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Metrohm’s approach to Analytical Instrument Qualification (AIQ)

Metrohm’s answer to Analytical Instrument Qualification is bundled in our Metrohm Compliance Services. The most thorough level of documentation offered for AIQ is the IQ/OQ.

Metrohm IQ/OQ documentation provides you with the required documentation in strict accordance to the major regulations from the USP, FDA, GAMP, and PIC/S, allowing you to document the suitability of your Metrohm instruments for your lab’s specific intended use.

With our test procedures (described later in more detail), we can prove that the hardware and software components function correctly, both individually and as part of the system as a whole. With Metrohm’s IQ/OQ, you are supported in the best possible way to integrate our systems into your current processes.

The flexibility of a modular document structure

Depending on the environment you work in and your specific demands, Metrohm can offer a tailored qualification approach thanks to documentation modularity. If you need a lower level of qualification, only the required modules can be executed. Our documentation consists of different modules, each of which documents the identity of the Metrohm representative along with the qualification reviewer, combined with the details of each instrument, software, and document involved in the qualification.  Thanks to this, each module is independent, which guarantees both full traceability and reliability for your system setup.

Cost-effective qualification from Metrohm

Metrohm supports you by implementing a cost-effective qualification process, depending upon your requirements and the modules needed. This means that a qualification is not about performing unnecessary actions, qualification is about completing the required work.

The risk assessment analysis defines the level of qualification needed and based on it, we focus on testing only what needs to be tested. In case you relocate your device to another lab, which qualification steps (DQ, IQ, OQ, PQ) are really needed in order to fulfill your requirements? Contact your local Metrohm expert for advice on this matter.

Master Document (MD)

Each qualification starts with the Master Document (MD) – the central organizing document for the AIQ procedures. It not only describes the process of installing and qualifying the instruments, but also the competence and education level of the qualifying engineer. The MD identifies all other components to be added to the qualification, resulting in a flexible framework on which to build up a set of documentation.

Installation Qualification (IQ)

Once the content of the documentation is defined in the MD, the Installation Qualification (IQ) follows. This set of documentation is designed to ensure that the instrument, software, and any accessories have been all delivered and installed correctly. The IQ protocol additionally specifies that the workplace is suitable for the analytical system as stipulated by Metrohm.

Operational Qualification (OQ)

After a correct installation comes the main part of the qualification: the Operational Qualification (OQ). In the first part of the OQ, the functionality of the single hardware components is tested and evaluated according to a set of procedures. This is to ensure that the instrument is working perfectly as designed, and is safe to use. Rest assured that you can rely on the expertise of our Metrohm certified engineers to conduct these comprehensive tests on your instruments using the necessary calibrated and certified tools.

The second part of the OQ consists of a set of Software Tests to prove that the installed Metrohm software functions correctly and reliably on the computer it was installed on. The importance of maintaining software in a validated state is also related to the data integrity of your laboratory. Therefore these software tests can be repeated periodically or after major changes. In particular, these functionality tests cover verifications on user management, database functionalities, backups, audit trail review, security policy, electronic signatures, and so on.

At Metrohm, we constantly work to improve our procedures and use state of the art tools and technologies.  For this reason, we have implemented a completely automated test procedure for validating the software of our new OMNIS platform. This ensures full integrity in the execution and delivers consistent results with a faster and completely error-free test execution. This innovative and automated software validation eliminates manual activities that are labor intensive and time consuming. This therefore expedites testing and removes the inefficiencies that plague the paper-based software validation.

Your benefit is clear: save valuable time and reduce unnecessary laboratory start-up activities during qualification. That’s time you can spend on other work in your lab!

Holistic Test (Performance Verification, PV)

Once each individual component has been separately tested, the performance of the system as a whole is proven by means of a holistic test (OQ-PV).

This includes a series of «wet-chemical» tests, performed using certified reference materials, to prove the system is capable of generating quality data, i.e. results that are accurate, precise, and above all fit for purpose. Based on detailed, predefined instructions (SOPs), a series of standard measurements are performed, statistically evaluated, and compared to the manufacturer’s specifications.

Differences between Performance Verification (PV) and Performance Qualification (PQ)

The Performance Verification (PV) is a set of tests offered by Metrohm in order to verify the fitness for purpose of the instrument. As mentioned in the previous paragraph, the PV includes standardized test procedures to ensure the system operates as designed by the manufacturer in the selected environment.

On the other hand, the Performance Qualification (PQ) is a very customer specific qualification phase (see the «4 Q’s» Qualification Phases found in Part 1). PQ verifies the fitness for purpose of the instrument under actual condition of use, proving its continued suitability. Therefore, PQ tests are defined depending on your specific analysis and acceptance criteria.

