A Free Guide on How to really operate a Cold Room Coolly! (SOPS for Cold Room)

A Free Guide on How to really operate a Cold Room Coolly!

 

In our earlier Blogs we have seen what is Refrigeration & Cold Rooms? what are the important parts of Cold Room? Dos & don’t to avoid Product Wastage and how to Size your Cold Room. Now we will see how to operate the Cold Room coolly & optimally.

 

 

The main purpose of the Cold Room is to maintain the required Temperature and other parameters in side the Room to preserve the Product and it should be safe and effective in operation.

 

The Cold Rooms are used for storage of various products right from Fruits and Vegetables, Dairy Products, Fish, Meat, Flowers, Pharma Products, Ripening and many more. But majorly the SOPs for operations are more or less same.

 

A.      Purpose: The purpose of SOP is to outline the steps for proper operation of the cold room to ensure safe and effective storage of temperature-sensitive items.

 

B.      Scope: This SOP applies to all personnel responsible for operating the cold room in facilities such as laboratories, food storage units, medical facilities, or industrial settings.

 

C.      Responsibilities: The major responsibilities of SOP in the operations are –

 

1)      Maintain the temperature and other important parameters like humidity, etc. if any at all times. For this ensure daily logging of these parameters daily at regular intervals.

2)      Facility Management: Maintenance Staff should be trained to handle any technical issues or repairs.

3)       Quality Assurance (QA): Monitor compliance with temperature and storage protocols.

 

D.     Procedure: The Procedure can be mainly divided into 4 parts –

 

1)      Pre-Operation Check-up: Before starting the Cold Room, Kindly check the following –

 

                                                              i.      Temperature Setting: Confirm the Cold Room is set to the required temperature range (e.g., +2 °C to +6 °C for food storage or +2 °C to +8 °C for pharmaceuticals or -18 °C to -22 °C for food storage, etc.)

                                                            ii.      Humidity Level: Verify humidity levels are within acceptable limits if applicable (e.g., below 60% or above 85% etc.)

                                                          iii.      Door Inspection: Ensure the Main Door & Hatch Door (If installed) and gasket are undamaged and provide an airtight seal.

                                                           iv.      Storage Organization: Arrange items to allow proper airflow and avoid blocking vents. Also ensure all items are properly labeled and within their storage specifications.

                                                             v.      Starting the Unit: After checking all the settings are OK & Supply power is OK, Keep the Door Open and start the Units. Once the IDU & ODU are functional close the doors and monitor the temperature drop.

 

2)      Daily Operations: These things are to be checked on daily or at regular intervals to ensure safety & proper functioning of the Cold Room –

 

                                                              i.      Doors: Daily check the Door frame and gaskets for any deposits and if found clean them regularly. Minimize door openings to maintain a consistent temperature. Ensure the door is fully closed and locked after use.

                                                            ii.      Temperature & Humidity Monitoring: Check and log readings from the temperature, humidity and other parameters sensors at least twice daily. Use a calibrated thermometer or data logger for verification periodically.

                                                          iii.      Visual Inspection: Check for any signs of frost buildup, condensation, or malfunctioning equipment. Look for spills or debris and clean immediately if necessary.

                                                           iv.      Emergency Protocol Readiness: Ensure that alarms, backup systems, and emergency equipment (e.g., portable refrigerators) are functional.

 

1)      Loading & Unloading: Loading and unloading are integral parts of cold room operations. Adopting efficient practices ensures product safety, reduces energy consumption, and extends the lifespan of the equipment –

Loading Items:

                                                              i.      Ensure that goods are pre-cooled to the required storage temperature before loading them into the cold room to prevent temperature fluctuations.

                                                            ii.      Wear Protective Cloths and Accessories as per the Cold Room temperature.

                                                          iii.      Arrange items to allow proper airflow and easy retrieval.

                                                           iv.      Sort and label products in advance to minimize handling time and ensure easy access during unloading.

                                                             v.      Minimize Door Openings: Open the cold room door only when necessary and close it promptly after loading or unloading

Unloading Items:

                                                           vi.      Remove only the required items and close the door promptly.

                                                         vii.      FIFO Method: Always load new inventory at the back and keep older stock at the front to facilitate easy rotation and reduce spoilage.

                                                       viii.      Check Expiry Dates: During unloading, verify product labels for expiration dates to ensure compliance with FIFO.

                                                           ix.      Organize Efficiently: Arrange goods in a sequence that minimizes time spent in the cold room.

                                        x.      Document the items removed as per inventory protocols.

 

 

1)      Routine Safety Checks Regular safety check-ups in a cold room are essential to ensure the proper functioning of the system, maintain product quality, and safeguard the health and safety of workers –

                                                              i.      Check Temperature Consistency: Monitor the cold room temperature daily and cross-heck it at regular interval using calibrated thermometers or sensors.

                                                            ii.      Seal Integrity: Inspect door gaskets, seals, doors closure & strip curtains for wear or damage to prevent air leaks.

                                                          iii.      Refrigeration System: Inspect the compressor for unusual noises, vibrations, or overheating. Check for dust, ice buildup, or blockages on condenser and evaporator coils.

                                                           iv.      Electrical Components: Check the Electrical components at regular intervals for signals of damage, burning or loose connections. Tightened all connections at least once in a month.

                                                             v.      Other Safety: Check Air Circulations, Floors, Doors, Power Supply, Lights, Pest Control, emergency exits and safety accessories, etc. Occasionally switch-on the Stand-by / Back-up system to check their functionality.

                                                           vi.      Documentation: Keep logs of all safety checks, repairs, and servicing activities & ensure the cold room meets all local safety and health regulations and standards.

 

B.       Troubleshooting and Corrective Actions: If the temperature is outside the acceptable range,

1)       Check for potential causes (e.g., open door, power failure).

2)       Notify the maintenance team immediately and take corrective actions to stabilize the temperature.

3)       Relocate sensitive items to an alternate cold storage if necessary.

4)       Respond immediately to any alarms by verifying temperature and power supply.

5)       Use backup systems to maintain storage conditions.

6)       Document and report the issue.

 

C.      Training: Train your Operation Team, Maintenance team and end-user about the basic functions, minor trouble shooting and responding to the emergencies such as power outage and equipment failures. Also repeat the training in 6 months / a year so new members will also get trained.

 

An SOP for cold room operations is a fundamental tool for ensuring efficiency, safety, and compliance in cold storage management. It minimizes risks, reduces operational costs, and ensures the consistent quality of temperature-sensitive products. Regular updates and training based on the SOP ensure that the facility operates at its full potential. The above SOPs will help you in smooth running and maintenance of the Cold Room for long term. If you have any particular query or doubt you can contact your Cold Room Supplier or can get in touch with us.

 

Do share your views, comments and feedback.

 

About the Blogger

Kiran Kshirsagar

Co-Founder

FROZCULINA Tech Services