualification.
Choosing between these options is a key decision, with long-term operational and
financial implications.

2.3.3 Match the system to the needs

Monitoring systems should be carefully chosen to match the specific needs of the
application; this could be a small pharmaceutical store, a single large-scale warehouse, or
an operation with multiple warehousing sites. In addition, the type of organization is
relevant; for example whether it is a 3PL, a wholesaler or a distributor. Each combination
of operator and operation will have different monitoring and reporting requirements. The
following sections outline a few of these.
Large pharmaceutical warehouses: Large pharmaceutical warehouses typically have
complex infrastructure with a mix of storage areas. These may include primary
warehousing, mezzanine floors, vaults and cages, cold rooms, walk-in coolers and
refrigerators and freezers. These organizations require reliable and adaptable monitoring
systems with hardware that is designed for use on industrial sites. Wireless (RF) sensor
networks are a suitable technology for these types of facility. Alternatively, hard-wired
sensor systems may be used. Regardless of the chosen system, it is essential that it is
compatible with the storage environment and can be altered and extended as necessary to
suit changing needs. A web-based system, centrally hosted and monitored by the
organization, is typically used by these types of facility.
Hospitals: Pharmacies, laboratories, blood and tissue banks are typical of the hospital
storage areas that need to be equipped with a monitoring system. These institutions have

Technical Supplement: Temperature and humidity monitoring systems for storage areas 10
specific communication and technical requirements and system compatibility challenges
(e.g. wireless communication) that may limit system choice.
Small-scale pharmacies and laboratories: Pharmacies and laboratories may find it cheaper
and more convenient to use an externally hosted SaaS system because of the cost and
complexity of the IT and operational requirements needed to support an in-house hosted
system. Hardware is installed in the storage areas but the supplier hosts the software and
the database, making the data accessible on-demand. This type of system generally uses
wireless sensors (RF or WiFi), as they are easier to install in smaller facilities than wired
systems. The size and location of the facility will determine the final choice; at the smaller
end of the scale there is an overlap with small storage facilities.
Small storage facilities: These facilities also require reliable and adaptable monitoring
systems. Small storage facilities typically have limited equipment for storing TTSPPs such
as a small walk-in cold room and/or refrigerator(s) and freezer(s). In stores with several
pieces of equipment, a small-scale version of a system suitable for large pharmaceutical
warehouses may be appropriate. In peripheral stores such as health facilities or retail
pharmacies a 30-day temperature recorder (30DTR)5 may be all that is needed – see
Figure 1. An SMS-enabled device6 can offer out-of-hours assurance because staff can
receive alarm alerts on their mobile phones. A USB-enabled device allows temperature
records to be downloaded and these records can then be reported to supervisory staff.
Figure 2 – 30-day temperature recorders
FridgeTag2™ with USB LogTag® temperature recorder

2.3.4 Automated continuous monitoring

The monitoring system should preferably be automated and continuous. Installing a real-
time or nearly real-time data recording system is clearly an advantage, except in the
smallest facilities. Automated data monitoring provides reliability advantages compared
to manual measurements, which rely on human intervention. Because data needs to be

5 Typically these devices have an operating life of two or three years, after which they need to be
replaced.
6 These will be available soon.

Technical Supplement: Temperature and humidity monitoring systems for storage areas 11
recorded accurately and continuously, a cost effective and efficient monitoring platform is
also required.
Automated monitoring systems provide an array of analytical and reporting functions that
can be accessed easily from any connected device (computer, phone, or PDA). Reports
based on time, date, activity, input, event type or multiple criteria can then be generated.
Data can also be compiled and analysed over longer periods of time so that trending and
risk analysis exercises can be conducted.

