GUIDE TO

REPORTING AND INVESTIGATION OF QUALITY DEFECTS IN

THERAPEUTIC GOODS

Document History: 1st Edition

Effective Date:

Drug Regulatory Authority of Pakistan

GOVERNEMNT OF PAKISTAN
Telecom Foundation Complex, Sector G-9/4, Islamabad.
HISTORY
This is the first edition of these guidelines.

APPLICATION ----- (Guideline for Industry)

This is a guide for the Manufacturers, Importers, Wholesalers, Distributors and retailers.
This guide covers the reporting of potential quality defects to Drug Regulatory Authority of
Pakistan involving the following categories of medicinal products for human and veterinary
use:

• Therapeutic goods which are the subject to a registration/enlistment from DRAP.

• Active substances used in the manufacture of therapeutic goods, in the event of a

serious or potentially life-threatening situation.

Note: where the defective active substance has been used in the manufacture of finished
product batches, already released to market, this guidance document applies, in the usual
way, for the finished product manufacturer.

PURPOSE:

The purpose of the guidance is to ensure that stakeholders are better equipped to report
and investigate quality defects arising from current Good Manufacturing Practices
issues. The overall aims are:

(i) To ensure that potential quality defects are properly investigated and
reported appropriately in the requisite timeframes.
(ii) To ensure that the requisite oversight is applied to defect issues,
corresponding with the level of risk posed to end user.

DRAP verifies monitoring of investigations into quality defects, to assess the level of
risk and agree which market actions, if any, are required to mitigate against that risk
and to oversee corrective and preventative actions.
1. QUALITY DEFECTS

A quality defect in a medicinal product may be defined as an attribute of a

medicinal product or component which may affect the quality, safety and/or
efficacy of the product.

2. CLASSIFICATION OF QUALITY DEFECTS

Suspected or confirmed quality defects may be classified into three categories,

according to the risk posed to patient or animal health.

Critical quality defects are potentially life threatening or could pose a serious risk to
patient or animal health.

Major quality defects are those which could cause illness or mistreatment but are not
critical.

Minor quality defects are those which are unlikely to pose a risk to patient or animal
health.

As a general rule, only minor and some major defects may be considered non-
reportable.

3. INITIAL INVESTIGATION PHASE / INFORMATION

GATHERING

In many cases, the classification, required action(s) and reporting requirements

associated with a quality defect will be easy to determine immediately, for example an
obvious quality defect, known to affect multiple units or batches. In some cases, these
aspects will not be clear, usually where single or sporadic reports are observed or
received from the market. It can be unclear if such cases represent a true defect issue or
not. Either way, enough information should be gathered, to confirm:

a. If there is a potential defect (i.e. that the complaint/report is justified)

b. If there is a risk to patient or animal health
c. When and if the issue needs to be reported to DRAP
d. If any market action is required

There are two phases in assigning the above criteria of (b) to (d) to a
defect:
(i) Gathering information on the defect and
(ii) Assessing its potential effects.
3.1. Information Gathering

Before assessing the risk associated with a potential quality defect, a greater
understanding of the defect should be gained. Information gathering can include such
elements as:

• Full description of the defect and an examination of samples, if possible

• Correspondence with the individual(s) who reported the defect, if applicable
• Review of batch records and any change controls or deviations associated with the
batch(es)
• Review of previous complaints for the product/batch(es)

Review of previous complaints for the product/batch(es) shall reveal the following;

(i) The defect is isolated in nature and, therefore, may not need to be reported if the
level of risk does not warrant it, or

(ii) The defect is more widespread throughout a batch/batches and/or has the
potential to lead to a shortage or recall; in such cases it should be reported. Full
knowledge of the extent of a defect upon reporting is helpful and can greatly
speed up the investigative process.

3.2. Risk Assessment

The ICH Q9 Guideline on Quality Risk Management (QRM) may usefully be applied
for risk assessment and to determine whether a suspected defect should be reported.

Subsequent to or in parallel with initial investigation methods, the actual risk associated
with the defect itself should be considered. Good information gathering can make risk
assessment easier and less time-consuming.

