2. What are essential documents ??
Essential Documents are those documents which individually and
collectively permit evaluation of the conduct of a trial and the quality of
the data produced. These documents serve to demonstrate the compliance
of the investigator, sponsor and monitor with the standards of Good
Clinical Practice and with all applicable regulatory requirements.
Essential Documents also serve a number of other important purposes.
Filing essential documents at the investigator/institution and sponsor sites
in a timely manner can greatly assist in the successful management of a
trial by the investigator, sponsor and monitor.
3. ESSENTIAL DOCUMENTS:-
These documents are also the ones which are usually audited by the
sponsor’s independent audit function and inspected by the regulatory
authority(ies) as part of the process to confirm the validity of the trial
conduct and the integrity of data collected.
The minimum list of essential documents which has been developed
follows. The various documents are grouped in three sections
according to the stage of the trial during which they will normally be
generated: 1) before the clinical phase of the trial commences, 2)
during the clinical conduct of the trial, and 3) after completion or
termination of the trial.
4. WHAT ARE SOURCE DOCUMENTS ??
Source Documents: • Original documents, data and
records or certified copies of original records of clinical
findings, and observations. Examples: • Signed informed
consent forms • Hospital records • Clinical charts •
Source documents are: • Records on which clinical
observations are first recorded • Legally valid • Raw data •
Support the study’s findings • Signed and dated by person
5. WHAT ARE ELECTRONIC SOURCE DOCUMENTS ??
Together with CRFs, comprise “case histories”
Electronic Source Documents/Data • Any
combination of text, graphics, data, audio,
pictorial, or other information represented
in digital form that is created, modified,
maintained, archived, retrieved, or
distributed by a computer system
Initially recorded in electronic format
6. ESSENTIAL DOCUMENTS BEFORE THE TRIAL
BEFORE Before a Study Begins The following
essential documents must be created and kept on
file at study sites before a study begins: Signed
protocol and amendments, if any. IRB-approved
Informed Consent Form and any other written
information that will be given to prospective
study participants to enable them to make an
informed decision about enrolling in the trial.
Sample case report forms, either electronic or
paper. Participant recruitment advertisements, if
7. Documentation that the Institutional Review Board (IRB) is set up in
accordance with GCP and that all necessary IRB approvals have been
obtained. Decoding procedures for blinded trials to document how, in case
of an emergency, identity of blinded investigational product can be
revealed without breaking the blind for the remaining subjects'
treatment, if applicable. Documentation of study personnel's qualifications
(e.g., curriculum vitae, professional licenses). Documentation of financial
agreements and any other arrangements between the parties involved in
conducting the study (e.g., investigator(s), institution(s), sponsor, contract
8. SOME OTHER DOCUMENTS:-
Insurance statement, where required, to document that
compensation to subject(s) for trial-related injury will be
available. If the study involves the use of an
investigational drug, instructions for handling, dispensing,
and tracking the investigational product, as well as shipping
records, and a sample of the label to be attached to the
investigational product container.
9. INVESTIGATOR”S BROCHURE:-
Investigator's Brochure, when applicable. Evidence of notification,
approval, or authorization of the protocol and its supporting
documentation by regulatory authorities (if required) Evidence of
approval or certification of facilities that are performing medical or
laboratory tests required by the study protocol. Normal value(s)/
range(s) for medical, laboratory, and/or technical procedures and
tests included in the protocol. Reports of site initiation visits and
qualification visits by quality assurance monitors.
10. ESSENTIAL DOCUMENTS DURING THE TRIAL
While a Study is in Progress The following are essential documents that
should be added to the file while a study is in progress:
Amendments to the Protocol and changes to the case report forms (CRFs),
recruitment materials, Informed Consent Form, and Investigator's Brochure.
Documentation of approval of amendments by the Institutional Review Board
(IRB) and regulatory authorities (if required).
11. ESSENTIAL DOCUMENTS DURING A TRIAL
Copies of all reports, (including interim and annual
reports), sent to the IRB and other regulatory authorities.
Informed consent forms signed by study participants. Signed,
dated, and completed CRFs and documentation of any CRF
corrections with the signature sheet. Documentation of
investigational products and trial-related materials
shipment. Relevant communications, such as letters and
meeting notes, that document agreements or discussions about
issues including protocol violations, adverse events, the
conduct and administration of the study, and all safety
information notifications and communications. or corrections
12. ESSENTIAL DOCUMENTS DURING THE TRIAL:-
Relevant communications other than site visits, such as
letters and meeting notes. Reports of interim visits by
quality assurance monitors. Curriculum vitae for new
investigators and sub-investigators. Source documents.
Participant screening log, enrollment log, and identification
code list. Documentation that investigational drugs, if used
in the study, have been handled and accounted for as required
in the protocol. Records of location and identification of
retained tissue samples, if any. Staff signature log,
documenting signatures and initials of all persons authorized
to make entries and/or corrections to CRFs.Updates to
13. ESSENTIAL DOCUMENTS AFTER THE TRIAL :-
After a Study is Completed or Terminated The following are
essential documents that should be added to the file after a
study is completed or terminated: Documentation that
investigational drugs, if used, were handled, accounted for,
and returned or destroyed as required in the protocol. List
of all participants enrolled in the study at the site
(completed subject identification code list). Reports of
closeout visits by quality assurance monitors. Final reports
to Institutional Review Boards and regulatory authorities.
Clinical study report, which documents the study’s results,