Standard Operating Procedure (SOP), are not that standard!

What Is a Standard Operating Procedure?

A Standard Operating Procedure (SOP) is a detailed, written document that explains how to safely handle hazardous chemicals, processes, and equipment. Its purpose is to prevent or minimize health and safety risks in laboratory environments. SOPs are essential to any effective safety program, and their clarity and specificity determine their usefulness.

An effective SOP should be:

• Clear and concise: Avoid unnecessary complexity.
• Detailed and specific: Tailored to the institution or facility.
• Accessible: Usable by individuals with limited experience or knowledge of the procedure.

SOPs typically address:

• What this SOP covers
• the Individual hazards
• the required P.P.E.
• Chemical processes and operational ranges
• Equipment management and usage
• Emergency shutdown procedures
• Authorized personnel

Types of SOPs in Chemical Safety

SOPs can be categorized based on the nature and risk level of the task. The Guide to Developing Standard Operating Procedures outlines four primary types:

Routine SOPs

Definition: SOPs for tasks performed regularly to maintain consistent lab operations. We do realize that different companies have different definitions.

Examples:

• Daily equipment calibration
• Routine chemical inventory updates
• Standard sample preparation
• Waste segregation and disposal

Structure:

• Step-by-step instructions
• Defined operational ranges and conditions
• Identification of authorized users
• PPE requirements and basic hazard mitigation

Purpose: To ensure consistency, reduce human error, and support training.

Non-Routine SOPs

Definition: SOPs for tasks that occur occasionally or under specific conditions.

Examples:

• Setting up a temporary experimental apparatus
• Introducing a new reagent or chemical process
• Conducting a quarterly safety audit
• Neutralization of carbonate by acid

Structure:

• Hybrid format: background rationale + step-by-step actions
• Decision trees or flowcharts for conditional steps
• Identification of potential hazards and mitigation strategies
• References to related SOPs or institutional standards

Purpose: To guide unfamiliar or infrequent tasks while maintaining safety.

Emergency SOPs

Definition: SOPs that outline immediate actions during hazardous or life-threatening events.

Examples:

• Fire evacuation procedures
• Chemical spill containment
• Toxic gas leak response
• Emergency shutdown of equipment

Structure:

• Concise checklist or flowchart format
• Bold alerts and color coding for urgency
• Clear roles and responsibilities
• Emergency contacts and escalation paths

Purpose: To minimize harm and ensure rapid, coordinated responses.

High-Risk SOPs

Definition: SOPs for tasks involving hazardous chemicals, unknown compounds, or dual-use materials.

Examples:

• Handling pyrophoric catalysts
• Working with newly synthesized or unstable compounds
• Use of chemicals of concern (COC) or dual-use chemicals
• Managing toxic or explosive gases like diazomethane

Structure:

• Use of the High Risk SOP Form
• Detailed risk assessment results
• Specification of engineering controls, PPE, and emergency protocols
• Required review and approval by PI and safety manager
• Defined training requirements and access restrictions

Purpose: To ensure dangerous tasks are performed with maximum oversight and preparation.

How to Use SOPs in Practice

Each type of SOP has a different use case depending on the task and environment. Here's how to apply them effectively:

Routine SOPs — Read in Advance

• Use as a training tool: Review during onboarding or before performing the task.
• Keep accessible digitally: Store in shared folders or lab management systems.
• Reference before each task: Especially useful for new staff or interns.

High-Risk SOPs — Take into the Field as a Checklist

• Print and carry: Use as a physical checklist during execution.
• Tick off steps in real time: Ensures no safety measure is skipped.
• Include emergency contacts: In case escalation is needed on-site.

Non-Routine SOPs — Take into the Field for Guidance

• Bring a printed or digital copy: Especially when setting up temporary or unfamiliar procedures.
• Use as a reference: For decision-making and hazard identification.
• Pair with related SOPs: For comprehensive coverage.

Emergency SOPs — Paper Printout in Control Room

• Post visibly: In control rooms, near exits, and at safety stations.
• Use during drills and real emergencies: Quick access is critical.
• Assign roles: Ensure staff know their responsibilities in advance.

Summary Table

SOP Type	Task Frequency	Risk Level	Format Style	Key Use Case
Routine	Regular	Low to Moderate	Step-by-step, checklist	Read in advance; use for training and consistency
Non-Routine	Occasional	Moderate	Hybrid, flowchart	Take into field for guidance and decision-making
Emergency	Rare/Critical	High	Checklist, flowchart	Print and post in control room for quick access
High-Risk	Variable	Very High	Formal SOP form	Use as field checklist with real-time tracking

SOP Ownership: Written, Reviewed, and Improved by Users

SOPs are most effective when they’re created and maintained by the people who actually use them. This bottom-up approach ensures relevance, practicality, and continuous improvement.

Typically Written by Operators

• Operators, technicians, and lab staff are the primary authors. Bare in mind some people or more or less gifted in writing SOP's. It is more difficult than you think. Find the right person to be the author.

• They know the task intimately and can describe it in real-world terms.

• Writing from the user’s perspective ensures clarity and usability.

Reviewed by Peers and Supervisors

• SOPs should be peer-reviewed by other users to catch gaps or ambiguities.

• Supervisors or safety officers verify compliance with institutional standards.

• Review cycles should be scheduled regularly (e.g., quarterly or annually).

Suggest Modifications After Every Use

• Encourage users to note any issues or improvements after each use.

• Add a feedback section or log at the end of the SOP.

• Updates should be made promptly to reflect changes in process, equipment, or safety protocols.

Why this matters:

• Keeps SOPs current and relevant

• Builds a culture of safety and accountability

• Empowers users to take ownership of their work environment

Where SOPs Are Stored: Centralized Access for Safety and Efficiency

To be truly effective, SOPs must be easy to find, retrieve, and update. Scattered documents, outdated printouts, or inaccessible folders can lead to confusion, delays, and safety risks. That’s why every institution should maintain a centralized computer-based SOP database.

Digital SOP Repository

A well-organized SOP system should include:

• Centralized database or document management system (e.g., SharePoint, Notion, Google Drive, LabArchives)

• Searchable interface with filters by chemical, equipment, task type, or risk level

• Version control to track updates and revisions

• Access permissions to ensure only authorized users can edit or approve SOPs

• Audit trail for compliance and accountability

How It Helps:

• Quick retrieval during emergencies or field work

• Consistent access across teams and departments

• Real-time updates when procedures change

• Training support for onboarding new staff

Best Practices:

• Link SOPs to related documents (e.g., MSDS, risk assessments)

• Tag SOPs by category: routine, non-routine, emergency, high-risk

• Include a feedback form or comment section for user suggestions

• Ensure offline access or printable versions for field use

Physical Copies (When Needed):

• Emergency SOPs should be printed and posted in control rooms and safety stations

• High-risk SOPs may be printed and carried into the field as checklists

• Non-routine SOPs