2.3.5 Data collection: wireless versus wired data transmission

A typical monitoring system consists of a network of sensors. Data transmission through
this network may be done through wireless communication modes (Bluetooth, Wi-Fi,
Radio-Frequency (RF) 418/433 MHz, 900 MHz, etc) or through a wired network (e.g..
Ethernet). Both system options can be either installed as a stand alone system or as a SaaS.
The advantages of using a SaaS solution is to outsource the management of the system as
well as upgrades and validation. Figure 2 illustrates some typical arrangements.
Figure 2 – Monitoring system options

Technical Supplement: Temperature and humidity monitoring systems for storage areas 12
Figure 2 – Monitoring system options (continued)

Source: WHO/PQS
Wired sensors provide reliable data recording; however they can also require complex
and costly installation and this technology inhibits simple changes to the network
configuration. Monitoring networks with wired sensors are also limited in the adaptability
of the monitoring architecture. This complicates matters when equipment needs to be
moved, or a warehouse needs to be reconfigured, potentially incurring additional costs.
Wireless monitoring systems are now widely available, with different wireless
transmission modes that can be adapted to suit the needs of the organization.

Technical Supplement: Temperature and humidity monitoring systems for storage areas 13
Wireless systems are supported on a local area network and are easier to install and use;
this reduces costs and the time required for installation and maintenance.

2.3.6 Specific requirements for wireless networks

Wireless sensor networks should have the following technical characteristics:
• Sensors should continuously collect and buffer data, even during network outages
and power cuts. The buffered data should then be sent to the host server when the
connection is re-established. Ideally, sensors should have a built in data storage
capability so that they can also act as data loggers.
• Sensors should be chosen to suit the different monitoring functions required in the
network. This may include: temperature sensors for ambient and refrigerated
stores, sensors with remote probes for low temperatures, temperature and
relative humidity sensors and sensors for logging events such as door opening.
• Sensor accuracy: ± 5% maximum accuracy. Generally speaking, a sensor accuracy
of ± 0.5 °C or better should be expected.
• Sensors should be calibrated annually. An annual calibration plan for the system
sensors should be planned and designed so that it can be carried out without
major disruption to the monitoring process.
• The wireless sensor network should be self-adaptable, and self-healing: sensors
should also act as data transmitters within the network.
• The wireless sensor network should automatically detect and incorporate newly
installed sensors.
For a wireless system, the sensor-reader subsystem should also be evaluated in terms of
transmission capability, efficacy (e.g. ability to transmit through walls or doors) and
power consumption. In a complex or extended monitoring scenario, wireless
configurations should be tested to avoid dead zones or wireless transmission concerns.

2.3.7 Web-based systems

Web-based systems should be user-friendly, even if they are required to perform complex
operations. This minimizes training requirements, reduces the time taken to deploy the
system and enables the user organization to obtain maximum performance.
Monitoring systems typically operate over existing local area networks (LAN) and wide
area networks (WAN), using TCP/IP, and should provide the ability to manage multiple
users, buildings and sites.
Web-based systems generally emphasize ease of use, with system dashboards enabling the
user to trace operations and activities, to see and follow-up all alarms, and to compile data
into preformatted reports. Web-based systems also allow the data to be stored in the
internet ‘cloud’ rather than at a specific facility. Authorized users have access to an online
database via secure access arrangements.
Monitoring solutions should incorporate a complete management system that includes the
following features:
• User management;

Technical Supplement: Temperature and humidity monitoring systems for storage areas 14
 • Sensor inventory management;
• Site calibration management;
• A system for reading the sensors, installed at every site;
• All sensors or tags clearly assigned to a specified location;
• Management of alarm set points;
• A system for directing alarm messages to specific individuals.
• The system that allows rapid tracking of system activities; tracking could be by
combinations of location, sensor, tag, document (e.g. way bill), user or date.

2.3.8 Alarm system

The monitoring system should include an integrated alarm function that reports out-of-
range events. Alarms should be be managed automatically. Alarm limits should only be set
by authorized users and should automatically alert responsible staff via email, SMS text
message or other communication medium in case of out-of-range events or incidents.
Available equipment includes combinations of audible and visual alarms and electronic
messaging systems; the latter allow authorized users to be alerted via e-mail, phone or
text (SMS) message. A fully integrated system should allow the user to set an alarm
schedule for different alert levels – for example work days, weekends and holidays.

