Picking, Packing, and Dispatch at MVS Pharma: EU GDP Distribution Compliance

MVS Pharma EU GDP distribution compliance: Picking, packing, and dispatch represent the final internal control steps before medicinal products leave the warehouse and enter the external supply chain. Under EU Good Distribution Practice (GDP), these activities must ensure that only correct, approved, and properly handled products are supplied to customers under appropriate conditions. At MVS Pharma GmbH, picking, packing, and dispatch operations are governed by structured procedures designed to preserve product quality, maintain traceability, and ensure full regulatory compliance until handover to authorized transport partners.

EU GDP Expectations for Picking, Packing, and Dispatch

EU GDP requires that distribution activities are performed in a controlled manner to prevent errors, mix-ups, contamination, or deterioration of medicinal products. Key requirements include:

• picking only from approved stock
• application of FEFO principles
• protection of products during packing
• verification of dispatch documentation
• use of GDP-compliant transport
• full traceability of dispatched products
• Each step must be performed by trained personnel and documented to provide evidence of compliance.

Controlled Picking Operations at MVS Pharma

• Order Processing and Picking Authorization

Picking activities at MVS Pharma begin only after receipt of an authorized order. Products are selected exclusively from released and approved stock, ensuring that quarantined or rejected products are never accessible for dispatch.

Picking is performed by trained warehouse personnel in accordance with approved SOPs, with clear identification of product name, batch number, quantity, and expiry date.

• FEFO-Based Stock Selection and Verification

MVS Pharma applies the First Expired, First Out (FEFO) principle during picking to ensure optimal stock rotation and minimize the risk of supplying near-expiry products. Batch numbers and expiry dates are verified during picking to ensure full compliance with customer and regulatory requirements.

Any discrepancy identified during picking is immediately escalated and documented.

GDP-Compliant Packing Practices

• Product Protection During Packing

Packing activities are designed to protect medicinal products from physical damage, contamination, and environmental exposure. Appropriate packaging materials are used based on product type, sensitivity, and transport conditions.

Products requiring controlled temperature conditions are packed using suitable insulating or protective materials to maintain labeled storage requirements throughout transport.

• Final Verification Before Dispatch

Before dispatch, a final verification is performed to confirm:

• correctness of product and quantity
• batch number and expiry date
• integrity of primary and secondary packaging
• completeness and accuracy of dispatch documentation

This final check acts as a critical control point to prevent distribution errors.

Dispatch and Handover to Transport – Mvs Pharma, EU GDP Distribution Compliance

• Dispatch Documentation and Traceability

Each shipment is accompanied by controlled documentation, including delivery notes and dispatch records, ensuring the traceability of product movement from the warehouse to the customer. Dispatch records are maintained under the Digital QMS in accordance with ALCOA+ principles.

• GDP-Compliant Transport Selection

MVS Pharma arranges transport only through authorized and GDP-compliant transport service providers. Transport conditions are selected based on product requirements, ensuring maintenance of appropriate temperature and handling conditions until delivery.

Where applicable, temperature monitoring during transport is used to provide additional assurance of product integrity.

Handling of Deviations During Picking, Packing, or Dispatch

• Deviation and Error Management

Any deviation identified during picking, packing, or dispatch—such as incorrect product selection, packaging damage, or documentation discrepancies—is documented and investigated. Affected products are immediately segregated, and the Responsible Person (RP) evaluates the situation and determines the appropriate corrective actions.

This structured approach ensures that errors are identified early and prevented from impacting patients.

A pest control program is implemented through qualified service providers, and all related records are maintained under the Digital QMS. These measures ensure a hygienic environment that complies with EU GDP expectations.

Equipment Qualification and Maintenance

• Storage Infrastructure Reliability

Shelving, racks, and storage equipment are designed for pharmaceutical use and maintained to prevent damage to products. Environmental monitoring devices and critical equipment are calibrated annually, and preventive maintenance programs ensure reliable performance.                                                        

Conclusion

MVS Pharma GmbH remains committed to ensuring that every medicinal product is picked, packed, and dispatched under strict EU GDP controls. Through structured procedures, trained personnel, FEFO-based stock management, and careful transport coordination, MVS ensures that products leave its facility in full compliance with regulatory expectations and in a condition that preserves their quality, safety, and integrity.