Example SOP: Using Filtered Water Systems

This standard operating procedure covers the daily use, filling, storage and cleaning cycle for EcoPure Waters filtered water systems and reusable glass bottles. It's designed for on-site F&B and housekeeping teams responsible for day-to-day operation.

Objective

Filtered water should be used in a way that ensures health and safety.

Action steps

Action step	How
1. Clean the equipment	Spray sanitising spray (e.g. Bio Guard) up and around the nozzles and leave for 10 minutes. The spray will naturally disperse so it does not need to be wiped. The nozzles should be sprayed twice a day, first and last thing. Never use general cleaning products on the taps - contact EcoPure Waters to purchase the appropriate solution. Before filling, clean your working surfaces with your normal surface cleaner such as D10.
2. Conduct a daily audit	Check how many water bottles will be required for the next day in the guest rooms and meeting spaces (depending on where you are using filtered water).
3. Fill and seal the bottles	Only authorised, food hygiene trained team members should use the filtered water machine. Before filling, always wash your hands and wear hygiene gloves. Test run the still and sparkling water to check that the system dispenses cold and carbonated water. When filling, fill to the neck line (not to the top) and cap/seal the bottle immediately. Bottles destined for guest rooms must be sealed by swing stopper or the plastic/metal cap. Only the designated reusable glass bottles may be used for filtered water - never use these bottles for anything other than water.
4. Store and deliver the bottles	Stack the filled bottles in crates. Store the filled bottles standing up in a cool, dry environment and ensure a stock rotation system is in place so the oldest bottles are used first. Sparkling water tastes better served chilled; still water can be stored at room temperature. Ensure the filled bottles are ready for the housekeeping and M&E teams to take to guest rooms and meeting rooms. Inform the housekeeping team to place the bottles away from direct sunlight and to check the outside of the bottles have no finger marks.
5. Clean and replace the bottles	Inform the housekeeping team to bring down all filtered water bottles on check-out, when used, or after 2 days for long-stay guests. You can use the linen change report and procedure to ensure bottles are changed after 2 days. Ask housekeeping to advise you of any breakages or losses. Refresh the water in the glasswasher and clean filters of any residue. As empty bottles are brought down by housekeeping, empty them and stack them upside down in the segmented dishwasher trays. Put them through your glasswasher on the highest heat setting/longest run (normally 2-3 minutes). Bottles must be washed in the specialised bottle washing trays, placed upside down empty or with swing caps open. Handle bottles with care - don't let them bang or rub together, as this can weaken the glass. Check for chips on the bottle rim after cleaning and dispose of any bottles that are chipped. After cleaning, allow bottles to cool. If they aren't being filled immediately, cover them to avoid contamination.
6. Finishing up for the day	Sanitise the water filling taps again at the end of the day using the sanitising spray. If using capped bottles, wash the storage box next to the machine once a week. Note any breakages and carry out a stock check every week. Reorder if bottle stock is close to 2 par, or caps are down to the last half box - supplier lead times can be up to 2-3 weeks. Expect to replace 10-20% of bottles a year due to damage or loss; using larger bottles (litre or 750ml) in guest rooms reduces the rate at which bottles leave with guests.

Operating standards checklist

• The water filling taps must be sanitised every day using the appropriate solution - contact EcoPure Waters to purchase this solution.
• Team members must wear gloves to fill and cap the bottles.
• Only authorised, food hygiene trained team members should touch the machine.
• The equipment must be under the direct supervision of a member of the F&B team and should not be placed in a general area such as the staff canteen.
• Only the designated reusable glass bottles may be used for filtered water, and never for anything other than water.
• Bottles can only be washed in specialist filtered water bottle segmented dishwasher trays that allow steam to pass through the whole bottle - contact EcoPure Waters to purchase these and any additional storage crates and tap sanitiser.
• A care log must be in place showing daily and weekly hygiene tasks.
• A first aid kit must be available close to the machine.
• A process must be in place to ensure all filtered water bottles are washed and refilled after 2 days if not used.
• UK only: six-monthly maintenance of the equipment must be carried out by EcoPure Waters (high-volume hotels may require maintenance more often).

Related guides

• Daily Cleaning Guide - the twice-daily Bio Guard sanitising routine referenced in step 1
• Food Safety & Personal Hygiene Guide - hand hygiene and food safety procedures for staff filling and dispensing water
• Bottle Washing, Capping & Storage Guide - full detail on wash temperatures, capping hygiene and cold storage
• Bottling Procedure Guide - the on-site bottling method referenced in step 3

Need sanitising solution, storage crates, bottle washing trays or tap sanitiser? Contact EcoPure Waters to order.