1. Driver Induction & Route Safety SOP

Objective: To ensure that all drivers are trained and aware of road safety protocols and permitted routes.

Responsibility: Transport Manager / Fleet Supervisor

Procedure:

• Verify driver’s valid HCV license and badge as per Motor Vehicles Act, Sec 3 & 14.
• Conduct induction session covering defensive driving, fatigue management, and accident reporting.
• Hand over approved route plan, emergency contacts, and communication device.
• Maintain driver training record and route briefing log.

Records/Documents: Driver Induction Register, Route Briefing Sheet, License Verification File

Reference Standards: Motor Vehicles Act, 1988; CMVR Rule 10; ISO 39001

 

2. Cold Chain Handling & Breakdown SOP

Objective: To maintain the temperature integrity of pulp during transport and manage cold chain failures.

Responsibility: Cold Chain Manager / Reefer Driver

Procedure:

• Pre-trip check: Ensure reefer unit is functional and pre-cooled to <5°C.
• Log temperature at loading, every 2 hours in transit, and at delivery.
• In case of breakdown, notify control room and transfer cargo to standby vehicle within 2 hours.
• Document all temperature deviations with corrective actions.

Records/Documents: Temperature Log Sheet, Breakdown Report, Reefer Unit Checklist

Reference Standards: FSSAI Cold Chain Guidelines; ISO 22000 Clause 7.5.5; CMVR Rule 125E

 

3. Daily Vehicle Fitness Inspection SOP

Objective: To ensure all HCVs are roadworthy before dispatch.

Responsibility: Fleet Supervisor / Workshop In-charge

Procedure:

• Use a 20-point inspection checklist (brakes, lights, tires, horn, documents, etc).
• Ensure valid Fitness Certificate under Section 56 of MVA.
• Rectify any non-conformity before dispatch.
• Maintain inspection records for audits.

Records/Documents: Daily Fitness Checklist, Fitness Certificate Copy, Maintenance Log

Reference Standards: Motor Vehicles Act Sec 56; CMVR Rule 62

 

4. Cargo Loading & Hygiene SOP

Objective: To ensure hygienic, safe, and spill-free loading of pulp containers.

Responsibility: Loading Supervisor / Driver

Procedure:

• Inspect cargo compartment for cleanliness and odor.
• Disinfect before loading and verify seal integrity.
• Load using approved lifting methods to avoid spillage.
• Secure containers using straps or blocks as per CMVR Rule 93.

Records/Documents: Pre-loading Hygiene Checklist, Container Seal Log, Loading Photos

Reference Standards: FSSAI Schedule 4; CMVR Rule 93; HACCP PRPs

 

5. Emergency Response Plan (ERP) for Drivers

Objective: To handle accidents, breakdowns, or cargo compromise effectively.

Responsibility: Drivers / Control Room In-charge

Procedure:

• Carry ERP card with emergency contacts and SOPs.
• In case of accident/spill, secure area and alert control room.
• Use spill kit and fire extinguisher as required.
• Document incident with time, location, and photographs.

Records/Documents: Incident Log, ERP Card, Insurance & RTO Papers

Reference Standards: CMVR Rule 125, 138; ISO 39001

 

6. Vehicle Maintenance Logbook SOP

Objective: To maintain preventive maintenance records of HCVs.

Responsibility: Fleet Maintenance Head

Procedure:

• Record every maintenance activity: date, task, parts replaced.
• Schedule next maintenance based on kilometers or time interval.
• Ensure emission checks are up-to-date.
• Cross-verify with vehicle dispatch log.

Records/Documents: Vehicle Maintenance Logbook, Spare Parts Record, Service Invoices

Reference Standards: MVA Sec 56; CMVR Rule 62

 

7. Food-grade Vehicle Sanitation SOP

Objective: To ensure all vehicles used for food transport are clean and sanitized.

Responsibility: Sanitation Staff / QA Officer

Procedure:

• Clean and sanitize the cargo compartment using approved disinfectants.
• Ensure no rust, paint flakes, or previous residue exists.
• Perform swab tests periodically.
• Log sanitation activities before each trip.

Records/Documents: Sanitation Log, Swab Test Reports, Cleaning Schedule

Reference Standards: FSSAI Schedule 4 Part II; ISO 22000

 

8. Temperature Logger Calibration SOP

Objective: To ensure accuracy of temperature monitoring equipment.

Responsibility: QA Team / Calibration Vendor

Procedure:

• Calibrate all temperature loggers every 6 months or as per OEM advice.
• Maintain calibration certificates.
• Verify calibration before sensitive dispatch.
• Replace faulty or uncalibrated devices.

Records/Documents: Calibration Certificates, Logger Serial Register, Non-Conformance Log

Reference Standards: ISO 22000 Clause 7.6; FSSAI Cold Chain Guidelines