US Food and Drug Administration. Revision History

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1 Specifications for ectd Validation Criteria US Food and Drug Administration Specifications for ectd Validation Criteria Revision History Date Description Version Initial Release of ectd Validation Criteria ectd Validation Criteria updated including additions and 2.0 deletions of error codes - DRAFT ectd Validation Criteria updated including clarifications 2.1 and deletions of error codes - FINAL ectd Validation Criteria effective dates updated - FINAL ectd Validation Criteria added and existing criteria updated to incorporate changes for US ectd Module 1 (using DTD version 3.2) - DRAFT Updated DTD version 3.2 references to 3.3; DTD 2.01 added to the applicable DTD versions for error 2001; updated guidance sources where applicable - DRAFT

2 Specifications for ectd Validation Criteria These specifications detail the validation criteria applied when FDA processes ectd submissions. They provide a description of the error, an explanation of the error, the corrective steps necessary to correct the error and the severity level that has been assigned to the error. Severity Levels The severity levels outline the impact on the official receipt of your submissions. Severity High Low Description The error is a serious technical error which prevents the processing of the submission and will require resubmission. The submission is considered not received by FDA. The error may impact the reviewability of the submission but cannot be determined without further inspection by the review staff. The submission might be considered received by FDA. The error is a technical error which may or may not impact the reviewability or the integrity of the submission. The submission will likely be considered received by FDA. Note: The FDA utilizes a commercial off-the-shelf product to validate ectd submissions. The vendor provides the error numbers, groups, and sections. These may be subject to change from time to time. Should they change, this document will be updated accordingly. 2

3 ectd Validation Errors Number: 1034 Severity File checks Invalid leaf element operation You have submitted a leaf and did not include the operation attribute. The system substituted "New." If the operation attribute should not have been "New," submit two new leaves. The first leaf should delete the leaf submitted without the operation attribute. The second should associate the file referenced by the first leaf to the leaf you had originally intended to modify. DTDs; ICH ectd Specification V3.2.2 Appendix 6 Number: 1038 Severity File checks Application form and cover letter should be "New" Low You have submitted a form or cover letter using an operator other than "New." No corrective action is necessary as occasionally there is a need to replace an incorrect document. Modify your SOPs to ensure the "New" operator is used with forms and cover letters except for exception cases. FDA Presentations 3

4 Number: 1051 Severity File checks Extraneous leaf element path You have specified a hlink:xref path for an operation that does not require one, e.g., "Delete." Modify your SOPs to ensure extraneous information is not submitted. ICH ectd Specification V3.2.2 Appendix 6 Number: 1068 Severity File checks Extraneous modified leaf element path You have specified a modified-file path for an operation that does not require one, e.g., "New." Modify your SOPs to ensure extraneous information is not submitted. ICH Q&A 36 #4 Number: 1085 Severity File checks Leaf element path length exceeds maximum (230 characters) There is a maximum path length of 230 characters. Internal processing adds additional characters to your paths which may invalidate your links. Corrective action may be necessary. Examine your naming conventions to reduce the length of path statements. ICH ectd Specification V3.2.2 Appendix 2 4

5 Number: 1102 File checks Leaf element path contains invalid characters: backslash(\), colon(:), asterisk(*), question mark(?), less than(<), greater than(>), pipe( ), or space ( ) Severity Number: 1111 Severity Your path statement contains invalid characters. Since the restriction on characters in the path is an operating system constraint there is likely to be an orphaned file caused by a mismatch between the path specified for the leaf and the actual path of the file referenced by the leaf. Resubmit a corrected leaf in a future submission with the operation attribute of "Replace" to replace the original erroneous leaf. ICH ectd Specification V3.2.2 Appendix 2; FDA Portable Document Format Specifications V3.1 File checks More than one version of the us-regional.xml file exists High More than one us-regional.xml was found in the same sequence; the element contains two leafs for regional files. Resubmit with only one us-regional.xml and only one reference to a regional file per submission sequence. General good practice to ensure reviewability. 5

6 Number: 1119 Severity File checks Missing required file A required file in the UTIL folder is missing. Corrective action may be necessary. Modify your SOPs to prevent this in the future. ICH ectd Specification V3.2.2 Appendix 6; ICH Q&A 36 #2, 6, and 8 Number: 1130 File checks Required file checksum value in the util folder must match the expected checksum Severity Low You have submitted a required file which has been altered (DTD or stylesheet in the UTIL folder). No corrective action is necessary. Modify your SOPs to prevent this in the future and ensure the required file is not altered. ICH Q&A 36 #2, 6, and 8 6

