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Eliminating Data Integrity Errors Through Digitization
Eliminating Data Integrity Errors Through Digitization
Across multiple sectors and geographies, government and industry regulators today
harness the power of digital technologies to enforce more rigorous standards. Rather
than allow industries to self-regulate or to rely only on sporadic inspections, regulators
such as the U.S. Food and Drug Administration (FDA) now insist on data submissions
from businesses. The information required includes audit trails detailing how data
was collected, stored, and used; evidence of risk assessment; adoption of a quality
management system (QMS); evidence of certification schemes, sustainability, and supply
chain monitoring, among a host of other metrics.
For businesses faced with these arduous demands, ensuring data integrity can be
challenging. Organizations must know what figures underlie their operations in order to
submit accurate, complete, and timely reports. Their data collection and storage systems
must be robust and transparent. Employees must understand the importance of data
integrity and be trained to take the necessary actions to maintain it.
Falling out of compliance with data integrity can impose significant consequences:
This white paper outlines the urgent need for businesses to adopt strong data integrity
practices and identifies measures for how to achieve and sustain compliance. It
then explores the practical effect of heightened data integrity requirements on four
industry sectors, each of which faces new regulatory pressures — demanding greater
accountability and transparency of the companies in those industries.
• Physical Integrity – Protecting the completeness, accuracy, and security of the data
within the infrastructure where it is stored and retrieved. Threats to physical integrity
include disasters such as floods or fire, power outages, and hacking disruption. Data’s
physical integrity can also be compromised by human error or by poor storage.
• Logical Integrity – The assurance that data remains unchanged despite being used
in different ways over time through relational databases. It ensures that data always
makes sense within its context.
To sum up the concept of data integrity, the FDA developed the acronym ALCOA as a
helpful way to identify and understand the data integrity standards:1
• A - Attributable
• L - Legible
• C - Contemporaneous
• O - Original
• A - Accurate
Among the main attributes of data integrity are to ensure that data is:
• The original (or a true copy) and kept secure from modification, corruption, or loss.
• Retained throughout the product’s life cycle.
• Complete and contains all the data’s history.
• Accompanied by all metadata, as well as appropriate validation data.
• Stored in a way that prevents deterioration.
• Searchable and retrievable for audits or legal review purposes.
• Traceable to its origin.
For medical device manufacturers, the data integrity implications of these new regulations
are widespread and profound. In summary:
To assist medical device manufacturers, the FDA issued some guidelines on data integrity
relevant to that industry sector:
Sustaining Compliance
As with the new European regulations, the FDA stresses the need for a digital QMS, which
helps ensure the integrity of data and compliance with all other regulatory requirements,
while remaining audit-ready at all times. As the agency points out, a digital QMS will
preserve the meaning of original records, allow companies to restore any deleted data,
and avoid out-of-synch metadata during any revision process. It will also track changes
automatically, identifying who made any changes and the reason for the change.
Medical device manufacturers who take data integrity seriously and adopt the right
mindset and technologies to pursue risk-based oversight and prevention will benefit from
enhanced compliance and speed to market. The alternative is a higher risk of stoppages,
delays, and regulatory observations.
#2 Pharmaceutical Companies
When the FDA compiled a report on 163 drug shortages in the United States between
2013 and 2017, it found that 62% of supply disruptions stemmed from manufacturing or
product quality issues. To reverse that trend, the agency recommended that pharmaceutical
companies adopt a digital QMS to help anticipate and mitigate such problems ahead of time.6
Central to a QMS in the pharma industry is an audit trail. This is a valuable tool for
maintaining data integrity, compliance, and product quality. As the FDA notes in its Data
Integrity and Compliance with cGMP guidance, drug manufacturers are expected to
record the date and time of operator entries and actions that create, modify, or delete
electronic records, and to track actions at the record or system level. This means that
whenever anyone accesses the computer system, renames, or deletes a file, the action
must be recorded.7
Food industry experts agree that reliable data underpins good decision-making and good
science, with product quality, safety, and efficacy all dependent upon data generated
through products’ life cycles. The FDA now insists upon far greater data integrity than in
the past. As a result, the agency has cited food companies for numerous data integrity
breaches, from inaccurate and incomplete records to backdating, fabricated data, and lack
of data to support records.
To achieve regulatory compliance, food companies should adopt digital solutions to ensure
data integrity throughout their supply chains. They can maintain digital continuity and
integrity while complying with industry regulations. Putting data on a digital platform
enables companies to unify their data, applications, processes, people, and external partners.
As a result, data is consistently available in an unaltered, useful, and contextual state.
