Most quality problems start in the warehouse
A botanical extract can arrive on specification and still lose quality on the shelf. The usual causes are moisture pick-up, heat, light and cross-contamination with stronger odours. None of them shows up on a certificate of analysis, which describes the batch on the day it was tested. Storage controls what happens after that.
Our bulk extracts ship with a certificate of analysis for each lot, and the shelf life is stated on the specification. The advice below is general, so follow the storage conditions on the specification for each product.
Moisture
Most dry extracts are hygroscopic, which means they take up water from the air. Moisture makes powders cake, slows flow in the filling machine and can encourage microbial growth. Keep the product in its sealed packaging until it is needed, and close the bag or drum again after every use. Store the material in a dry room, away from floors and walls, where condensation can form.
Some extracts are more hygroscopic than others. Gums, some plant extracts and many amino acid salts pick up water quickly. Ask the supplier for the moisture specification and the storage humidity, and check the moisture on receipt if the product will be held for a long time.
Heat and light
Heat speeds up oxidation and can change colour and aroma. Light, especially direct sunlight, does the same. Store powders in a cool, dark area, and keep them away from heat sources such as dryers, boilers and sunlit windows. For light-sensitive extracts, keep them in opaque packaging until use.
Receiving checks
Check each delivery against the purchase order and the certificate of analysis before it goes into stock:
1. Compare the batch number on the bag or drum with the certificate. 2. Check the packaging for damage, wetness or open seals. 3. Look at colour and smell against the reference sample. 4. Record the date received and the expiry date on the internal label. 5. Quarantine any lot that does not match, and tell the supplier the same day.
First expired, first out
Use a first-expired, first-out rule for every lot. Bags and drums of the same product can arrive at different times, and the oldest lot should go to production first. A simple shelf label with the receiving date and expiry date prevents most stock losses.
What to write into your procedure
- The storage temperature and humidity range.
- The rule for opened packs: reseal, date and use within a set time.
- The receiving checklist and who signs it off.
- The quarantine process for lots that fail a check.
- The rotation rule and how it is recorded.
Need help with a handling plan?
If you are setting up storage for a new product or a private label project, send us the product, the pack size and the planned volumes. We reply with the storage details from the specification and documents within one hour on business days.