Good Distribution Practices (GDP)

Good Distribution Practices (GDP) are critical in maintaining pharmaceutical products’ quality, safety, and efficacy as they move through the supply chain, from manufacturing to end-users. GDP guidelines ensure that drugs are stored, handled, and transported under appropriate conditions to prevent contamination, damage, or any deterioration of their properties.

Key aspects of GDP include:

1. Storage Conditions: Proper temperature, humidity, and light conditions must be maintained throughout the supply chain, especially for sensitive products like biologics, vaccines, and temperature-sensitive drugs.
2. Traceability: A system must be in place to trace the product from the manufacturer to the final point of sale, ensuring transparency and preventing the distribution of counterfeit or substandard medicines.
3. Staff Training: Personnel handling pharmaceutical products must be adequately trained in GDP guidelines, including safe handling, proper storage, and emergency procedures.
4. Inventory Control: FIFO (First-In, First-Out) and FEFO (First-Expired, First-Out) methods must be followed to ensure that products are used promptly and reduce the risk of distributing expired drugs.
5. Security Measures: Secure access controls and surveillance must be implemented in storage facilities, warehouses, and distribution centers to prevent theft or tampering.

By adhering to GDP, companies can ensure that the medicines remain safe and effective for patients and that the distribution process complies with the regulations set by health authorities such as the WHO, USFDA, and Health Canada.

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Why is GDP required?

GDP is required for several reasons:

1. Patient Safety

GDP’s primary focus is ensuring that drugs are handled and distributed in a way that does not compromise patient health. If drugs are stored or transported incorrectly (e.g., exposure to inappropriate temperatures, humidity, or contamination), they could lose potency or have harmful effects, putting patients at risk.

2. Regulatory Compliance

Governments and regulatory bodies like the WHO, FDA, and Health Canada set regulations that manufacturers, distributors, and suppliers must follow. GDP ensures that companies meet these regulations consistently, which is essential for avoiding legal issues and maintaining the integrity of the pharmaceutical supply chain.

3. Prevent Counterfeiting

Counterfeit drugs are a growing concern globally. GDP practices, such as maintaining accurate records and using track-and-trace systems, enable authorities to monitor medicines distribution closely. This reduces the risk of counterfeit drugs entering the supply chain, which could otherwise pose serious health risks to patients.

4. Minimize Product Loss

Pharmaceutical products are expensive, and improper handling or transportation can result in significant financial losses. GDP helps implement effective inventory management techniques (such as FIFO or FEFO), ensuring products are stored correctly and used within their expiration date. This minimizes losses due to damaged or expired goods.

5. Maintain Product Efficacy

Drugs have specific conditions under which they remain effective and safe. GDP ensures these conditions are met throughout the supply chain, preserving the products’ shelf life and therapeutic properties. For instance, some drugs may need to be stored at low temperatures (cold chain), and GDP ensures that they are kept within these requirements during transportation and storage.

Types of Drug Distribution Requiring GDP

Good Distribution Practices (GDP) are required for a wide variety of pharmaceutical products to ensure that they are distributed in a manner that protects their quality, safety, and efficacy. Below is a bit more detail on why each of these types of drugs requires GDP:

1. Prescription Medicines

• Prescription drugs are often potent and have specific storage and handling requirements. If mishandled, they may lose efficacy or become dangerous to patients. GDP ensures these drugs are distributed according to stringent guidelines, maintaining their therapeutic value.

2. Over-the-counter (OTC) Products

• OTC products are generally considered safer than prescription drugs but require proper storage and handling to prevent contamination, damage, or altered effectiveness. GDP ensures consistency and quality control throughout the distribution process.

3. Biologicals

• Biological products like insulin, blood products, and gene therapies are susceptible to temperature and storage conditions. GDP ensures that these sensitive products are kept in optimal conditions to avoid compromising their integrity, especially since they are often critical for patient care.

4. Vaccines

• Vaccines are highly temperature sensitive. A breach in cold chain conditions (e.g., exposure to heat) can inactivate the vaccine, making it ineffective. Proper GDP ensures vaccine potency is maintained during the distribution process, from manufacturer to clinic or pharmacy.