7 Number: 1136 Severity File checks Omitted leaf element path You have not provided the path to the file that should be referenced by the leaf. Resubmit the leaf specifying the file path to the original document in a later submission. Use the operational attribute of "Replace" to replace the original incorrect leaf. ICH ectd Specification V3.2.2 Appendix 6; ICH Q&A 36 #13 Number: 1153 Severity File checks Missing modified file The leaf referenced in the modified-file element cannot be found. In your next submission submit a leaf modifying the leaf that generated this error using the operation attribute of "Delete." In the same submission resubmit the leaf that generated this error correcting the modified-file reference. ICH ectd Specification V3.2.2 Appendix 6 7

8 Number: 1154 File checks A leaf referenced in the modified-file element was not originally submitted to all applications in the grouped submission Severity US DTD Version 3.3 Effective Date: Pending Number: 1170 Severity You are using an operator attribute on a leaf that has been found in a different application, but has not been submitted to this application. In your next submission, submit a leaf modifying the leaf that generated this error using the operation attribute of "Delete." In the same submission, resubmit the leaf that generated this error correcting the modified-file reference. General good practice to ensure reviewability. File checks Omitted leaf element modified file path The file path is not specified. Resubmit the missing file path in a later submission referencing the original document using the operation attribute of "Replace." ICH Q&A 36 #4; ICH ectd Specification V3.2.2 Appendix 6 8

9 Number: 1204 File checks File name contains invalid characters: tilde(~), forward slash(/), backslash(\), colon(:), asterisk(*), question mark(?), single quote('), double quote(") less than(<), greater than(>), pipe( ), or space( ) Severity Low The file name contains invalid characters. Modify your SOPs to ensure file names do not contain invalid characters. ICH ectd Specification V3.2.2 Appendix 2 Number: 1221 File checks File name exceeds maximum length (64 characters) per ectd specification Severity Low The file name exceeds maximum length (64 characters). Modify your SOPs to ensure files names do not exceed the maximum length (64 characters) per the ectd Specification. ICH ectd Specification V3.2.2 Appendix 2 9

10 Number: 1238 File checks File size exceeds maximum limit (400 MB) per ectd specification Severity Low The file size exceeds the maximum limit (400 MB). Note: This limit may not be applicable if your file is a dataset. Please refer to the FDA Study Data Specifications document for current information regarding dataset file sizes. No corrective action is necessary. You should generally avoid sending files with sizes that exceed the ectd Specification. ectd Backbone File Specification for Modules 2 through 5 V3.2.2; ICH ectd Specification V3.2.2 Section 7 Number: 1255 Severity File checks Invalid file extension You provided a file extension that is not allowed in this section. Only certain file extensions are valid in certain sections, therefore it is important to submit extensions only in the sections in which they are allowed. Corrective action may be necessary based on where the file with the invalid extension appears in the submission. You will be contacted if corrective action is necessary. ICH ectd Specification V3.2.2 Appendix 2; Specifications for File Format Types Using ectd Specifications V1.0 10

11 Number: 1276 Severity File checks Leaf element title leads or ends with a space Low Number: 1289 Severity Leaf element title leads or ends with a space. No corrective action is necessary. Modify your SOPs to ensure that leaf element titles do not lead or end with a space. General good practice to ensure reviewability. File checks Omitted leaf element title Number: 1298 Severity You have omitted the title of a leaf element. Resubmit a replacement leaf element in a later submission referencing the original leaf using the operation attribute of "Replace." ICH Q&A 36 #20; ICH ectd Specification V3.2.2 Appendix 6 File checks File does not contain a file extension You have provided a file that does not have a file extension such as.pdf,.xpt, etc. Resubmit a replacement leaf element in a later submission referencing the original leaf using the operation attribute of "Replace." General good practice to ensure reviewability. 11