2.3.9 User controls

Data needs to be recorded accurately and in real-time, and should be provided in the form
of reports, charts, and graphs, which users are able to customize.
The system should allow all sensor and alarm parameters to be configured and
customized by users. For instance, it should be possible to configure the sensor recording
(sampling) rate or set a variety of parameters for the alarm settings. These could include:
• Low and high alarm threshold settings, triggered before temperature goes out of
range;
• Low and high alarm settings, triggered after temperature goes out of range;
• Event alarms such as mains power failure or door open.
Reports should be customizable by users: format (text, pdf, graph…), time period and
content (high and low temperature events, MKT analysis).

2.3.10 Adaptability and expandability

Unless the user requirement is very straightforward, it is wise to choose an adaptable and
scalable system. A fully flexible system should support the following features:
• Ease of configuration for small-scale or large-scale facilities;
• Central monitoring of multiple remote sites;
• On-site hosting or vendor-hosting (SaaS);
• Open architecture, allowing future expansion and upgradeability. Such systems
can include enhanced features such as:

Technical Supplement: Temperature and humidity monitoring systems for storage areas 15
 − Monitoring other parameters (airflow, pressure, flooding, movement, etc.).
− Integrated monitoring of transport systems (refrigerated and temperature-
controlled vehicles or containers)7.
− Automatically detecting and monitoring mobile sensors and tags (e.g. RFID)
It is important to determine both short-term and long-term needs. Making the correct
initial choice makes it possible to scale appropriately if needed. Scaling possibilities can
range from monitoring a specific storage area all the way up to installing a national cold
chain monitoring system.

2.3.11 Security and compliance

There are specific security and compliance requirements which apply to monitoring
systems and they should be installed and managed in accordance with relevant standards
and regulations such as 21CFR part 11, and GAMP. Specifically:
• Audit trails should be included in the system;
• The database and the data that it holds should be secured;
• There should be a comprehensive set of Standard Operating Procedures (SOPs)
covering installation, use, backup and decommissioning operations.
• Installed systems should be fully qualified by following the installation
qualification (IQ), operational qualification (OQ) and performance qualification
(PQ) sequence;
• The system should provide different ‘user levels’; each of these levels should have
clearly defined authorization and access privileges.

2.4 Maintenance and support

Monitoring systems are a crucial to compliance with industry regulations and any system
failures have to be resolved as rapidly as possible. Whether the system is hosted or SaaS,
this means that a 24/7 technical support plan should be part of the contract package. This
package should include a requirement for the installer or service provider to cover
maintenance, support and warranties for both hardware and software. The support period
and the renewal arrangements need to be defined in the URS.

2.5 System extent

A comprehensive monitoring system for TTSPPs should be designed to record
temperature and relative humidity for all storage areas where these products are stored
or temporarily held. The system should extend to include the following areas:
• General warehouse areas: All warehousing areas, including distinct zones such as
mezzanines and controlled ambient stores.
• Cages, vaults and temporary holding areas: Cages, vaults, preparation rooms and
other spaces, such as packing, loading and quarantine areas where TTSPPs are
handled and stored.

7 See Technical Supplement: Temperature and humidity monitoring systems for transport operations.

Technical Supplement: Temperature and humidity monitoring systems for storage areas 16
 • Cold chain equipment: This includes refrigerated or frozen storage equipment used
to store TTSPPs (freezer rooms, cold rooms, freezers and refrigerators).
• Conditioning equipment: Refrigerators and freezers used to store and condition
cold chain packaging materials should ideally be linked into the monitoring
system. These materials include ice-packs, cool water-packs, gel packs or PCMs.