5. Controlled Substances

• Drugs classified as controlled substances (e.g., opioids, certain psychotropic drugs) have high abuse potential and are subject to strict regulations. GDP practices ensure security and traceability, preventing diversion, theft, or misuse while maintaining product quality.

6. Pharmaceuticals and Active Pharmaceutical Ingredients (APIs)

• APIs are the key ingredients in drug formulations and can be highly sensitive to storage conditions. Ensuring proper handling of APIs is critical to prevent degradation or contamination. GDP ensures proper documentation and traceability of APIs to safeguard product quality.

7. Cold Chain Products (Temperature-Sensitive Drugs)

• Many pharmaceutical products, such as biologics, insulin, and vaccines, require strict temperature control during transportation and storage. GDP provides specific guidelines for cold chain management, ensuring these products maintain efficacy and safety throughout distribution.

8. Blood Products

• Blood and blood-derived products (e.g., plasma and red blood cells) are susceptible to temperature, light, and handling changes. Any deviation can compromise the product’s safety and effectiveness. GDP ensures blood products are transported, stored in controlled conditions, and traceable always to protect patient health.

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Regulatory References and Requirements for GDP

1. Health Canada

Health Canada’s Good Distribution Practices are part of the Food and Drugs Act. They are enforced through regulations ensuring drug distribution systems maintain product quality throughout the supply chain.

Key Requirements:

• Good Manufacturing Practices (GMP) at all distribution stages, ensuring product quality control.
• Temperature and humidity control: Certain products (especially biologics, vaccines, and temperature-sensitive drugs) may require specific conditions.
• Traceability: Health Canada requires a system that allows tracking and tracing of products through the distribution network. This ensures product safety and accountability.
• Recall Management System: A recall procedure should be in place in case of product safety issues.

Regulatory Reference:

• Health Canada – Good Distribution Practices (GDP) Guidelines
• Health Canada’s Guidance Document on Drug Distribution

2. World Health Organization (WHO)

WHO’s GDP guidelines are globally recognized and ensure that the distribution of medicines follows strict protocols for quality, integrity, and safety. WHO guidelines help standardize distribution across countries, ensuring consistent practices for safe medicine distribution worldwide.

Key Requirements:

• Environmental Control: Maintaining appropriate temperature, humidity, and light conditions during the storage and transportation of pharmaceutical products.
• Product Traceability: A robust system must be in place to track and trace products as they move through the supply chain.
• Staff Training: Personnel involved in the handling and transporting products should be adequately trained on GDP principles, proper storage, and emergency procedures.
• Audits and Inspections: Routine audits and inspections should be carried out to assess compliance with GDP, ensuring no discrepancies or risks to product integrity.

Regulatory Reference:

• WHO – Good Distribution Practices for Pharmaceutical Products (2010)

3. USFDA (U.S. Food and Drug Administration)

The USFDA’s GDP requirements are embedded in the Drug Supply Chain Security Act (DSCSA) and the Current Good Manufacturing Practices (cGMP). These regulations are meant to safeguard the U.S. pharmaceutical supply chain and ensure that drugs distributed in the U.S. remain effective, safe, and free from tampering.

Key Requirements:

• Environmental Control: Like other regulatory bodies, the USFDA requires that drugs be maintained at appropriate temperatures and environmental conditions during transportation and storage.
• Serialization and Track-and-Trace: Under DSCSA, all pharmaceutical products must be serialized, and detailed records must be kept tracking the product from the manufacturer to the end user. This helps prevent Counterfeiting and diversion.
• Record Keeping: Detailed records must be maintained to track every movement of the pharmaceutical products in the supply chain. This ensures that the FDA can trace a product’s history in the event of safety concerns or recalls.

Certification/License Requirements for GDP Compliance

1. Health Canada

License/Certificate Required:

• Drug Establishment License (DEL) for distributors.
  • This license is required for any distributor of pharmaceutical products in Canada, including those handling, distributing, and storing drugs.