12 Number: 1306 Severity File checks No leaf element for file You have submitted the file(s) listed in the validation report without a corresponding reference in the backbone. Corrective action is based on the underlying reason for the error. If the error is the result of a simple omission of a leaf element then you should submit a leaf element referencing the file in a future submission using the operation attribute of "Replace." If the error occurred due to a difference between the name of the file in a leaf reference and the actual name of the file then submit a corrected leaf element in a future submission that references the original leaf with an operation attribute of "Replace." ICH Q&A 36 #13 Number: 1314 Severity File checks Non-required file exists You have submitted files in the UTIL folder that are not required. Modify your SOPs to ensure that only required files are placed in the UTIL folder. ICH Q&A #51 12

13 Number: 1322 Severity File checks Folder contains no files or sub folders Low Your submission includes a file folder that contains no files or sub folders. Modify your SOPs so that you do not submit empty folders in the future. ICH Q&A #54 Number: 1323 Severity File checks No file for leaf element You have referenced the file(s) listed in the validation report from the us-regional.xml or index.xml files without providing the actual file(s). Corrective action is based on the underlying reason for the error. If the error is the result of a simple omission of the file then you should submit the file and a leaf element referencing the original leaf using the operation attribute of "Replace" in a future submission. If the error occurred due to a difference between the name of the file in a leaf reference and the actual name of a file then submitted, you should submit a corrected leaf element in a future submission that references the original leaf with an operation attribute of "Replace." ICH Q&A 36 #12; ICH ectd Specification V3.2.2 Appendix 6 13

14 Number: 1344 Severity General Attribute value leads or ends with a space Low Number: 1357 Severity Attribute value leads or ends with a space. No corrective action is necessary. Modify your SOPs to ensure that attribute values do not lead or end with a space. General good practice to ensure reviewability. General Required attribute value omitted in M2 - M5 You did not specify a required attribute in a heading element or STF XML file in m2 through m5, e.g. 'indication' in the section element or 'type of control' in the STF XML file for a study in section Corrective action may be necessary. If corrective action is necessary, you will be contacted by FDA. Modify your SOPs to ensure that attributes are used as described in the ectd Specification. DTDs; The ectd Backbone File Specification for Study Tagging Files

15 Number: 1362 Severity General An attribute appears multiple times in the stf.xml file Number: 1368 Severity You have duplicated an attribute, e.g., two 'type-of-control' attributes in a STF XML file. Viewer will ignore duplicate attributes and display only the first attribute. Corrective action may be necessary. If corrective action is necessary, you will be contacted by FDA. Modify your SOPs to ensure that attributes are used as described in the ectd Specification. DTDs; The ectd Backbone File Specification for Study Tagging Files General Extraneous attribute Low You have submitted an attribute that is not called for in the specification, e.g. 'manufacturer' in a Module 4 or Module 5 heading element or 'species' in a Module 5 STF. No corrective action is currently possible. Modify your SOPs to ensure that attributes are used as described in the ectd Specification. DTDs; The ectd Backbone File Specification for Study Tagging Files

16 Number: 1374 Severity General Checksum value must match the actual checksum Low Your checksum value does not match the actual checksum. Corrective action is based on the underlying reason for the error. You should determine if the issue is simply a miscalculation or misapplication of a checksum; if so, no corrective action is necessary. If you determine that the incorrect file was submitted you should submit the corrected file in a future submissions with a leaf element referencing the original leaf with an operation attribute of "Replace." If you believe that an error has occurred and that the file you have submitted may have become corrupt you should contact your appropriate Center representative. ICH ectd Specification V3.2.2 Appendix 2 Number: 1391 Severity General Invalid checksum formatting in index-md5.txt. Low You are using an invalid checksum format, i.e., you have not specified the 32 characters produced as part of generating the MD5 checksum, or you have included trailing spaces or carriage returns. No corrective action is necessary. Modify your SOPs to ensure the proper MD5 checksum format is used. ICH ectd Specification V3.2.2 Appendix 2 16

17 Number: 1408 Severity General Invalid checksum type Low You have used an invalid checksum type. No corrective action is necessary. Modify your SOPs to ensure the use of MD5 checksums. ICH ectd Specification V3.2.2 Appendix 2 Number: 1425 Severity General Omitted checksum value Low You have omitted the checksum value. No corrective action is necessary. Modify your SOPs to ensure that the MD5 checksums are specified. ICH ectd Specification V3.2.2 Appendix 2 Number: 1426 Severity General Unexpected checksum value Low You have provided a checksum when the leaf operation is "Delete." No corrective action is necessary. Modify your SOPs to ensure that the checksums are not specified for delete operations. ICH ectd Specification V3.2.2 Appendix 6 17