There are four distinct parts to quality risk management: risk assessment, risk control,
risk communication and risk review. Determining whether a defect should be reported
should involve risk assessment and risk communication activities. Risk control and risk
review will follow, but only as remedial measures, where necessary after the decision
has been made on the reporting of the defect.

Factors to consider while assessing the risks associated with a potential quality defect
include:
a. Potential consequences of the defect on patients or animals

b. Nature of the product involved (e.g. its route and method of

administration, its therapeutic class, etc.)
 c. Nature of the patient population (or the most vulnerable of the patient
populations e.g. neonates, infants, children, elderly, pregnant women etc)
using the product.

d. Risk posed by the patient not taking the product as a result of the defect (risk
vs benefit ratio).

4. DECISION ON REPORTING AND TIMELINES

Once initial investigations, as required, have described the defect, established its extent
and classified the risk, it should be possible to determine when, and if, it should be
reported to DRAP, using the following guidance and approximate timelines:

Critical or major defect issues which may lead to a recall, should be reported
immediately (as soon as reasonably possible). So that agreement can be reached on
quarantine actions, recall level and availability of replacement stock, to minimize the
exposure of the defective batch. Before reporting, stock can be quarantined at the
primary wholesale or distributor level, to minimise additional exposure.

Minor or major issues where there is no proposed market action, but which are deemed
reportable, should be reported in a timely manner. It is permissible to allow time for
information gathering, but the amount of time spent doing so should be commensurate
with the perceived risk. This could be a few days for potentially higher risk defects, to a
maximum of around two weeks where the risk is lower. It is generally not considered
acceptable to wait more than two or three weeks, or necessary to complete an
investigation before reporting.

4.1. What to report:

Manufacturers shall report any defect that may result in a recall of stock or restrict supply.
Examples include but need not be limited to;

• Non-conformance with any of the details of the registration/enlistment (labeling,

packaging, components, method manufacture, raw material suppliers).
• Risk to Sterility Assurance for example a probable media failure or environmental
monitoring indicating gross contamination, specified pathogens, unusual
microorganisms or any other unexpected results.
• Risk of product mix-up– any situation where a patient may inadvertently take one
product in place of another. This includes mis-labelling and rogues.
• Cross contamination either by other pharmaceutical materials, or by substances that
could be harmful (residual solvents, non-pharmaceutical substances such as
pesticides, industrial chemicals).
• Where the product may cause physical injury, for example presence of broken glass or
plastic particles in an eye preparation or an oral liquid.
• Stability out of specification (OOS), or out of trend with implications for batches in
the market (remember other production batches may also be implicated).
Reportable quality defects should be notified by manufacturers, wholesalers and
distributors using the quality defect report form (Appendix 1). The information to be
provided when reporting a potential quality defect is detailed in the (Appendix 2). While
details of the investigation performed to date should be included in the initial quality
defect report, submission of the quality defect report should not be delayed, pending
completion of the root cause investigation.

A separate quality defect investigation report should be prepared upon completion of

the company investigation to establish the root cause of the quality defect which
includes the steps taken to investigate, correct and to prevent the source of the quality
defect.

Once a batch of product has been made available for sale at a wholesaler and, once
that batch is retrieved due to a potential quality issue, this is considered a recall and
procedure for recall (Rapid Alerts and Recalls Arising from Quality Defects
Guidelines) should be followed accordingly.

4.2. Assessing A Quality Defect As Not Reportable:

Certain criteria should be used in order to determine whether a quality defect

should be reported to DRAP or not. The defect should meet all the below
criteria in order to be considered as non-reportable:

(i) The defect is isolated in occurrence. A quality defect should only be

considered non-reportable if it is determined that it is a defect which is not
widespread throughout a batch or batches of a product, or in multiple
products.
(ii) No market action is considered necessary by the company for the affected
batch(es). It is important to note that some minor defects do result in market
action, such as the quarantine or recall of a batch or a number of batches and
should be reported. For example, minor packaging and/or labelling defects
may in some cases be corrected by recalling and repackaging the affected
units to bring those units into compliance with their marketing authorisation.

