Animals > Veterinary Biologics > Guidelines / Forms Veterinary Biologics Guideline 3.24EGuidelines for Inspection of Veterinary Biologics ImportersTABLE OF CONTENTS
I. OVERVIEWA. Inspection ObjectivesPrimary Objective The primary objective of facility inspections is to assure that Canadian importers of veterinary biologics meet the requirements of the Health of Animals Act and Regulations with respect to the importation of veterinary biologics for use within Canada and export to other countries. Specifically, inspections are intended to assess whether importers are in compliance with veterinary biologics licensing requirements, and are conforming with the conditions specified on licences and permits issued under the authority of the Health of Animals Act and Regulations. Secondary Objectives
B. Inspection ProceduresThe time devoted to an inspection may vary from one-half to one day depending upon the size of the company. Canadian importers are inspected on a three to four year cycle. Inspection findings are reinforced by organization charts, blueprints and legends pertaining to facilities and equipment, and résumés of key personnel. Typical inspections would include the following activities:
An inspection report should be prepared and filed shortly after the conclusion of the inspection. The importer should be provided with a copy of the Inspection Report. The Inspection Report should include a summary of major changes since the last inspection including corporate structure, ownership, personnel, facility changes, equipment changes, product line changes, and a summary of the key findings and action items. Renewal of licences and import permits is dependent on compliance with Health of Animals Act and Regulations, and conditions specified on the licences and permits. The Veterinary Biologics Section will monitor compliance by periodically conducting onsite inspections. Importers should periodically conduct internal inspections as part of an ongoing total quality management program. II. PERTINENT LEGISLATION AND GUIDELINESThe Health of Animals Act and Regulations state that the Governor in Council may make such regulations and orders as to him seem necessary for any of the following purposes, that is to say for: regulating (i) the importation, preparation, manufacturing, preserving, packing, labelling, storing, testing, transportation and disposal of any veterinary biologics, and (ii) the sale, advertising for sale and conditions of sale of any veterinary biologics. The following are excerpts from the Health of Animals Regulations pertaining to veterinary biologics These excerpts are provided for use as a reference for inspectors. The full text of the Health of Animals Act and Regulations is available on the Internet at the following web site at the Universal Resource Locator (URL): http://www.inspection.gc.ca . Part XI. 121.(1) No person shall import a veterinary biologic into Canada unless he does so under and, in accordance with, a permit issued by the Minister. Part XI. 123. No person shall prepare, manufacture, preserve, pack, label or test a veterinary biologic unless he does so under and in accordance with an establishment license issued by the Minister. Part XI. 124. No person shall manufacture a veterinary biologic unless he does so in accordance with a product licence issued by the Minister. III. PREPARING INSPECTION NOTES and REPORTSA. Inspection Guideline and Background InformationThe inspection guideline including the background information (Appendix A) is intended to be used by the inspector as a reference for clarifying the inspection objectives and facility requirements when preparing inspection notes and inspection reports. The completed INSPECTION REPORT and INSPECTION NOTES should be signed by the inspector(s) and forwarded to the Veterinary Biologics Section (VBS) within 10 working days after the inspection. The completed inspection report will be forwarded to the importer under a covering letter signed by the National Manager, VBS. A copy of the INSPECTION REPORT, INSPECTION NOTES and INSPECTION WORKSHEET (if used) will be retained in the Veterinary Biologics Section importer file. B. Inspection WorksheetDuring an inspection, inspectors can use the INSPECTION WORKSHEET as a reference when targeting key inspection areas. If the worksheet is used to supplement notes taken during an inspection, then it should be viewed as containing Confidential Business Information and should be protected at all times and only made available to Veterinary Biologics Section (VBS) staff. The worksheet would ordinarily be retained in VBS importer files, and used to prepare INSPECTION NOTES and INSPECTION REPORTS. C. Inspection Notes (see Inspection Notes template attached)Inspection notes are prepared from information gathered by an inspector(s) during an
inspection visit of the importer's facility. Because the notes are likely to contain
Confidential Business Information, they should be protected at all times and only made
available to VBS staff. D. Inspection Report (see Inspection Report template attached)Detailed comments and information gathered in the INSPECTION NOTES are used to prepare
a brief INSPECTION REPORT which summarizes the findings and assessments of the inspected
facility. When applicable, the INSPECTION REPORT should indicate that further information
is recorded in the INSPECTION NOTES. Because the report is likely to contain Confidential
Business Information, it should be protected at all times and only made available to VBS
staff. E. Process to be Followed by Inspectors for Conducting an Importer Inspection
IV. REFERENCES
V. APPENDIX A - BACKGROUND INFORMATION FOR PREPARING INSPECTION NOTES / REPORTSA. COMPANY PROFILE
B. MAJOR CHANGES SINCE LAST INSPECTION11. Recent Changes at the Facility 11.1 Corporate Changes C. SUMMARY OBSERVATIONS AND COMMENTS12. Inspection Findings and Assessment 12.1 Licences and Permits 12.1 Licences and Permits Objective(s) To confirm accuracy of licences and permits, and verify that importer is operating in accordance with the Health of Animals Act and Regulations, and conditions specified in current licences and permits. Pertinent Regulations Health of Animals Act and Regulations Part XI. 123 & 124. Background Information and General Inspection Guidelines The Veterinary Biologics Section issues establishment licences, product licences and import permits to regulate the manufacturing, importation, distribution, and sale of veterinary biologics in Canada. VBS also regulates importation of infectious agents, serum, and material of animal/microbial origin for use in research and diagnostic laboratories. These research materials are not subject to the same restrictions as commercial veterinary biologics which are used for treatment, diagnosis or prevention of infectious diseases in animals. Veterinary biologics manufacturers and importers would ordinarily be issued some, or all, of the following permits or licences.
