BOD Incubator – Cleaning, Calibration, Operation

Standard Operating Procedure (SOP) for Operation, Cleaning and Calibration of Newtronic make BOD Incubator used in microbiology department for analytical activity.

BOD Incubator

1.0   Purpose:

    • To lay down the procedure for Operating, Calibration and Cleaning of BOD Incubators Model No.: NEC134 RTSSI.

2.0   Scope:

    • This Standard Operating Procedure is applicable at Microbiology section of Quality Control department of pharmaceuticals.

3.0   Responsibilities:

    • Microbiologist / Executive – Quality control.
    • Responsible for the Operation, Calibration and Cleaning of the BOD incubators.
    • Quality Control (QC) Head.
    • Ensure proper control and compliance of the SOP.
    • Quality Assurance (QA) Department:
    • To review the SOP.
    • To ensure the implementation of SOP.
    • Regulatory Affairs, Quality Head and Plant Head :
    • To review and approve new or revised SOPs.

4.0   Procedure – Operation, Calibration and Cleaning of BOD Incubator:

    • Operation of BOD Incubator :
    • Switch ‘ON’ the main power supply of required chamber and set the temperature by using ICDAS software.
    • Operation of Controller
      • SET/Select Key
      • SCROLL KEY (Down for Change Set Parameter)
      • SCROLL KEY (Up for Change Set Parameter)
      • ENTERL KEY (Press for Change Set Parameter)
      • 1   > 43.1 = Measured Temperature in ºC
      • COM1      = Compressor
      • ALM        =  Alarms
    • As main supply is switched on, the controller display will show window by pressing up arrow key one can see window

      • Default window. By pressing up arrow key window will be displayed.
      • Set temperature and alarm limits in °C
      • Scanner (4 channels) reading in °C
      • PID parameters for temperature accuracy
      • Time in HH:MM:SS
      • Date in DD/MM/YY format
    • To acknowledge an alarm push the ENTER KEY along with Down SCROLL KEY.
    • Check the temperature in digital display whether it is showing the desired temperature or not.
    • In case of any variation set it to the required with scroll up and down keys or by IC DAS 1.2 Software.


32.50C 30-350C
22.50C 20-250C


    • BOD Incubator shall run through software IC DAS -version 1.2.


    • Click on the icon and enter Login name and Password.
    • Check all details i.e. Real Time display, Real Time summary, Inputs & Outputs, Alarm Log, Report, Equipment setting and Equipment Data Log Report.
    • All alarms shall be acknowledged after checking of reason(s) of alarm (Mains fail, etc.) regularly.
    • Take printout of Data log of Temperature on daily basis.
    • If the temperature recorded is out of specification inform engineering department to take the corrective action.
    • Only authorized person shall be allowed to open the chambers as per annexure-2.
    • Details of BOD incubator.
    • Loading and Unloading of Samples in BOD Incubator :

    • Unlatch the door of the BOD incubator, locate the place to keep/remove the sample and load/unload the samples and close the door.
    • Make sure that the door is properly latched, otherwise temperature will leak and accuracy will not be maintained.
    • Lock the door.
    • During sample placement while loading or unloading, the following should be observed.
    • Sample has to stay in the confined area of tray.
    • Free space on the side of the trays should not be blocked by the sample.
    • Air circulation holes should not be blocked.
    • Sensor should not be covered with samples.
    • Shutdown of BOD Incubator :

    • In case a BOD incubator is to be shutdown, the main switch of the BOD incubator is to be switched ‘OFF’. Nothing else is necessary.
    • When the temperature will fall below low alarm limit, it will generate an alarm. Acknowledge the alarm.
    • Cleaning of BOD Incubator :

    • For cleaning of inside the BOD incubator, shift the incubated items placed on the tray on half portion of the tray.
    • Clean the walls of incubator and surface of the tray with wiping of IPA 70 %.
    • Shift the items on the cleaned portion of tray and then clean the remaining portion of tray and walls with IPA 70%.
    • Clean all the trays following the procedure mentioned above.
    • Record the cleaning activities as per the Annexure 1.
    • Frequency: Once in a Week.
    • Calibration/Validation of BOD Incubator.

    • Note: Executive/ Officer- Microbiology shall inform the out side agency selected for calibration/Validation as per the schedule for performing the calibration as per the plan mentioned below.
    • Take one calibrated certified thermocouple Data logger.
    • Place eight calibrated thermocouple sensors in Incubator as per the location Diagram attached as Annexure-3.
    • Operate the incubator as per the above operating procedure.
    • Take the readings from each thermocouple at an interval of 10 minutes and record the results up to 24 hours.
    • Attach the printouts of temperature readings with the report of calibration.
    • Calibrate the sensor of BOD incubator with a calibrator.
    • After successfully completion of activity pest the calibration status label as per Annexure-4.
    • Frequency of calibration
    • Yearly
  • Abbreviations:
    • BOD : Biochemical Oxygen Demand
    • IPA : Iso Propyl Alcohol
    • PID : Proportional Band, Integral Time, Derivative time
    • QA    : Quality Assurance
    • QC : Quality Control
    • RTD : Resistance Temperature Detectors

5.0   Annexures – BOD Incubator:

Annexure-1 :  Cleaning Record of BOD Incubator.

S. No.

Date  Instrument ID Time of Cleaning Cleaned by Checked by




Annexure-2 :  List of Authorized Person


Annexure-3 :  Diagram for location of thermocouple in BOD Incubator

BOD Incubator Validation

Annexure-4 :  Calibration status label.


Name of Equipment  
Equipment ID  
Date of Calibration  
Next Due Date  
Calibration Done By  



Janki Singh is experienced in Pharmaceuticals, author and founder of Pharma Beginners, an ultimate pharmaceutical blogging platform. Email: [email protected]

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