Regulatory Open Forum

This is a practical question or an internal practice question on the printed ad promo materials.  Typically, when marketing prints any ad promo materials, they will also give regulatory a copy, we regulatory file them in the cabinet, and have been doing this for years and the cabinet is running out of space…also no one ever sees these archived printed ad promo materials anymore, new people just look at the electronic version before it gets printed.  I certainly see the value of keeping these printed ad promos' materials in the regulatory cabinets, however at the same time, think it is a waste of time and space, I wanted to reach out to colleagues here to ask if you are still archiving these materials in RA offices physically for the expired ones, and for the newly printed ones, or skipped doing it nowadays?  Thanks for any feedback you may have!

This is a practical question or an internal practice question on the printed ad promo materials.  Typically, when marketing prints any ad promo materials, they will also give regulatory a copy, we regulatory file them in the cabinet, and have been doing this for years and the cabinet is running out of space…also no one ever sees these archived printed ad promo materials anymore, new people just look at the electronic version before it gets printed.  I certainly see the value of keeping these printed ad promos' materials in the regulatory cabinets, however at the same time, think it is a waste of time and space, I wanted to reach out to colleagues here to ask if you are still archiving these materials in RA offices physically for the expired ones, and for the newly printed ones, or skipped doing it nowadays?  Thanks for any feedback you may have!

This is a practical question or an internal practice question on the printed ad promo materials.  Typically, when marketing prints any ad promo materials, they will also give regulatory a copy, we regulatory file them in the cabinet, and have been doing this for years and the cabinet is running out of space…also no one ever sees these archived printed ad promo materials anymore, new people just look at the electronic version before it gets printed.  I certainly see the value of keeping these printed ad promos' materials in the regulatory cabinets, however at the same time, think it is a waste of time and space, I wanted to reach out to colleagues here to ask if you are still archiving these materials in RA offices physically for the expired ones, and for the newly printed ones, or skipped doing it nowadays?  Thanks for any feedback you may have!

Many companies no longer keep those file cabinets, but use an electronic record of some sort - provided you validate electronic records as part of your QS. 

Many of them keep both the design materials that were approved by whoever the companies required approvers are (reg, legal etc) and also a scanned copy of any materials that were distributed in hardcopy.

If you just prefer hardcopy to official electronic copies, I'd highly suggest a document retention policy that allows you to toss older hard copies. Note - work with legal on this as there are always needs to consider any impacts on legal situations.

Ginger

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Ginger Glaser RAC
Chief Technology Officer
MN

Original Message:
Sent: 13-Feb-2024 14:26
From: Anonymous Member
Subject: Ad Promos Materials Regulatory Department Internal Filing Questions

This message was posted by a user wishing to remain anonymous

This is a practical question or an internal practice question on the printed ad promo materials.  Typically, when marketing prints any ad promo materials, they will also give regulatory a copy, we regulatory file them in the cabinet, and have been doing this for years and the cabinet is running out of space…also no one ever sees these archived printed ad promo materials anymore, new people just look at the electronic version before it gets printed.  I certainly see the value of keeping these printed ad promos' materials in the regulatory cabinets, however at the same time, think it is a waste of time and space, I wanted to reach out to colleagues here to ask if you are still archiving these materials in RA offices physically for the expired ones, and for the newly printed ones, or skipped doing it nowadays?  Thanks for any feedback you may have!