How to adapt to the eCTD 4.0 successfully?

Pharma regulatory affairs is centered around the common technical document (CTD) that is required for the registration of pharmaceutical products in all markets. In more recent times the shift from the CTD to the electronic CTD (eCTD) is being adopted by regulatory agencies worldwide to overcome challenges associated with large amounts of paper-based data and to help facilitate more harmonized and efficient submissions. This is because it enhances review and submission processes, results in more accurate & precise submissions, mitigates duplicate submissions (due to better document organization), and implements a single, standard format that is accepted worldwide.

Implementing the eCTD 4.0

What is the eCTD 4.0?

The eCTD 4.0 is the most recent eCTD standard that address some of the key limitations. It’s main goals are to implement changes that accelerate and maximize the efficiency of regulatory submissions; enhance the communication channel between sponsors and regulatory agencies; and more importantly improve the global harmonization of the eCTD format. While some regulatory agencies have already implemented the pilot version, others are still due to accept the eCTD 4.0.

However, organizations that are more familiar with paper-based submission establishments face challenges when making this shift. So, what are some ways in which the eCTD 4.0 can easily be adopted?

Things to consider for easy adaptation of the eCTD 4.0

Gap Analysis and implementation plan

It is important to reflect on the current systems and processes in place for regulatory submissions. A gap analysis should be conducted to detect any deficiencies, areas that require improvement, and review key internal procedures to ensure that they are maintaining compliance with the eCTD 4.0 standards. Partnering with a regulatory service provider that has the experience and knowledge of the most recent standards can be beneficial in conducting an effective gap analysis.

A plan must be created and implemented once all the gaps have been identified. These would ideally incorporate relevant timelines as well as a plan that facilitates communication between all teams such as publishing, regulatory affairs, IT, etc. 

Data consistency and software validation

It is imperative for data to be of high quality and consistent throughout the eCTD 4.0 submissions. Hence, teams must ensure that the information is accurate and consistent along documents and sections within these documents.

It is important to ensure that submissions maintain compliance with ICH standards. The eCTD version 4.0 includes validation criteria that checks for this. Thus, regulatory consulting organizations recommend validation software to help make sure that compliance with ICH standards is being met and reduce any risk of submission rejection by the regulatory authority.

Additionally, it is important to ensure that all staff and stakeholders associated with the eCTD 4.0 are trained regulatory on the submission procedure, the technical know-how, and are apprised on the importance of high quality data to facilitate the transition to eCTD 4.0. Following adoption of the eCTD 4.0., it is crucial to observe and assess the 4.0 submission processes on a regular basis. 

Conclusion

In order to strategically and effectively adopt the eCTD 4.0 standard, organizations must give time and develop a strategic & comprehensive approach that starts from identifying gaps to constant evaluation of the eCTD 4.0 submissions. Partnering with experts in the field can help support the transition to the new standard which provides regulatory solutions to some of the challenges faced by organizations that rely on paper-based submissions.