18 Number: 1442 Severity General Omitted DTD version in index.xml file Number: 1445 Severity You have omitted the DTD version in the index.xml file. No corrective action is necessary unless FDA notifies you that it is unable to process your submission. Modify your SOPs to ensure that the DTD version is specified in the index.xml file. The ectd Backbone File Specification for Study Tagging Files V2.6.1 Section I General Omitted DTD version in us-regional.xml file You have omitted the DTD version in the us-regional.xml file. No corrective action is necessary unless FDA notifies you that it is unable to process your submission. Modify your SOPs to ensure that the DTD version is specified in the usregional.xml file. The ectd Backbone Files Specification for Module 1 V1.3 and V2.3 18

19 Number: 1451 Severity Date format is missing US DTD Version 2.01 You have omitted the date format in the us-regional.xml file. Modify your SOPs to ensure the date format is specified in the us-regional.xml file. DTDs; The ectd Backbone Files Specification for Module 1 V1.3 Section II Number: 1454 Severity Company name is missing Low You have omitted the company name in the us-regional.xml file. No corrective action is necessary unless FDA notifies you that it is unable to process your submission. DTDs; The ectd Backbone Files Specification for Module 1 V1.3 Section II Number: 1459 Severity General Unsupported DTD version in index.xml file High You are using an unsupported DTD version in the index.xml file. Resubmit your submission using a version of the DTD that is supported. You may resubmit using the original sequence number of the submission. ICH ectd Specification V3.2.2; FDA ectd Website 19

20 Number: 1463 Severity General Unsupported DTD version in us-regional.xml file High You are using an unsupported DTD version in the usregional.xml file. Resubmit your submission using a version of the DTD that is supported. You may resubmit using the original sequence number of the submission. The ectd Backbone Files Specification for Module 1 V1.3 and V2.3; FDA ectd and Module 1 Website Number: 1468 Severity Submission does not contain a prod-name element Low US DTD Version 2.01 You have omitted the prod-name element in the usregional.xml file. No corrective action is necessary unless FDA notifies you that it is unable to process your submission. DTDs; The ectd Backbone Files Specification for Module 1 V1.3 Section II 20

21 Number: 1472 Severity Product name value is missing Low US DTD Version 2.01 You have omitted a value for the prod-name element in the us-regional.xml file. No corrective action is necessary unless FDA notifies you that it is unable to process your submission. DTDs; The ectd Backbone Files Specification for Module 1 V1.3 Section II Number: 1476 Severity General Node-extension exists You have included node extensions in your submissions. Node extensions are strongly discouraged by FDA. Modify your SOPs to ensure that node extensions are not used in future submissions. FDA Presentations 21

22 Number: 1478 Severity General Node-extension does not have a title Number: 1482 Severity Node extension is supplied without a title. In a future submission, a leaf should be provided that references the original node-extension leaf specifying the "Delete" operation. A new leaf using an existing ectd heading should be also submitted specifying the operation attribute of "New" taking care to include all required elements and attributes. The use of node extensions is strongly discouraged. ICH ectd Specification V3.2.2 Appendix 6; General good practice to ensure reviewability. General Node-extension title leads or ends with a space Low The node-extension title begins or ends with a space. No corrective action is necessary. Modify your SOPs to ensure that node extensions are not used in future submissions. The use of node extensions is strongly discouraged. General good practice to ensure reviewability. 22

23 Number: 1487 Severity Product type is missing Low US DTD Version 2.01 You have omitted the type attribute or value from the prodname element in the us-regional.xml file. No corrective action is necessary unless FDA notifies you that it is unable to process your submission. DTDs; The ectd Backbone Files Specification for Module 1 V1.3 Section II Number: 1496 Severity Application type is invalid High The application type must match a valid, supported application type from the specification and/or attribute xml file if applicable. Resubmit your application specifying a valid application type. Certain application types in the attribute file are used only for cross-referenced applications, and it's noted in the attribute file. You may resubmit using the original sequence number of the submission. DTDs; The ectd Backbone Files Specification for Module 1 V1.3 and V2.3 23

