Date and Time Format SOP

Date and Time Format SOP

1.0   PURPOSE:

1.1.         To lay down a procedure for entering date and time in documents, in same format.

2.0    SCOPE:

2.1.         This procedure is applicable to all the operational documents at _____ Pharmaceuticals

3.0   RESPONSIBILITY:

3.1.      All departments Head

3.2.      QA Officer

3.3.      QA Manager

4.0    PROCEDURE:

4.1.      Entry of date for all the documents shall be as follows:

4.1.1.   First and second character shall represent the date “DD”.

4.1.2.   The third character shall be dash “-”.

4.1.3.   Fourth and fifth characters shall represent the month “MM”.

4.1.4.   The sixth character shall be dash “-”.

4.1.5.   Seventh and eight characters shall represent the year “YY”.

4.1.6.   Date format notation DD-MM-YY. Example: 28-08-18, 28 shall represent date, 08 shall represent the month and 18 shall represent the last two digits of the year.

4.1.7.   When documents are system generated, then Date Format “MM-DD-YY” is also acceptable.

4.2.      Time Entry in all written procedures shall be as follows:

4.2.1.   Twenty four hour clock shall be used for recording the time in all the written procedures e.g. if we want to write 01:40 PM instead of that we shall write 13:40.

5.0    REVIEW FREQUENCY:

SOP will be reviewed at least Annually.

6.0      DISTRIBUTION

EVIDENCES OF RECORDS & REFERENCES		Documents of all department
FORMAL KPIs (Key Performance Indicators)		All documents with date and time format as per SOP
GENERAL RISKS		CONTROL   MEASURES	CUSTODIAN
Risks	Impact
Time has written as in 12 hours format	Misunderstanding of the time leads to wrong entries etc	Follow SOP while entering date and time in any document	All personnel engaged with documents