Standard Operating Procedure: Looking after Cold rooms and freezer rooms

The policy emphasizes the importance of maintaining a reliable cold chain, which is critical for the national immunization program. Responsible personnel must know how to operate refrigeration, temperature monitoring, and alarm equipment, recognize common faults, and understand the principles of planned preventive maintenance. The objectives of this SOP are to cover routine and emergency maintenance of cold rooms and freezer rooms. The equipment is a critical component of the national immunization program, and any mechanical failure that places vaccines at risk is unacceptable. The preventive maintenance regime described in this SOP must be strictly followed, and a sufficient stock of spare parts must be maintained to ensure that targets can be met. Responsibility for routine non-mechanical maintenance, simple troubleshooting, and initial emergency responses rests with Regional Immunization Officers and Regional Cold Chain Technicians. Responsibility for mechanical inspections, routine servicing, and emergency repairs rests with Regional Cold Chain Technicians and National Cold Chain Technicians. The procedure requires the Regional Immunization Store Keeper to ensure that the temperature between +2°C to +8°C for cold rooms and between -15°C to -25°C for freezer rooms is maintained and recorded twice per day. The temperature monitoring system must be operating correctly, and the alarm system must be checked regularly. Routine maintenance tasks include daily checks by the Vaccine Store Keeper, such as listening to the cooling equipment, checking the airflow, and ensuring that the door is closed and locked. Weekly tasks include checking the liquid sight glasses, ice build-up on the evaporator, and the duty-sharing system. Monthly tasks include checking the room enclosures, locks, doors, and strip curtain, as well as the pressure freezer room pressure release vent. Annual tasks include checking the spare parts inventory by the Cold Chain Technician. The SOP also emphasizes the importance of training responsible personnel in hands-on maintenance tasks to ensure that they are capable of carrying out all the tasks set out in the SOP.