2.5.1 Number of monitoring points

For ambient warehousing, controlled ambient stores, preparation rooms, temporarary
holding areas, freezer rooms, cold rooms and other spaces that people can physically
enter, the number of monitoring points depends on the size of the space and on the
diurnal and seasonal temperature variations observed during the mapping studies. This
may change from one facility to another. Refer to Technical Supplement: Temperature
mapping of storage areas.
For small-scale reach-in equipment such as refrigerators and freezers, a minimum of one
monitoring point or monitoring device should be installed in the storage chamber. Note:
some national regulatory agencies require two sensors: one positioned at the coolest point
and one positioned at the warmest point. The correct locations may be determined by on-
site temperature mapping, or they may be determined during laboratory testing at the
design qualification (DQ) stage.

2.5.2 Location of monitoring points

As previously noted, monitoring points should be located in all places where TTSPPs are
stored or handled. The correct locations are established as follows:
• Ambient and controlled ambient storage areas: Position sensors in the places
where seasonal hot and cold spots have been observed during the mapping
studies.
• Freezer rooms and cold rooms: Position sensors in the places where operational hot
and cold spots have been observed during the qualification and/or mapping
studies.
• Freezers and refrigerators: See 2.5.1.
Monitoring points should NOT be placed in areas where transient events such as a door
opening may affect the monitoring and generate an abnormally high number of alarms. If
such transient events generate out-of-range temperatures alarms too frequently and the
problem cannot be resolved technically or operationally (e.g. by limiting the number of
door opening events), these areas should not be used to store TTSPPs and should not be
monitored.
Note: Refer to Technical Supplement: Temperature mapping of storage areas for further
information on how to determine hot and cold spots, based on the analysis of mean
temperature.

Technical Supplement: Temperature and humidity monitoring systems for storage areas 17
2.6 Complimentary services
Implementing an effective and reliable monitoring system is a complex task; its
installation, operation and maintenance involves a number of complimentary linked
services. The scope of these complimentary services need to be clearly defined in terms of:
• Technical assistance and support: What is the extent of the proposed technical
service? What other technical assistance can the supplier provide? How will
system problems (like component failure) be managed? Can spare components be
kept at the site?
• System maintenance and upgrades: How will maintenance and system or
component upgrades be managed? Is the system associated with a preventive
maintenance program?
• Calibration: How are sensors calibrated and by whom? How is calibration
performed without system disruption?
• Regulatory compliance: What is the regulatory package provided with the system?
(Training, SOPs and Qualification).

2.7 Deploying the system

Deployment is achieved by following a step-by-step process. The relevant departments in
the commissioning organization (e.g. Operations, IT, Technical, etc.) must work closely
with the system supplier to agree a deployment plan, and this plan must be closely
monitored as the installation and commissioning activities proceed.
To streamline implementation, a monitoring start-up form can be used to facilitate an
exchange between the organization and the supplier and cover all the points related to the
system's deployment – see Annex 1.

2.8 Post-installation setup and qualification activities

Once the system has been installed, the system operator will need to set the system
parameters; this includes defining user privileges, alarm settings, etc. The system should
then be operated for a commissioning period so that adjustments can be made and
operational problems can be detected and resolved. Once the system is operating
correctly it is time to perform final validation (IP/OP/PQ) as described in the companion
Technical Supplement: Guidance on qualification practices for temperature-controlled
storage areas.

Technical Supplement: Temperature and humidity monitoring systems for storage areas 18
References

• Cloud, Phillip A. Pharmaceutical Equipment Validation: The Ultimate Qualification

Guidebook. Interpharm Press, 1998.
• Health Canada (HPFB Inspectorate). Guide 0001, Good Manufacturing Practices
(GMP), Guidelines – 2009 Edition, Version 2.
• Health Canada (HPFB Inspectorate). Guide 0069, Guidelines for temperature
Control of Drug Products during Storage and Transportation. October 17, 2005.
• United States Pharmacopoeia: Chapter 1079: Good Storage & Shipping Practices.
• US Food & Drug Administration (FDA). 21 CFR Part 820.
• US Food & Drug Administration (FDA). cGMP Regulations 21 CFR Part 210.
• US Food & Drug Administration (FDA). 21 CFR Part 211.
• WHO Technical Supplement. Calibration of temperature control and monitoring
devices.
• WHO Technical Supplement. Qualification of temperature-controlled storage areas.
• WHO Technical Supplement. Temperature and humidity monitoring systems for
transport operations.
• WHO Technical Supplement. Temperature mapping of storage areas.