4.3. What not to report:

• Non-conformances for batches not yet released (unless the root cause also links
released stock) – these should be managed through industry’s Pharmaceutical
Quality/Quality Assurance System. Manufacturer should assess the risk to quality
safety and efficacy, identify the root cause, assess whether other
batches/products/processes may be similarly affected, identify what remedial action is
required to mitigate the non-conformance, identify actions to prevent recurrence. But
you do need to report defects for released batches, even if stock hasn’t yet been
distributed to market.
• Customer complaints for isolated issues – manage through your Pharmaceutical
Quality System/Quality Assurance. For example, a customer may complain that the
 batch variable data (batch number, expiry date) on a secondary carton pack is missing,
smudged or not readable. If it is only one occurrence, it can be managed through your
PQS as above. However if it is a widespread or repeated occurrence, then there may
be a need to take market action, for example recall of affected stock or issue a Caution
in Use.
• Manufacturer shall keep a complete record of all non-reportable quality defects,
perform investigations and take corrective and preventive action and such record shall
be verified by Inspectors during regulatory inspections.

5. CONTACT DETAILS AND HOW TO REPORT

By e-mail (preferred method of reporting). Please complete the quality defect report form
(Appendix 1) and e-mail to [email protected]

Through Post to

The Director, QA&LT, DRAP,

Division of Quality Assurance & Lab Testing,
Drug Regulatory Authority of Pakistan,
3rd Floor, T.F Complex,
6 – Mauve Area, Sector G-9/4, Islamabad
 ANNEXURE-I
QUALITY DEFECT REPORT FORM

(To be filled by licensee / representative of licensee)

To, Ref No: …………………..

……………………
……………………. Date: ………………..
…………………….

Defect information Information by the Holder of Certificate of Comments from DRAP

registration/Distributor/wholesaler (expert committee, concerned
Board / competent forum)

Origin of report
1. Name of person/organization
reporting the problem
(State whether it is a complaint,
quality defect, lab report)
2. Date of report

3. Name of firm
(Registration/Enlistment
holder/manufacturer)
(Specify separately for finish import /
contract manufacturing as the case
may be.)

4. Physical address of firm

5. Telephone number of firm

6. Alternate number of firm

7. E-mail address of firm

8. Name of Quality head/QA

Incharge
Product(medicine) details

1. Name of product affected

2. Registration number

3. Dosage form

4. Strength

5. Pack size/type

6. Batch number and expiry date

Nature of defect
(For Manufacturers Only)

1. Source of problem
(e.g. SS/OOS test report, patient/
hospital/pharmacy/
manufacturer, etc
2. Details of problem

3. Number of complaints received if

any

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 4. Action taken so far (if any)/
Proposed action and its urgency

5. Type of hazard/health risk and

assessment of risk to the user

6. Proposed recall classification

and level of recall if applicable

7. Investigation
(May also be provided in
attachments)
8. Corrective and Preventive
Action
(May also be provided in
attachments)
9. Any other relevant
information
(May also be provided in
attachments)

List of attachments to this report

Place and date: ___________________

Signature and typed name: _______________

To be submitted via: _____________________

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6. APPENDIX INFORMATION TO BE PROVIDED TO THE
DRAP WHEN REPORTING A POTENTIAL QUALITY DEFECT
Product and batch details

- Product name, dosage, form, strength

- Active substance(s)
- Manufacturer(s)

- Pack size(s)
- Batch number(s) and expiry date(s)
- Number of units in the batch(es)

- Dates of distribution of the batch(es), i.e. first/last dates of distribution to/from the
primary wholesaler
- Markets to which the batch(es) were distributed and quantities that went to each

Description of the defect

- As full a description of the defect as possible (best obtained by inspection

of defect samples, but can also include correspondence with the reporter,
photographs)
- Outcome of examination and/or testing of retained sample, where appropriate
- Number of similar complaints/issues identified for the batch or product (all markets)

- Confirmation of review of batch records, historical data and any relevant

findings identified
- Review of previous complaints, investigations, if applicable
- Date when defect was first identified
- Summary of the main findings to date of the investigation performed.

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