Post written by Lara Casadio, Jr. Product Manager Service at Metrohm International Headquarters, Herisau, Switzerland.

When talking about the subject of Analytical Instrument Qualification (AIQ), my first thought is of regulated industries, like pharmaceuticals and food. 

In addition, procedures that prove instrument accuracy and repeatability are a must. Metrohm qualification procedures provide this documentation, fully traceable evidence which is also required for inspections and audits by regulatory authorities.

When auditors come knocking

In case an auditor observes any violations of the United States Food and Drug Administration (FDA) guidelines for example, this will be communicated in an inspectoral observation or a Warning Letter. If we look to pharmaceutical Warning Letters in the past, we can see that the FDA is mainly concerned with issues related to qualification and data integrity.

Some typical findings are e.g. the usage of an unqualified system, or the use of an instrument outside of the calibration range for which it was initially qualified. This proves the point that qualification of analytical instruments in regulated environments cannot be ignored.

Metrohm Compliance Services can help to prove the full data traceability of your qualification activities, simplifying your audit preparation and at the same time maintaining a constant state of inspection readiness for your laboratory.

Instruments in regulated environments need to be qualified periodically according to the main regulatory bodies. The United States Pharmacopeia (USP) is the leading pharmacopeia that has a general chapter dedicated to Analytical Instrument Qualification (AIQ), USP <1058>. Therefore, it has global significance, making laboratories subject to regulatory requirements either directly or indirectly. This is why Metrohm Compliance Services are based on this important chapter.

What is Analytical Instrument Qualification (AIQ) exactly?

As per USP <1058>, it is «the collection of documented evidence that an instrument performs suitably for its intended purpose.» This indicates that AIQ is the foundation for generating quality data with the needed data integrity. By using qualified instruments, you gain confidence in the validity of generated data and that your instrument meets specifications of regulatory standards.

AIQ is not a single activity, but a continuous process over the lifetime of the instrument. AIQ already starts before the instrument purchase with the formal writing of User Requirement Specifications (URS), where the lab’s requirements for a specific instrument are documented. And yes, for e.g. a fully equipped Metrohm Dual IC system as well as for a single Metrohm pH meter, there is the same need to document the laboratory requirements and its intended use.

After clarification of the intended use and the evaluation of the right technology, a Risk Assessment (RA) needs to be carried out to determine the required qualification strategy to prove the «fitness for purpose» of the purchased analytical instrument.

The extent of the next qualification stages depends on the outcome of the Risk Assessment. The following activities are grouped into four phases: Design Qualification (DQ), Installation Qualification (IQ), Operational Qualification (OQ), and Performance Qualification (PQ), the so-called «4 Q’s».

During the lifecycle of the instrument, major repairs might be needed, it might be subject to major updates / upgrades, or it might even be transferred to another lab. In all of these cases, the original URS should be reviewed again and adjusted if necessary. The URS is a living document that can and must be changed and updated when needed. Based on a risk assessment analysis, it will then be defined what the qualification steps are that should be repeated after the needed changes (IQ, OQ, PQ).

Eventually the instrument’s life comes to an end, and we arrive at its retirement. This final step of the AIQ is often considered as the «forgotten child» of validation activities. To put this a bit more in perspective, consider when you make a new electronic purchase, such as a PC. The situation is similar to when a new analytical system is bought. It’s easier to focus on something new—concentrating on getting the training for its proper usage, and making sure it’s working correctly. We begin to ignore or forget that the old system is still there.

Therefore, decommissioning of an instrument is a critical part of the validation process that must also be very well documented. For the old system, a final system qualification might be necessary if required. Afterwards, all data have to be removed and stored in a safe location. It is extremely important to ensure that the data can be read from this location (data migration) for a number of years, depending on your retention procedures.

Support when and where you need it

The fact that users have responsibilities for the instrument qualification (USP <1058>) does not mean that all qualification activities must be conducted alone!

Metrohm supports you over the lifetime of your investment, from advising you during the purchase process to the first installation and qualification. Additionally, our IQ/OQ documentation provides you the required documentation in strict accordance with the current regulations. To ensure your Metrohm device remains in a qualified state, we offer requalification services at scheduled intervals as specified in your requirements, to guarantee the accuracy and precision of your system over its lifetime. 

An advantage of relying on Metrohm as the manufacturer of your analytical instruments is that we have all the necessary experience for performing IQ/OQ procedures. Most importantly, our certified service engineers bring along all calibrated and certified reference instruments that are required for the qualification. To ensure the quality of Metrohm Service is maintained, our service engineers undergo compulsory re-training on a regular basis according to a globally standardized program.

Post written by Lara Casadio, Jr. Product Manager Service at Metrohm International Headquarters, Herisau, Switzerland.