As the Agrochemical and Crop Science industries evolve, so too must the processes that regulatory affairs professionals rely on. Historically, proofreading tasks were performed manually, often involving one person reading aloud while another marked the document for errors. However, with advances in technology, this labor-intensive process can now be automated using document comparison software. Much like in the pharmaceutical and medical device sectors, where the adoption of such software has proven to reduce workloads and the risk of errors that may cause recalls or stop-sales, the Crop Science industry is also beginning to recognize the value of integrating this technology. This article will explain how document comparison software can benefit regulatory affairs (RA) professionals and why it is becoming an essential tool in the industry.
What is Proofreading for Regulatory Affairs Professionals in Crop Science?
In general, proofreading refers to the process of identifying and correcting errors in written text. However, in the Crop Science industry, proofreading involves much more than checking for spelling and grammar mistakes. Regulatory documents in this field include critical labeling information with product handling and usage instructions, safety warnings, chemical compositions, and more. These documents must be accurate and consistent across all versions, whether printed or digital. Any mistake—no matter how minor—can lead to significant consequences, including regulatory non-compliance, stop-sales, or even harm to users and the environment.
With changing regulations, expanding markets and international distribution, ensuring the accuracy and compliance of these documents is paramount. All versions must remain true to the original throughout the entire lifecycle of the product, and they must comply with local regulatory specifications. If your role involves checking or comparing versions of a document for errors, you are effectively performing a form of proofreading critical to the success of your regulatory affairs operations.
Document Comparison Software for Regulatory Affairs
Document comparison (or proofreading) software for regulatory affairs allows professionals to compare digital files with different layouts and formats (e.g., Word to PDF) to identify any potential deviations early in the process. It is typically used when creating a Print Restricted Label from a Master Label or comparing the State Registered Label or the Supplemental Distributor Label to the Print Registered Label for example. The software instantly “proofreads” and highlights any discrepancies between the two files, such as text content, font size, graphic placement, formatting like bold, underlined texts, barcodes, and spelling errors. It then falls to the user to determine whether these deviations are acceptable.
The process is simple and efficient:
- Upload and compare your documents.
- Review and comment on any identified deviations.
- Approve the content.
Finally, an audit trail report can be generated and saved to ensure compliance across global markets. By implementing comparison software, RA teams in the Crop Science industry experience significant benefits, including:
- Reduced proofreading workload.
- Greater peace of mind, knowing that labels and documents are accurate and compliant.
- Fewer correction cycles, freeing up time for other tasks.
- Improved document consistency across departments, reducing the risk of rework, write-offs, recalls & delays.
Document Comparison Software is Essential for the Crop Science Industry
Proofreading plays a crucial role in the quality control process within the Crop Science industry. Traditionally, this process was manual, with two or more people meticulously checking documents line by line. However, this method is not only time-consuming but also expensive, given the high qualifications of RA professionals.
One of our customers shared that before using comparison software, their labeling and regulatory teams would spend nearly a full day manually proofreading one product label. Considering industry salaries, the cost of this manual process quickly adds up. However, with document comparison software, the same task can be completed in a fraction of the time, significantly reducing labor costs.
Moreover, using document comparison software helps eliminate the risk of human error. It allows users to quickly identify mistakes and inconsistencies that could otherwise lead to regulatory non-compliance, product recalls, or harm to the environment. For instance, errors such as omission of safety handling procedures, incorrect instructions for use and barcodes that easily overlooked by the human eye but can have serious consequences.
The Industry Standard – TVT
TVT, the Text Verification Tool® is the document comparison software for regulated industries, designed specifically for regulatory affairs professionals, addressing the unique needs of the Crop Science industry. TVT has become the regulatory industry standard, with many professionals listing it as a key skill on their resumes. It is capable of verifying text, multilingual spelling, artwork, and barcodes in one project, while also generating a complete audit trail report. TVT is compliant with international regulatory requirements, making it an indispensable tool for ensuring consistency and compliance across the entire lifecycle of regulatory documents.
Tips for Implementing Document Comparison Software in Your Team
Before integrating new technology like document comparison software, it’s essential to ensure that all stakeholders are aligned with the process and expectations. This is especially important in the Crop Science industry, where integration with existing systems, validation, and data integrity are critical.
If you are considering implementing comparison software for regulatory affairs, here we have a Buyer Guide for you and your team before making a final decision.
RA professionals play a vital role in ensuring that all content reads correctly within its context and meets regulatory standards. A comparison software like TVT can significantly streamline this process, helping to ensure consistency and compliance across all your regulatory documents.
