Master Data Management: Applications for Clinical Trial Data
Trial Master File Reference Model
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Transcript of Trial Master File Reference Model
Supported by the DIA Documentand Records Management
Special Interest Area Committee
Trial Master File Reference Model
©2015 Drug Information AssociationAll Rights Reserved
Specific Disclaimer
In accordance with the DIA Volunteer Code of Conduct, no volunteer shall use any information provided by the Association or acquired as a consequence of volunteer's services to the Association in any manner other than in furtherance of his or her volunteer duties with DIA.
Volunteers are expected to act at all times in the best interests of the Association and not for personal or third-party gain or financial enrichment. DIA reserves the right to reproduce, license, sell, display, and distribute copies of materials posted to the DIA website, in any medium or technology (including online) consistent with DIA's nonprofit and tax exempt purposes.
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What is the Trial Master File?
The documentation referred to in Article 15(5) of Directive 2001/20/EC as the trial master file shall consist of essential documents, which enable both the conduct of a clinical trial and the quality of the data produced to be evaluated
[European Directive 2005/28/EC]
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Essential documents are those documents that 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 GCP and with all applicable regulatory requirements.
[ICH GCP, Section 8.1]
What are “Essential Documents”?
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ICH GCP Section 8.2 – 8.4“The minimum list of essential documents that has been developed.....”ICH GCP does NOT provide a comprehensive contents list for the TMF– Examples of missing documentation:
• Electronic systems• Data management and statistical methodology• Safety monitoring
Why a TMF Reference Model?
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Other business records
Defining the TMF Reference Model
Supporting files e.g. computer SDLC files; GMP manufacturing files; vendor selection files
Usually considered outside the scope of the TMF
Other trial-related records that “permit evaluation of the conduct of the trial and quality of data produced”
Minimum list of essential documents, as defined by ICH GCP, Chapter 8
The Trial Master File
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TMF Reference Model
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Standard ContentsIndustry opinion on
what is kept in a TMF
Standard NamingBased on ICH E6 Sect. 8 & industry-
accepted terminology
Standard StructureTo support paper and
electronic systems
Standard MetadataFor eTMFs, minimum metadata at system
and artifact level
Who Benefits from a TMF Reference Model?
Sponsors
Investigators
Collaborators
Technical Vendors
Reg. Authorities
Including during mergers and joint ventures
Who conduct our trials and their own
CROs and other vendors outsourced by sponsors
System & TMF Application developers
Consistency across sites and sponsors would lead to more efficient, quicker audits and approvals
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A reference - not intended to be a regulatory standardExtension of the EDM Reference Model Reviewed by Regulatory Authorities to gain the benefit of the agency’s inputPositive Regulator feedback– ‘I am impressed of all the hard work and thinking that has gone
into this project’ MPA - Sweden– Congratulations on the interest’ FDA - USA– ‘Wonderful work, congratulations’ BfArM - Germany
Team meetings commenced in March of 2009
TMF Reference Model Facts
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Version 1.0 June
2010
Version 1.1 February
2011
Version 1.2 November
2011 (Includes ISF)
Version 2.0 June
2012
Who has been involved?
304 members on team– 60% US, 35% EU, 5% AP
c200 Companies– Pharma– CRO– Vendor
Regulatory agencies– MHRA– FDA
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Organization of the Model in Zones
11 Zones
Trial Management
Central Trial Documents
Regulatory
IRB/IEC and other Approvals
Site Management
IP and Trial Supplies
Safety Reporting
Centralized Testing
Third Parties
Data Management
Statistics 11
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Artifact name, Alternate names, Definition/Purpose
Artifact Name: Document types that might
be found in the TMF. Could be data files, documents, media,
digitalized content, etc. There are 245 artifacts defined in the model.
Alternate names: Other names that our industry has used for the artifact.
