Pharmaceutical Document Storage

 

The industry is highly regulated, as are the processes related to the recording and documentation of the testing, manufacturing, and production of drugs. For many organisations, information is meticulously recorded in Lab Books, with each page number recorded along with a user signature.

We have been commissioned to store physical books for both safety, and future audit requirements. With options for retrieval of the books, pharmaceutical companies often use our range of services.

A Variety of Pharmaceutical Documents

 

 

Pharmaceutical and clinical companies regularly store a variety of physical documents with us to comply with regulatory requirements and to maintain accurate records of their operations.


Pharmaceutical documents are securely stored within boxes

Insurance Documents We Manage

Clinical Trial Documents

These include protocols, informed consent forms, trial master files, investigator brochures, and case report forms. These documents are critical for ensuring the proper conduct of clinical trials and for regulatory submissions.

Regulatory Submissions

Applications for drug approval, such as New Drug Applications (NDAs) and Biologics License Applications (BLAs), along with supporting documents, are stored. This also includes correspondence with regulatory agencies like the FDA or EMA.

Quality Control Records

Documentation related to quality control tests, validation of testing methods, and batch records are crucial for demonstrating compliance with Good Manufacturing Practices (GMP).  

Standard Operating Procedures (SOPs)

These are detailed, written instructions to achieve uniformity in the performance of a specific function. SOPs are vital for training and ensuring consistency in operations.

Manufacturing Records

This includes batch manufacturing records, packaging records, and equipment maintenance logs. They are key to tracing the production history of a batch of a pharmaceutical product.

Pharmacovigilance Documents

These involve adverse event reports, safety monitoring reports, and risk management plans. They are critical for ongoing monitoring of the safety profile of a drug.

Patent and Intellectual Property Documents

Patents, licensing agreements, and other intellectual property-related documents are stored to protect proprietary information and innovations.

Auditing and Inspection Reports

Records of internal audits, as well as inspections by regulatory authorities and other third parties, are kept for reference and compliance purposes.

Training Records

Documentation of employee training on processes, equipment, and regulations is important for compliance and for maintaining high standards of operations.

Research and Development Documentation

Lab notebooks, research reports, and data from pre-clinical studies are essential for tracking the progress of drug development and for future reference.  

Get in Touch



 

If you would like further details on our document storage services, please click here for a quick quote or reach out to us on 08081 454647.

Store your pharmaceutical files safely with our Document Storage service

Other Physical Document Storage FAQs

What sort of boxes do we need to use for storage?

Boxes should be of sufficient construction for stacking on pallets and should not contain material that weighs more than 20kg for each box. We can advise clients on suitable boxes if required. We retain the right to reject boxes delivered to our facility if overweight or of poor construction.

All boxes must be marked by number by client (min 2 box ends) in order for tidy stacking and database entry. Numbering / colour-coding can be used as required by client.

 

Where are boxes stored?

For over 20 years we have had a separate document storage warehouse facility based near Kings Ripton, Huntingdon, which is CCTV monitored, secure, and alarmed, with intruder and fire/smoke detection. Boxes are rack mounted on pallets.

How do we handle the secure storage of documents?

We can arrange collection in bulk or in smaller quantities, of properly constructed boxes or, the client can arrange for delivery themselves.

Firstly, as boxes are stored in tiered racking in our document storage facility, clients need to use appropriate box size and construction to retain integrity, especially over a long storage period, before filling with files (paper weighs a lot!). We can provide advice on the correct specification and even arrange for the purchase of suitable boxes if required.

Next, all paper-based boxes should be labelled with the minimum requirements being the marking of box ends with the same relevant box number. A list of boxes to be collected for document archive storage should also be emailed in advance, to act as a check list on delivery.

Once received, we check the boxes in and enter the details such as bay location onto our database. We also confirm receipt and notify the client of any boxes that don't meet the agreed storage standards.

How quickly can boxes be returned from storage?

Options include a standard 48 hour turnaround from client retrieval request, or an emergency 24 hour service for more time-sensitive retrievals. Boxes will be delivered via our secure courier service.

Is there a minimum contract period?

Yes, the minimum contract period for storage is two years.

Do you provide a confidential shredding service for records that are beyond their required storage lifespan?

Yes, assuming the client can provide accurate information (i.e. advance notice of destruction dates for stored boxes). We will then add this information to our database and schedule these for confidential on-site shredding. However, we will always send a destruction order for the client to sign off at least 1 month before the scheduled destruction date.

Costs for this service are based on weight, which will be quoted on an ad-hoc basis.

Enquire today about our document storage services

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