Process for Certification:

1. Register with Health Canada’s Drug Establishment Licensing Program:
   • Companies must first register with the program to apply for the DEL. This is done through the Health Canada website.
2. Implement GDP Procedures:
   • Ensure that proper Good Distribution Practices are implemented in your business processes. This includes safe storage, transportation, and handling of pharmaceutical products, particularly regarding temperature-sensitive drugs.
3. Submit DEL Application:
   • The DEL application and supporting documentation proving GDP compliance must be submitted. This documentation should include how the company meets GDP standards and the steps to comply with regulations.
4. Inspection by Health Canada:
   • Health Canada will inspect the facilities to verify that the company follows GDP guidelines and ensure that the proper procedures are in place and being followed.
5. Post-Inspection:
   • If the company meets the requirements, Health Canada will issue the Drug Establishment License (DEL), allowing the company to distribute drugs in Canada legally.

2. WHO

License/Certificate Required:

• Compliance with WHO GDP guidelines and certification from national regulatory authorities.
  • WHO does not directly issue certificates to companies. Instead, the national health authority of the country where the company operates conducts inspections based on WHO’s GDP guidelines and grants certification.

Process for Certification:

1. Implement WHO GDP Guidelines:
   • Ensure that the company has fully adopted and integrated WHO GDP guidelines into the entire distribution process, from storage to transportation to handling pharmaceutical products.
2. Submit Application for Certification:
   • The company must apply for certification through the relevant national regulatory authority (e.g., Health Canada, FDA) or the authority overseeing the distributor’s country.
3. Complete an Internal Audit:
   • The company should conduct an internal audit to assess its compliance with WHO guidelines before any official inspection.
4. Verification Inspection:
   • The company will undergo a verification inspection by the national health authority or WHO directly (depending on the country) to confirm compliance with GDP.
5. Receive Certification:
   • Once the inspection is passed, the company will receive certification for GDP compliance, which the National Health Authority or WHO may issue.

3. USFDA

License/Certificate Required:

• FDA Drug Establishment Registration and Drug Supply Chain Security Act (DSCSA) compliance.
  • The FDA Drug Establishment Registration is mandatory for all manufacturers, repackages, and distributors of drugs.
  • Companies must also comply with the DSCSA for drug traceability and serialization to ensure secure and effective distribution.

Process for Certification:

1. Register with FDA:
   • Companies must first register with the FDA through the Drug Registration and Listing System. This registration includes information about the drugs being distributed, the facility, and its operations.
2. Ensure Traceability of Drugs (DSCSA Compliance):
   • The Drug Supply Chain Security Act (DSCSA) requires that drugs are traceable throughout the supply chain. Companies must implement systems to track medications from the point of manufacture to the end-user and comply with serialization requirements to prevent counterfeit drugs.
3. Implement GDP Requirements:
   • Companies must meet GDP standards regarding storage, temperature control, and distribution practices. This includes implementing conditions for maintaining the quality and safety of the drugs throughout the distribution chain.
4. Provide Evidence of GDP Compliance:
   • The FDA will assess whether a company adheres to GDP requirements through annual audits or inspections. Companies must be prepared to provide documentation and evidence that they comply with the required practices.
5. Follow cGMP Guidelines:
   • The current Good Manufacturing Practices (cGMP) also applies to distribution. These guidelines help ensure that drugs are adequately handled and that distribution does not compromise the integrity of the product.
6. Submit Annual Reports:
   • Companies must submit annual reports to the FDA to confirm compliance with ongoing DSCSA and GDP guidelines. The reports often include updates on traceability systems, temperature logs, and audit outcomes.

Detailed Requirements for GDP Certification:

1. Facility Requirements

Storage Conditions:

• Temperature & Humidity Control:
  • Facilities must maintain appropriate storage conditions for temperature-sensitive products, including vaccines, biologics, and other drugs that require specific environmental conditions (e.g., refrigerated or frozen).
  • Humidity control is essential, particularly for drugs that may be sensitive to moisture or could degrade in higher humidity.
  • Temperature monitoring systems (e.g., thermostats and temperature loggers) should be in place to ensure consistent conditions are always maintained.
• Air Circulation & Pest Control:
  • Proper air circulation is necessary to avoid stagnant air, affecting drug integrity.
  • Facilities must have pest control measures to ensure there are no risks of contamination or damage to products by insects or rodents.
• Contamination Prevention:
  • The facility should be designed to minimize the risk of contamination (e.g., using clean rooms or controlled access zones for sensitive products).