Technical Supplement: Temperature and humidity monitoring systems for storage areas 19
Annex 1 – Monitoring system start-up form example
SECTION 1: Person in charge

Contact details:
Name: Megapharm
Address: Unit 10, Erehwon Industrial Estate, Erehwon City
Tel: +101 1234 5678
Fax: +101 1234 7891
Website / email: www.erehwon.com
Approvals:
Determine who will be responsible for the approval of the documentation.

Type Name Title Department

Specifications
requirements

Qualification
Deployment
Contract

protocol
Change
control
User

Project manager Admin

Quality assurance QA

IT manager IT

Employees in charge:
Determine who will be in charge of the different activities.

Project manager

Name Title Department Phone / email

Dr A. Projmann Project Manager Property Department

IT

Name Title Department Phone / email

Ms A. Hardrive Systems Analyst IT Department

Technical Supplement: Temperature and humidity monitoring systems for storage areas 20
SECTION 1: Person in charge

Employees in charge:
Determine who will be in charge of the different activities.

Quality assurance

Name Title Department Phone / email

Mr A. Qualman Quality Manager QA Department

Instrumentation

Name Title Department Phone / email

Mr A. Instman Quality Assistant QA Department

Maintenance

Name Title Department Phone / email

Ms A. Tidystore Maintenance Mgr Property Department

Security

Name Title Department Phone / email

Mr A. Guardian Security Manager Security Department

Pager/Alarm

Name Title Department Phone / email

n/a

Technical Supplement: Temperature and humidity monitoring systems for storage areas 21
SECTION 1: Person in charge
Dr A. Projmann

Miscellaneous

Name Title Department Phone / email

n/a

SECTION 2. Project description

Example:
• Installation of wireless sensors in South warehouse (12,000 square metres),
including one walk-in cooler and one walk-in freezer.

Technical Supplement: Temperature and humidity monitoring systems for storage areas 22
SECTION 3. Technological risk

• Very crowded storage area using many different types of RF communication

system.
• Energy source not always reliable.

SECTION 4 Regulatory risk

• None

Technical Supplement: Temperature and humidity monitoring systems for storage areas 23
SECTION 5. Data

• None

SECTION 6. Constraints

• Interference with the communication between wireless sensors and readers

(antennas) may occur.

Technical Supplement: Temperature and humidity monitoring systems for storage areas 24
SECTION 7. Pre-installation checklist

Availability of floor plan:

• South warehouse plan SW-001B

Location of Ethernet Service Panel:

• 3 locations in storage area plus server room SR01

Availability of power outlet in Ethernet Service Panel:

• Same as above

Availability of power outlet:

• See layout SW-001B

Range of IP addresses:
•

Location of Server Room (also on plan):

• See layout SW-001B, room SR01

All equipment is clearly identified and listed.

•

Location of antenna support panel Location of server room on plan

Identification of potential causes of interference:

• Care needed in placing sensors and antennae. The warehouse is very crowded and
there is much equipment that can interfere with the communication between
wireless sensors and readers.

Technical Supplement: Temperature and humidity monitoring systems for storage areas 25
Required component summary
Comm/ Qty Temp. Qty Humidity Qty Wall Qty
PSupp. sensor sensor plate/box

Com 1 RF 28 RF 4 Wall 32
manager 900MHz 900MHz mount

Power 1
supply

Comments
None

Technical Supplement: Temperature and humidity monitoring systems for storage areas 26
Revision history
Date Change summary Reason for change Approved

Technical Supplement: Temperature and humidity monitoring systems for storage areas 27