On its website, the FDA stresses the importance of food safety for the benefit of ensuring
public health. Around 48 million Americans suffer from foodborne diseases every year,
while 128,000 are hospitalized and 3,000 die. The agency argues that if all food producers
followed the FSMA guidelines, these figures would be dramatically lower.9
Whether coming from overseas or sourced in the United States, the FDA’s requirements
for products that undergo laboratory testing suggest that ensuring data integrity is
paramount. Food importers in the U.S. have a responsibility to provide technically sound
and reliable data. If the FDA questions the integrity of a laboratory’s sampling or testing
program, it can then conduct on-site visits and review procedures.
As a result, food companies are encouraged to invest in strengthening their data integrity
standards related to the laboratories they collaborate with, adopting third-party
accreditation, quality programs, technical competence, and validated methods that, in
combination, improve consistency and produce reliable and integrated data.
They also need to set annual impact reduction targets to reduce any adverse
environmental impacts.14
The European Union introduced similar legislation in March 2021 in its Sustainable
Corporate Governance initiative, which includes measurement of environmental, human
rights, and social impacts along supply chains.16
The legislation presents a number of challenges for organizations. For example, providing
data from their own operations and those of their suppliers in a consistent, reliable, and
up-to-date format will require a major investment in data integrity management — adding
potential costs on one hand and enhancing their sustainability credentials on the other. In
the past, many fashion companies have chosen to manufacture goods outside the U.S. in
low-wage regions. They will now have to balance these savings with the additional cost of
reporting and managing data in addition to facing potential reputational and financial costs
if found to be noncompliant.
In the cosmetics sector, the UK Competition and Markets Authority brought in its Green
Claims Code in January 2022, obliging companies to provide evidence when they claim
their products to be clean, green, eco-friendly, or biodegradable. There will also be greater
scrutiny of the sustainability of their products and ingredients.17
“Our customers demand, and deserve, more transparency than ever before,” wrote Dr.
Emma Meredith, Director General of the Cosmetic Trade and Professional Association
(CTPA) in February 2022. She noted that post-Brexit trade arrangements will create
challenges for the sector and that cosmetics companies will need to comply with
differing regulations in the UK, Europe, and worldwide. Data integrity will prove vital in
this endeavor.18
• Laboratory operations do not include complete data derived from all tests, and
procedures are not documented at the time of performance.
• Data is first recorded on an unofficial spreadsheet and later transcribed to an official form.
• Deviations are not thoroughly investigated or accurately documented and corrected in
accordance with regulatory guidelines.
• Test result data is concealed, or tests are performed repetitively until desired results
are achieved.
Achieving cGMP compliance alone does not indicate whether a manufacturer is investing
in improvements to pursue sustainable compliance, which involves having consistent
control over manufacturing performance and quality. A white paper published by the
FDA’s Center for Drug Evaluation and Research (CDER) emphasizes the value and
importance of QMM.
“There is now mounting evidence to support the hypothesis that sites with more mature
quality management practices simply perform better than other sites.”20
The FDA implemented the Quality Metrics Reporting program to gather data on key
metrics to:21
• Obtain quantitative and objective information about manufacturing quality and reliability.
• Integrate the metrics and resulting analysis into its quality surveillance program.
• Assist in identifying products at risk for quality problems (e.g., quality-related shortages
and recalls).
Cross-Functional Collaboration
Based on the FDA’s assertion about the importance of sustainable compliance,
maximizing operational effectiveness calls for deploying platform technology —
particularly the integration of quality and manufacturing efforts. With more data
and more uses for data, companies have an opportunity to set up a more data-driven,
intelligent organization. Systems and data, traditionally residing in one domain or
another, can now be more transparent. This allows companies to increase efficiency
in all functional areas.
By digitizing and automating all production processes, your organization can gather and
share data in real time and gain insights needed to:
• Optimize production.
• Reduce deviations and corrective action/preventive action (CAPA).
• Improve right-first-time (RFT) metrics.
• Accelerate product releases.
• 62% of health care Connecting Data Across the Entire Product Life Cycle
organizations are thinking
of investing in AI in the Innovations currently moving through regulatory pathways are made possible through
near future. technologies enabling connectivity, interoperability, and the use of more data. Data is
• 72% percent of companies more abundant and more focus-area specific, which provides more value when used with
believe AI will be crucial advanced technologies, including:
to how they do business in
the future.22 • Artificial intelligence (AI) – An AI algorithm that has a programmed ability to continue
learning and adapting based on the data it receives, making it useful for processes that
involve analyzing enormous amounts of data.
• Machine learning (ML) – A branch of AI that is a technique for designing and training
software algorithms to learn and act on data.
The FDA’s modernization and transformation efforts illustrate how digitization of data
management is the direction companies in the life sciences industry are heading. This
means businesses developing regulated products will find it in their best interest to do
what they can on their end to help expedite regulatory approvals.