Layout:

• Adequate Storage Space:
  • The facility must have sufficient space to accommodate the volume of stored drugs and prevent overcrowding, which could lead to improper handling or damage.
• Shelving and Labeling:
  • Shelving systems should be designed to prevent damage or contamination. Shelves should be easy to clean and made of materials resistant to moisture or other potential contaminants.
  • Clear labelling is required to ensure all products are easily identified and categorized correctly (e.g., by product type, temperature requirements, or expiration dates).

Security:

• Access Control:
  • Restricted access is necessary, especially for controlled substances or high-value drugs.
  • A secure access control system (e.g., swipe cards, biometric systems) must ensure that only authorized personnel can enter storage areas.

Documentation & Traceability:

• Accurate Record-Keeping:
  • A system must be in place to maintain comprehensive records of all drug movements (e.g., from manufacturer to distributor, to wholesaler, to pharmacy). This includes shipping and receiving documents, batch numbers, expiration dates, and handling procedures.
• Labelling Systems:
  • A transparent labelling system must ensure that each product is easily identifiable. This can include barcode systems or QR codes for quick access to product details and traceability.

2. Warehouse Requirements

Temperature Control:

• Refrigerators & Freezers:
  • Temperature-sensitive products such as biologics, vaccines, and some medications must be stored in refrigerators or freezers with precise temperature controls that are regularly calibrated and monitored.
  • Cold chain management is critical for maintaining product efficacy, and the warehouse should include backup systems like generators to ensure temperature consistency even during power outages.

Quality Control:

• Regular Inspections:
  • Regular warehouse inspections ensure no product is expired, damaged, or compromised during storage. This includes inspecting for physical damage to packaging, temperature excursions, or any other potential risks that may degrade product quality.

Stock Management:

• FIFO (First In, First Out):
  • The FIFO method ensures that products are distributed or used in the order received, minimizing the risk of expired products being shipped out.
• Returns and Damaged Goods:
  • A system must handle returns, recalls, or damaged goods, ensuring that affected stock is isolated and not redistributed until the issue is resolved.

Security Measures:

• Alarm Systems & Surveillance Cameras:
  • Alarm systems and surveillance cameras are necessary to ensure the security of the warehouse and its contents. This helps prevent theft or tampering with drugs and provides an extra layer of safety for controlled substances.

3. Carrier/Trailer Requirements

Temperature-Controlled Vehicles:

• Refrigerated or Insulated Carrier/Trailer:
  • A carrier or trailer transporting temperature-sensitive products must be equipped with refrigeration systems or insulated containers to ensure the products remain within their required temperature range.
  • The Carrier/Trailer should be able to monitor and record the temperature during transit, ensuring that the cold chain is maintained.

Documentation:

• Driver Logs & Temperature Monitoring:
  • Carrier/Trailer drivers must maintain logs documenting each delivery process step, including departure times, arrival times, and temperature checks.
  • Temperature monitoring logs should be reviewed regularly to ensure that the temperature during transportation remains within acceptable ranges.

Regular Maintenance & Inspection:

• Maintenance Checks:
  • Carrier/Trailer should undergo regular maintenance to ensure they are in good working condition, particularly the refrigeration system and insulation. This helps avoid any sudden failures during transit that could jeopardize product integrity.
• Inspection of Equipment:
  • Regular inspections ensure the vehicles are free from leaks, damage, or other conditions that could lead to contamination or product degradation during transportation.

Staff Training:

• Driver Training:
  • Carrier/Trailer drivers should be trained in proper handling procedures for temperature-sensitive drugs and how to respond in case of emergencies (e.g., temperature deviations, accidents).
  • Regular training ensures drivers are well-informed about emergency protocols, such as what to do if a refrigeration unit fails.

By ensuring that each of these components (Facility, Warehouse, Carrier/Trailer) complies with GDP regulations, you can obtain certifications from Health Canada, WHO, and the USFDA. Each agency has specific procedures, but they all generally involve audits, inspections, and a demonstration of compliance with the outlined standards.

Contact us

GxP Cellators is a reputable contract services organization focused on helping our clients qualify their facilities and validate their Good Distribution Practice (GDP) procedures. We offer a comprehensive range of services, including conducting audits, qualifying GDP facilities, creating necessary documentation, and assisting clients in obtaining relevant regulatory approvals. Our commitment is to ensure our clients meet the highest industry standards and regulatory requirements. Don’t hesitate to contact us at for assistance with your GDP operations.