The Veterinary Biologics Establishment Licence and the Permit(s)To Import Veterinary Biologics Into Canada are issued for 'licensed' products which are intended for commercial distribution and sale in Canada. Renewal of licences and import permits is dependent on compliance with Health of Animals Act and Regulations, and conditions specified on the licences and permits. VBS monitors compliance by periodically conducting onsite inspections. Importers should periodically conduct internal inspections as part of an ongoing total quality management program. Copies of the importer's current licences and permits should be attached to the inspection notes, and checked for accuracy against the importer's copy of the licence or permit. Examine all veterinary biologics licences and permits. Also examine other federal, provincial, municipal licenses, permits, and documents. Evaluate compliance with conditions on permits for importation of licensed products or organisms for research and evaluation. Materials imported under research permits must be kept separate from facilities where licensed products are stored. 12.1 (a) Veterinary Biologics Establishment Licence ( for licensed manufacturers)
12.1 (b) Veterinary Biologics Product Licence
12.1 (c) Permit To Import Veterinary Biologics Into Canada
12.2 Facilities Objective(s) To verify that facilities are suitable for the intended purpose and in compliance with the Health of Animals Act and Regulations. Pertinent Regulations Health of Animals Act and Regulations Part XI. 128 (1). Inspection Examine facilities and compare with documents (plot plans, blueprints, legends) to ensure that facilities are appropriate for storage of veterinary biologics. Verify facilities conform with plot plan, blueprint, legends. Traffic flow. Adequacy of space. lights, heating, cooling, ventilation, hot/cold water, drainage. Plot Plan A 'Plot Plan' is a scale drawing of the premises. The plot plan should be entitled 'Plot Plan' and indicate the company name, address, date, and name of person who prepared the plot plan. The plot plan should indicate the location of each building and other structure on the property, and show the location of boundaries and identifying adjacent properties. The buildings should be numbered on the plot plan, and each numbered building should be assigned a descriptive name on a list beside the drawing. The scale, key dimensions, and directions should be provided. The plot plan drawing may be submitted in the original architect's large scale format, or reduced to fit on 8.5 x 11 paper.
Blue Prints A 'blue print' is a scale drawing of the building, showing the floor plan and location of key equipment. Blue prints and plot plans should be accompanied by legends describing the construction and use of the facility. Each room must be identified by a unique number which should be posted over the entrance into the room. All stationary equipment used in the storage of veterinary biologics must be uniquely numbered, and indicated on the blue print. For each room, the blue print legend should describe the physical construction of the room, and indicate the function, construction, fractions, cleaning and disinfection. These plot plans should show the location of the facilities on the property, and indicate the location of all outdoor structures such as access roads, perimeter fences, buildings, parking areas, loading docks, and animal holding pens. Plot Plan Legend Street Address, City, Province Building 1 Use: Building 2 Blue Print Legends The 'blue print legend' lists the function or use of each room within the facility. It describes the function, product components used in each room. It also identifies the equipment, and clean-up procedures. The legends would provide a list of rooms and for each room the functions, fractions, equipment, clean-up procedures. 12.3 Equipment Objective(s) To verify that all equipment is functional, suitable for the intended purpose, and in compliance with the Health of Animals Act and Regulations. Pertinent Regulations Health of Animals Act and Regulations Part XI. 128 (1). Inspection Verify equipment installed conforms with blueprint, legends. Review maintenance and validation records. Examine records for automatically controlled equipment. Examine operating logs. All equipment must be uniquely identified. Laboratory biosafety.
12.4 Sanitation & Maintenance Objective(s) To verify that compliance with the Health of Animals Act and Regulations, and staff are using appropriate sanitation, biocontainment, and maintenance practices in order to minimize the likelihood of contamination of product, accidental exposure of personnel, or contamination of the environment. Pertinent Regulations Health of Animals Act and Regulations Part XI. 128 (1). Inspection Verify that sanitation protocols are established. Outside drainage, debris removal. Vermin control. Appropriate disposal of biological wastes. Sewage. 12.5 Distribution and Marketing Objective(s) To verify that the establishment's product storage and distribution practices are in accordance with the Health of Animals Act and Regulations. Pertinent Regulations Health of Animals Act and Regulations Part XI. 129 (1-2). Inspection Signing authority, validation. Serial numbers, expiration dates. Secure storage, inventory log. Cooler space. Transportation to distributors/clients.. Handling and disposal of returned product. Disposal of outdated inventory. 12.5 (a) Personnel
12.5 (b) Facilities
12.5 (c) Equipment 12.5 (d) Documents & Records
12.5 (e) Operations
12.6 Technical Service Objective(s) To verify that the establishment's technical service practices are in accordance with the Health of Animals Act and Regulations. Pertinent Regulations Health of Animals Act and Regulations Part XI. 129 (1-2). Inspection Product complaint logs. Adverse reaction reports. Review VBS requirements for reporting adverse reactions (Guidelines attached). Verify that appropriate technical support is provided. Adverse reactions must be investigated and reported to VBS within 15 days. 12.6 (a) Personnel
12.6 (b) Facilities
12.6 (c) Equipment
12.6 (d) Documents & Records
12.6 (e) Operations
VI. ASSESSMENT13. Overall Assessment The inspector's overall evaluation of facility's compliance with Health of Animals Act and Regulations. Place checkmark (/) beside the appropriate assessment (Satisfactory, Unsatisfactory, or Other) and sub-heading.
Inspector Signature: ______________________________ Name, Organization, Date: __________________________
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