Application and Documentation of Quarantine Stickers SOP

Standard Operating Procedure: Application and Documentation of Quarantine Stickers

1. Purpose:

This Standard Operating Procedure (SOP) outlines the process for the proper application and documentation of quarantine stickers on recalled product and product placed on administrative hold to prevent its accidental release or use.

2. Scope:

This SOP applies to all personnel responsible for identifying, handling, and storing recalled products or products placed on administrative hold within Haven Retail Stores.

3. Procedure:

3.1 Identification of Product Requiring Quarantine:

• Upon notification via Asana of a recalled product or a product placed on administrative hold (e.g., due to failing Department of Cannabis Control (DCC) testing for contaminants such as pesticides, mold, heavy metals, or residual solvents, or other investigation), the Haven Store Specialist will initiate the quarantine process.

• The Haven Store Specialist will clearly identify the product(s) requiring quarantine, including:

  • Product Name

  • Batch Number(s)

  • Quantity of Product

  • Reason for Quarantine

3.2 Obtaining Quarantine Stickers:

• The DC driver will ensure that each Haven Retail Store has sufficient quantities of quarantine stickers. The Haven Store Specialist will obtain the necessary stickers from the store's supply.

3.3 Placement of Product in Designated Quarantine Area:

• The identified product(s) must be immediately moved to the designated quarantine area within the Haven Retail Store location.

• The designated quarantine area should be clearly marked and secured to prevent accidental access or removal of quarantined product.

3.4 Application of Quarantine Stickers:

• At least one quarantine sticker must be prominently affixed to each individual unit (e.g., box, container, pallet) of the quarantined product.

• Ensure the sticker is placed in a location that is easily visible and will not be easily removed or obscured.

• For smaller items or multiple items within a container, apply stickers to the external container in a manner that clearly indicates the contents are quarantined.

3.5 Photographic Documentation:

• Immediately after placing the product in the quarantine area and applying the quarantine sticker(s), photographic documentation is required.

• Two sets of photographs must be taken:

  • Close-up Photograph(s): Clearly showing the batch number(s) and the quantity of the quarantined product. Ensure the product label and batch information are legible in the photograph(s).

  • Area Photograph(s): Clearly showing the quarantined product within the designated quarantine area with the quarantine sticker(s) visibly attached. The photograph should provide context and demonstrate that the product is segregated.

• Upload the photographs to the designated Asana task

3.6 Documentation and Record Keeping:

• An Asana task will be used to track, document, and submit pictures of the product when recalled and placed on hold. This task will capture the following information:

  • Date of Quarantine

  • Product Name

  • Batch Number(s)

  • Quantity Quarantined

  • Reason for Quarantine

  • Location of Quarantined Product within Haven Retail Store

  • Confirmation that quarantine stickers have been applied

  • Attached photographs (close-up and area views)

  • Name of Personnel Applying Stickers and Taking Photographs

3.7 Release of Quarantined Product:

• For recalled product, the Department of Cannabis Control (DCC) will provide specific protocols based on the type of recall. Quarantined product will be held at Haven Retail Stores until further action is received from the DCC, which can include wasting the product or returning the product back to the vendor. The Haven Store Specialist will follow the DCC's instructions for the release or disposal of quarantined product, and all actions will be documented in the Asana task. For product placed on administrative hold for internal reasons, release will require written authorization from the Haven Store Specialist, and this will also be documented in the Asana task.

4. Training:

• All personnel involved in the quarantine process will be trained on this SOP and the use of the designated Asana task.

5. Review and Updates:

• This SOP will be reviewed every 6 months or as needed.

• Updates will be made to ensure the SOP remains current and effective.

6. Attachments:

• Example of Quarantine Sticker