Definition/Purpose: Text explaining the content or the use of the artifact
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Inclusion in TMF and ICH Code
Core: (if applicable to the study) must be in the TMF as dictated by the ICH Guidelines, regulations, or by the TMF Ref Model Team
Recommended: Does not have to be in the TMF, but if it is collected or created, it is recommended to be in the TMF
ICH Code: Reference to the ICH GCP Guidelines. Notice that other sections beyond E6 Section 8 are quoted.
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eCTD Integration
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TMF Zone Section Artifact nameSponsor
DocumentInvestigator Document
02 Central Trial Documents 02.01 Trial Documents 02.01.01 Investigator Brochure X XG
02 Central Trial Documents 02.01 Trial Documents 02.01.02 Protocol X XG
02 Central Trial Documents 02.01 Trial Documents 02.01.03 Protocol Synopsis XNO-CS (if
applicable)
02 Central Trial Documents 02.01 Trial Documents 02.01.04 Protocol Amendment XXG or XS (if applicable)
02 Central Trial Documents 02.01 Trial Documents 02.01.05 Financial Disclosure Summary X NO
02 Central Trial Documents 02.01 Trial Documents 02.01.06 Insurance X XG (if applicable)
02 Central Trial Documents 02.01 Trial Documents 02.01.07 Sample Case Report Form X XG
02 Central Trial Documents 02.01 Trial Documents 02.01.10 Report of Prior Investigations NO NO
02 Central Trial Documents 02.02 Subject Documents 02.02.01 Subject Diary X XG (if applicable)
02 Central Trial Documents 02.02 Subject Documents 02.02.02 Subject Questionnaire X XG (if applicable)
Investigator Site File Artifacts
Investigator vs Sponsor Documents• Assessing relevance of artifact to ISF• XS refers to artifact specific for one site• XG refers to general artifact for all sites• NO-CS is generally not for ISF apart from for limited countries
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Adding in IDE vs IND, UADE vs SUSAR etc
Device Artifacts
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TMF Zone Section Artifact nameSponsor
DocumentInvestigator Document
Sponsor Document
Investigator Document
02 Central Trial Documents 02.01 Trial Documents 02.01.01 Investigator Brochure X XG X XG
02 Central Trial Documents 02.01 Trial Documents 02.01.02 Protocol X XG X XG
02 Central Trial Documents 02.01 Trial Documents 02.01.03 Protocol Synopsis XNO-CS (if
applicable) XNO-CS (if
applicable)
02 Central Trial Documents 02.01 Trial Documents 02.01.04 Protocol Amendment XXG or XS (if applicable) X
XG or XS (if applicable)
02 Central Trial Documents 02.01 Trial Documents 02.01.05 Financial Disclosure Summary X NO X NO
02 Central Trial Documents 02.01 Trial Documents 02.01.06 Insurance X XG (if applicable) X XG (if applicable)
02 Central Trial Documents 02.01 Trial Documents 02.01.07 Sample Case Report Form X XG X XG
02 Central Trial Documents 02.01 Trial Documents 02.01.10 Report of Prior Investigations NO NO X XG
02 Central Trial Documents 02.02 Subject Documents 02.02.01 Subject Diary X XG (if applicable) X XG (if applicable)
02 Central Trial Documents 02.02 Subject Documents 02.02.02 Subject Questionnaire X XG (if applicable) X XG (if applicable)
TMF Artifacts (Device)TMF Artifacts (Non-device)
TMF Reference Model Sponsor Files - X: applicable; NO - Not applicable
Investigator Site Files - XS: artifact specific for one site; XG: general artifact for all sites; NO: not for ISF; NO-CS: generally
not for ISF apart from for limited countries
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No or limited sponsor involvementNeed to keep list as short as possibleChallenge in variation of studiesChallenge in acceptance of Investigators
Investigator Initiated Study Artifacts
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TMF Zone Section Artifact name
02 Central Trial Documents 02.01 Trial Documents 02.01.01 Investigator Brochure M
02 Central Trial Documents 02.01 Trial Documents 02.01.02 Protocol M
02 Central Trial Documents 02.01 Trial Documents 02.01.03 Protocol Synopsis M
02 Central Trial Documents 02.01 Trial Documents 02.01.04 Protocol Amendment M
02 Central Trial Documents 02.01 Trial Documents 02.01.05Financial Disclosure Summary D