For example, color coding involves human factors testing and sending the data to the FDA
for evaluation. This emphasizes the importance of maintaining data integrity in all label
design and artwork management tasks.
Companies also have the potential to organize the processes into a workflow specifically
designed to ensure that compliance is achieved at every step of each process, that
mistakes are eliminated, and that every step of the process is logged and easily proven
to be compliant. The capabilities and accompanying benefits of end-to-end labeling and
artwork management software to ensure labelling compliance include:
• Automated processes – Automating the labeling process can reduce or even eliminate
errors and ensure that stakeholders have completed their task before the next
stakeholder becomes involved. Everyone understands the process, where the label
design is, what the next steps are, and when the task is complete. Each step of the
process is logged and recorded.
• Text, phrase, logo, and template library – This library contains only approved
materials in their correct sizes. It guides users on how to fit and use each item. The
phrase library contains approved text in every language needed.
• Built-in compliance at every stage – No label can be passed onto the next stage
of its production without it being checked and approved by the relevant regulatory
stakeholder. Each change and its subsequent approval are documented.
• Faster time to market – Keeping the processes in-house and automated reduces the
number of errors and noncompliant labels. This dramatically reduces the costs and time
needed to return a product to market.
• Global compliance and label artwork distribution – End-to-end labeling and artwork
management allows a business to centralize its labeling and artwork generation, while
still being able to ensure regional compliance. It also allows for the digital distribution of
its finished artwork around the globe.
• Scale – Changes to large product ranges can be made accurately, quickly, and easily.
Simply change one label and let the automated system make the changes to the rest of
the range.
Automating label design and artwork management helps ensure accurate control and
recording of the production processes. In turn, regulatory compliance becomes less of a
burden, less time-consuming, and less costly.
Conclusion
Maintaining data integrity is no longer a “nice-to-have” or “if feasible” factor on an IT
check list. It has become central to business operations and commercial survival. As
public sentiment around product safety, cybersecurity, supply chain ethics, environmental
responsibility, and standards of governance continues to evolve, businesses will have
to demonstrate compliance with a growing number of regulations. This compliance will
be challenging for some to achieve, but the advantages of data reliability, operational
efficiency, pace of innovation, speed to market, public confidence, and enhanced
reputation will more than compensate for the effort and expense involved.
About MasterControl
MasterControl Inc. is a leading provider of cloud-based quality and compliance
software for life sciences and other regulated industries. Our mission is the same as
that of our customers – to bring life-changing products to more people sooner. The
MasterControl Platform helps organizations digitize, automate and connect quality
and compliance processes across the regulated product development life cycle. Over
1,000 companies worldwide rely on MasterControl solutions to achieve new levels of
operational excellence across product development, clinical trials, regulatory affairs,
quality management, supply chain, manufacturing and postmarket surveillance. For more
information, visit www.mastercontrol.com.
References
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Drug Administration, April 2016.
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Alec Bokman, Lars Fiedler, et al, McKinsey & Company.
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Aug. 26, 2010.
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Aug. 6, 2019.
6. “Drug Shortages: Root Causes and Potential Solutions,” U.S. Food and Drug
Administration (FDA), 2019.
7. Supra, note 1.
8. “Food Safety Modernization Act (FSMA), U.S. Food and Drug Administration
(FDA),” Dec. 02, 2021.
9. Supra, note 8.
10. “FSMA Final Rule on Accredited Third-Party Certification,” U.S. Food and Drug
Administration, April 22, 2020.
11. “FSMA Final Rule on Foreign Supplier Verification Programs (FSVP) for Importers
of Food for Humans and Animals,” U.S. Food and Drug Administration (FDA)
April 27, 2022.
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Administration (FDA), July 7, 2020.
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and Drug Administration (FDA), Aug. 20, 2018.
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Alyssa M. Sones, et al, The National Law Review, Apr. 29, 2022.
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Feb. 11, 2022.
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18. “Five Reasons for the UK Cosmetics and Personal Care Industry to be Cheerful
in 2022,” Dr. Emma Meredith, Cosmetic, Toiletry & Perfumery Association (CTPA),
Feb. 8, 2022.
19. “Under the Spotlight: Data Integrity in Life Sciences,” Deloitte.
20. “Quality Management Maturity: Essential for Stable U.S. Supply Chains of Quality
Pharmaceuticals,” Center for Drug Evaluation and Research (CDER).
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Apr. 5, 2022.
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McGrail, Pharma News Intelligence, Apr. 30, 2021.
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Minimize Medication Errors,” U.S. Food and Drug Administration (FDA), May 2022.