Product Information File

Product Information File or PIF: 

Product Information File or PIF

Requirements for Industry: 

Requirements for Industry The Company or Person placing a cosmetic product in the market shall: Notify the regulatory authorities before the product is put in the market (article 1-3) Ensure that they will not cause damage to human health under normal or reasonably foreseeable conditions of use (article 3) Keep the product information file readily accessible to the regulatory authorities (article 8) Must have adequate knowledge or experience (article 8-d)

PIF: 

PIF Must be at the address of the Company responsible for placing the product in the market (as specified on the label): manufacturer, importer or distributor PIF must be in the local language or English Must be “readily accessible”. What does that mean? 1 day, 1 week? Depends if the audit is unannounced or not Must be kept updated of all modifications

PIF: 

PIF Qualitative and quantitative composition of the product: name and percentage of ingredients (for perfumes name of supplier, code of perfume and percentage) Specifications of the raw materials and finished product (physico-chemical and microbiological) Manufacturing method complying with ASEAN GMP Guidelines Assessment of the safety for human health of the finished product, its ingredients, its chemical structure and its level of exposure

PIF: 

PIF Existing data on undesirable effects on human health resulting form the use of the product Supporting data for claimed benefits (efficacy assessment) Available methods used to check the ingredients corresponding with the certificate of analysis (Article 9) Criteria used for microbiological control; chemical purity of ingredients and/or methods for checking compliance with those criteria

PIF: 

PIF Qualitative and quantitative composition of the product: name and percentage of ingredients (for perfumes name of supplier, code of perfume and percentage) Specifications of the raw materials and finished product (physico-chemical and microbiological) Manufacturing method complying with ASEAN GMP Guidelines Assessment of the safety for human health of the finished product, its ingredients, its chemical structure and its level of exposure

Example: 

Example

PIF: 

PIF Qualitative and quantitative composition of the product: name and percentage of ingredients (for perfumes name of supplier, code of perfume and percentage) Specifications of the raw materials and finished product (physico-chemical and microbiological) Manufacturing method complying with ASEAN GMP Guidelines Assessment of the safety for human health of the finished product, its ingredients, its chemical structure and its level of exposure

Raw Material Specification: 

Raw Material Specification Physico Chemical: Colour Odour Appearance IR Spectrum Refractive index Saponification index Heavy Metals content Microbiological: Bacteria Fungi and Yeast Obtained from supplier Methods must be available Manufacturer must check compliance

Raw Material Specification: 

Raw Material Specification Special attention should be taken to: Water Impurities Interactions between impurities RM manufacturing process GMP of supplier Ingredients of natural origin: Which plant-animal Which part is used Consistency of supply

Finished Product Specification: 

Finished Product Specification Physico Chemical: Colour Odour Appearance pH Water content Viscosity Microbiological: Bacteria Fungus & Yeast Stability

PIF: 

PIF Qualitative and quantitative composition of the product: name and percentage of ingredients (for perfumes name of supplier, code of perfume and percentage) Specifications of the raw materials and finished product (physico-chemical and microbiological) Manufacturing method complying with ASEAN GMP Guidelines Assessment of the safety for human health of the finished product, its ingredients, its chemical structure and its level of exposure

Manufacturing Method: 

Manufacturing Method Pre-mix ingredients 1 to 5 in a SS tank and bring to 70°C while mixing In a secondary SS tank mix ingredients 6 to 8 and bring to 70°C Mix contents of tank 2 into tank 1 while stirring at high speed for 30 min. Cool to 40°C stirring gently and add perfume. Mix for 15 min.

PIF: 

PIF Qualitative and quantitative composition of the product: name and percentage of ingredients (for perfumes name of supplier, code of perfume and percentage) Specifications of the raw materials and finished product (physico-chemical and microbiological) Manufacturing method complying with ASEAN GMP Guidelines Assessment of the safety for human health of the finished product, its ingredients, its chemical structure and its level of exposure

Article 3 ASEAN Cosmetic Directive: 

Article 3 ASEAN Cosmetic Directive A cosmetic product placed on the market must not cause damage to human health when applied under normal or reasonably foreseeable conditions of use, taking account, in particular, of the product’s presentation, its labeling, instructions for its use and disposal, warning statements as well as any other indication or information provided by the manufacturer or his authorised agent or by any other person responsible for placing the product on the market

Safety Assessment of Ingredients: 

Safety Assessment of Ingredients Inherent toxicity of ingredient Exposure, concentration of the ingredient Chemical Structure Implications for the finished product Safety assessment

Safety Assessment: 

Safety Assessment Raw Material SCCP opinion ACSB opinion CIR opinion Public Scientific Literature Supplier’s data file Finished Product RM concentrations Use quantity and frequency Safety tests done In-market data (complaint level)

PIF: 

PIF Existing data on undesirable effects on human health resulting form the use of the product Supporting data for claimed benefits (efficacy assessment) Available methods used to check the ingredients corresponding with the certificate of analysis (Article 9) Criteria used for microbiological control; chemical purity of ingredients and/or methods for checking compliance with those criteria

Undesirable Effects on Human Health: 

Undesirable Effects on Human Health Need to have a complaint management system Personnel must be trained in data collection, data analysis and reporting Results of investigations must be documented Analysis of trends

PIF: 

PIF Existing data on undesirable effects on human health resulting form the use of the product Supporting data for claimed benefits (efficacy assessment) Available methods used to check the ingredients corresponding with the certificate of analysis (Article 9) Criteria used for microbiological control; chemical purity of ingredients and/or methods for checking compliance with those criteria

Claimed Benefits: 

Claimed Benefits Based on ingredient properties (from literature, from supplier’s files, etc.) Based on test performed on the finished product All claims must be substantiated If not, claims should be changed

PIF: 

PIF Existing data on undesirable effects on human health resulting form the use of the product Supporting data for claimed benefits (efficacy assessment) Available methods used to check the ingredients corresponding with the certificate of analysis (Article 9) Criteria used for microbiological control; chemical purity of ingredients and/or methods for checking compliance with those criteria

Article 9: test methods: 

Article 9: test methods As these are common to many ingredients/products they can form part of a separate file

PIF: suggestions: 

PIF: suggestions Specific part: Product name and function Formulation Method of Manufacturing Product specification Safety Assessment Efficacy Assessment Packaging and labeling Complaint analysis

PIF: Suggestions: 

PIF: Suggestions 2. Ingredient File: RM specification Supplier data Toxicity data – Safety assessment First Aid measures (MSDS)

PIF: 

PIF A dynamic set of data influenced by: New ingredients New RM suppliers New production process New information available New manufacturer Etc. Must be readily available

Thank You: 

Thank You