02 Central Trial Documents 02.01 Trial Documents 02.01.06 Insurance M
02 Central Trial Documents 02.01 Trial Documents 02.01.07 Sample Case Report Form M
02 Central Trial Documents 02.01 Trial Documents 02.01.10 Report of Prior Investigations M
02 Central Trial Documents 02.02 Subject Documents 02.02.01 Subject Diary D
02 Central Trial Documents 02.02 Subject Documents 02.02.02 Subject Questionnaire D
Investigator Initiated Study Artifacts
M: mandatory, D: dependent upon the type of study, R:
recommended
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TMF Zone Section Artifact nameProcess Number Process Name
05 Site Management 05.03 Site Initiation 05.03.02 Site Training Material 16 Set up site(s)
05 Site Management 05.03 Site Initiation 05.03.03 Site Training Documentation 16 Set up site(s)
05 Site Management 05.04 Site Management 05.04.01 Subject Log 17Recruit Subjects & Obtain Consent
05 Site Management 05.04 Site Management 05.04.02 Source Data Verif ication 20 Manage Project
05 Site Management 05.04 Site Management 05.04.03 Monitoring Visit Report 19 Monitor Site(s)05 Site Management 05.04 Site Management 05.04.04 Visit Log 19 Monitor Site(s)
05 Site Management 05.04 Site Management 05.04.05 Additional Monitoring Activity 19 Monitor Site(s)
05 Site Management 05.04 Site Management 05.04.06 Protocol Deviations 19 Monitor Site(s)
05 Site Management 05.04 Site Management 05.04.07 Financial Documentation 24Manage Project / Manage Budget
05 Site Management 05.04 Site Management 05.04.08Final Trial Close Out Monitoring Report 34
Close Site(s) / Close Site
05 Site Management 05.04 Site Management 05.04.09Notif ication to Investigators of Safety Information 28
Manage Subject Risk / Report Safety Issue(s)
05 Site Management 05.04 Site Management 05.04.10 Subject Identif ication Log 17Recruit Subjects & Obtain Consent
Process Based Metadata
Process Based Metadata
• Driven by clinical trial processes• GCP-RMA support
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TMF Zone Section Artifact nameTrial Level Document
Country/ Region Level Document
Site Level Document
05 Site Management 05.01 Site Selection 05.01.01 Site Contact Details X
05 Site Management 05.01 Site Selection 05.01.02 Confidentiality Agreement X
05 Site Management 05.01 Site Selection 05.01.03 Feasibility Documentation X X X
05 Site Management 05.01 Site Selection 05.01.04 Pre Trial Monitoring Report X
05 Site Management 05.01 Site Selection 05.01.05Sites Evaluated but not Selected X X
05 Site Management 05.02 Site Set-up Documentation 05.02.01Acceptance of Investigator Brochure X
05 Site Management 05.02 Site Set-up Documentation 05.02.02 Protocol Signature Page X
05 Site Management 05.02 Site Set-up Documentation 05.02.03Protocol Amendment Signature Page X
05 Site Management 05.02 Site Set-up Documentation 05.02.04Principal Investigator Curriculum Vitae X
05 Site Management 05.02 Site Set-up Documentation 05.02.05Sub-Investigator Curriculum Vitae X
05 Site Management 05.02 Site Set-up Documentation 05.02.06 Other Curriculum Vitae X
Used to define paper TMF format and electronic metadata
Using the Reference Model for Paper TMFs
Trial, country and site level represent the 3 traditional paper groupings – used to define electronic metadata too
Identical artifacts can exist across each level e.g. Feasibility documentation
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TMF Zone Section Artifact nameTrial Level Document
Country/ Region Level Document
Site Level Document
05 Site Management 05.01 Site Selection 05.01.01 Site Contact Details X
05 Site Management 05.01 Site Selection 05.01.02 Confidentiality Agreement X
05 Site Management 05.01 Site Selection 05.01.03 Feasibility Documentation X X X
05 Site Management 05.01 Site Selection 05.01.04 Pre Trial Monitoring Report X
05 Site Management 05.01 Site Selection 05.01.05Sites Evaluated but not Selected X X
05 Site Management 05.02 Site Set-up Documentation 05.02.01Acceptance of Investigator Brochure X
05 Site Management 05.02 Site Set-up Documentation 05.02.02 Protocol Signature Page X
05 Site Management 05.02 Site Set-up Documentation 05.02.03Protocol Amendment Signature Page X
