Who Regulates Medication Storage?
The U.S. Drug Enforcement Administration (DEA) provides minimum requirements for storage of controlled substances for practitioners, designed to prevent diversion or theft of controlled substances. While these federal rules apply specifically to controlled substances, they are generally seen as best practice for all medications. Many states also have their own guidelines covering storage of non-controlled medications, so it is important to understand both the federal and state requirements before you begin dispensing.
DEA Requirements for Controlled Substances
Under DEA regulations, controlled substances must be stored in a securely locked cabinet of “substantial construction.” The federal regulations do not specifically define locked cabinet construction; the intent of the law is that controlled substances must be adequately safeguarded. As the DEA explains, that means the adequacy of a particular cabinet depends on the circumstances: depending on the other security measures in place, a wooden cabinet may or may not be considered adequate, and in an area with a high crime rate, a strong metal cabinet or safe may be required.
Some of the factors considered when evaluating a practitioner’s controlled substances security include:
- The number of employees, customers, and/or patients who have access to the controlled substances.
- The location of the registrant (high or low crime area).
- Use of an effective alarm system.
- Quantity of controlled substances to be kept on hand.
- Prior history of theft or diversion.
Please consult the DEA website for complete and current information. We also recommend consulting your state and local requirements, as they may differ from the federal regulations.
Storing Non-Controlled Medications
Federal storage requirements focus on controlled substances, but sensible security matters for the rest of your inventory as well. As a general rule, we recommend keeping all medications — whether controlled or uncontrolled — in a locked cabinet or closet at a minimum. The exact requirements depend on the specifics of your practice location. Limiting who has access to your medication inventory also keeps counts accurate and makes any discrepancy easier to trace.
Storage and Recordkeeping Go Hand in Hand
Secure storage is only half of the equation. In most states, dispensing practices are required to maintain detailed records of all medication inventory, including dispense records, expired inventory, and lost inventory. Good physical security and good records reinforce each other: when access is limited and every package is tracked, your counts stay accurate and any problem surfaces quickly.
PharmaLink’s dispensing software helps you satisfy these recordkeeping requirements. As long as you use the system to dispense medications to your patients, it tracks all inventory coming into and going out of your practice. Barcode scanning ties each dispense to a specific package and lot number, and built-in checks prevent expired items from being dispensed — giving you a clean, complete audit trail alongside your physical safeguards.
How PharmaLink Simplifies Storage
PharmaLink supplies more than 2,000 branded and generic medications in prepackaged, factory-sealed, ready-to-dispense packages. Compared with bulk bottles, prepackaged inventory is simpler to store and account for: packages remain sealed until the moment they are dispensed, and each one is individually identifiable in the system. Our team can also answer practical questions about setting up your storage area as part of your program setup, which takes as little as 3 business days once your application is complete.
Questions About Storage?
If you have any specific questions about medication storage or PharmaLink’s services, or if you’re ready to get started, please contact us and a representative will be in touch with you shortly. For related requirements, see our pages on Medication Labeling Requirements and PDMP Reporting Requirements.