05 Site Management 05.02 Site Set-up Documentation 05.02.04Principal Investigator Curriculum Vitae X
05 Site Management 05.02 Site Set-up Documentation 05.02.05Sub-Investigator Curriculum Vitae X
05 Site Management 05.02 Site Set-up Documentation 05.02.06 Other Curriculum Vitae X
Used to define paper TMF format and electronic metadata
Paper TMF Application
To create a paper TMF, split the Model out to 3 spreadsheets, filtering for trial, country and site on each
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Support for Implementing the Model
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Artifact nameCurrent Artifact
Name Artifact Owner Artifact LocationWet Ink
Signature SOP ReferenceTranslation
RequiredDating
Convention Additional Metadata
05.03.02 Site Training Material
05.03.03 Site Training Documentation
05.04.01 Subject Log05.04.02 Source Data Verif ication
05.04.03 Monitoring Visit Report05.04.04 Visit Log
05.04.05 Additional Monitoring Activity
05.04.06 Protocol Deviations
05.04.07 Financial Documentation
05.04.08Final Trial Close Out Monitoring Report
05.04.09Notif ication to Investigators of Safety Information
05.04.10 Subject Identif ication Log
Suggested Columns for Implementing the TMF Reference Model
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The TMF Reference Model
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TMF Reference Model Survey – Org Type
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TMF Reference Model Survey - Uptake
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TMF Reference Model Survey – Usage I
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TMF Reference Model Survey – Usage II
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Ways to Use the Model
TMF Reference Model
Referencing
Cross-referenci
ng artifacts
Customization to
Company specifics
Complete
adoption
No referencing
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Focus is to ensure artifacts not omittedNo TMF structure changeChange artifact namesAdd missing artifacts
Cross-Referencing
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The TMF Reference Model is used with no changesApplicable to technology vendorsApplicable to start-up companies
Complete Adoption
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Starting point is vanilla model
Customization
Initial cross-functional meeting to
present TMF Ref Model
Zones allocated to functional
areas – homework is to
review with teams
Chaired functional
meetings to address all
relevant zones
Clinical department
to consolidate meeting feedback
Consolidated amended TMF
Reference Model produced
and into feedback cycle
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Identifying Artifacts
SOPs, QPs, User Manuals
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Managing Artifacts
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eTMF Areas of Assessment
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Paper or Electronic format (note wet-ink signatures)
Milestone-driven
Compound document
Grouping conventions
Expedited processing required
Extra Metadata required
Should Artifact/ document have restricted access (CROs etc..)
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TMF Reference Model Survey – Usage IV
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TMF Reference Model Survey - Opinion
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Quality Control– Processing QC - scan, index etc
– Document QC – cross-checking and ordering
Look, feel and usage of the TMF Ref Model
Metadata
Intra operability– On hold
Destruction of scanned paper originals – Version 1.0 was released 25th June
– Link on DIA EDM corner (website)
Continued Development/Activities
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Thank You
Contact DIA Community Members• Karen Redding, [email protected]• Lisa Mulcahy, [email protected] the TMF (scroll down) Stay up to date on TMF Reference Model team progress and active discussions on our blogJoin the DIA Documents & Records Management Community Join our Linked In group (NEED HYPERLINK)
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