24 Number: 1500 Severity General Text data was truncated Low You have submitted data that exceed the maximum limits. No corrective action is necessary. This is a warning to examine your naming conventions to reduce the size of the data values. Titles and keywords are limited to 512 characters. ICH ectd Specification V3.2.2 Appendix 6 Number: 1519 Severity Application number does not match the folder name Your application number in the us-regional.xml file does not match the folder name or the application number referenced for application-containing-files="true" does not match the folder name. Your application number and folder name must match; please correct one of them. General good practice to ensure reviewability. 24

25 Number: 1544 Severity Company name must remain constant Low The company name has changed. No corrective action is necessary since company names do change from time to time. Modify your SOPs to ensure that company name is used consistently from submission to submission. The company name should only change when there is an actual name change. General good practice to ensure reviewability. Number: 1545 Promotional labeling and advertising regulatory contact is missing Severity US DTD Version 3.3 Effective Date: Pending You did not provide the promotional labeling and advertising regulatory contact for a Promotional Labeling Advertising submission (submission-type=promotional Labeling Advertising). Ensure that a promotional labeling and advertising regulatory contact is provided for all future promotional labeling and advertising submissions. The ectd Backbone Files Specification for Module 1 V2.3 25

26 Number: 1550 Severity Effective Date: US DTD Version 3.3 Material-id exceeds 30 characters Pending You provided a material-id that exceeds the 30 character limitation. Ensure each material-id is within character limitations in future submissions. The ectd Backbone Files Specification for Module 1 V2.3 Number: 1561 Severity Circular relationship found in related sequences US DTD Version 2.01 Number: 1578 Severity Sequences are referring to one another in a circular fashion. An example of this condition would be sequence 0001 relating to sequence 0002 and 0002 relating back to Another example would be a sequence that relates to itself. Remove the circular relationship between sequences. General good practice to ensure reviewability. Multiple related sequences Low US DTD Version 2.01 You are relating the submission to multiple sequences, which is not typical. No corrective action is necessary. Generally, a submission relates to one sequence only; although in rare cases valid, multiple related sequences are allowed, such as an amendment that relates to two supplements. FDA Presentations 26

27 Number: 1595 Severity This related submission type cannot have a child submission US DTD Version 2.01 Number: 1612 Severity You have specified an improper relationship between submission types. A second-level submission should never be related to another second-level submission, e.g. an 'amendment' related to another 'amendment'. Modify your SOPs to ensure that submission types are properly related to one another. FDA Presentations This submission type cannot have a related sequence US DTD Version 2.01 Number: 1629 Severity You have specified an improper relationship between submission types. The 'related-sequence-number' element should not be included for first-level submission types. Remove the 'related-sequence-number' element. FDA Presentations This submission type requires a related sequence US DTD Version 2.01 This submission type requires a related sequence. An example is submitting an amendment that is not related to anything. Enter the correct related sequence. FDA Presentations 27

28 Number: 1635 The related sequence number referenced has not been received and/or processed Severity US DTD Version 2.01 You have submitted a sequence that references a related sequence number for a submission that has not been received and/or processed. Submit the related submission sequence first before using it as a related sequence in future submissions. The ectd Backbone Files Specification for Module 1 V1.3; General good practice to ensure reviewability. Number: 1636 The submission-id referenced has not been received and/or processed Severity High US DTD Version 3.3 Effective Date: Pending The submission-id referenced has not been received and/or processed. Submit the referenced submission-id sequence first before using it as a submission-id in future submissions. DTDs; The ectd Backbone Files Specification for Module 1 V1.3 and V2.3; General good practice to ensure reviewability. 28

29 Number: 1646 Severity Invalid date Low US DTD Version 2.01 Your date is invalid (e.g., December 32, 2011) or you did not provide the proper date format of YYYYMMDD. Modify your SOPs to ensure that an actual date or date format is used in the preparation of your submission. DTDs; The ectd Backbone Files Specification for Module 1 V1.3 Section II Number: 1663 Severity Invalid date format per ectd specification Low US DTD Version 2.01 You have used an invalid date format. Modify your SOPs to ensure that you are using the valid date format. The valid date format is YYYYMMDD, e.g., for June 15, DTDs; The ectd Backbone Files Specification for Module 1 V1.3 Section II Number: 1680 Severity Omitted date per ectd specification Low US DTD Version 2.01 You have omitted the date. No corrective action is necessary. Modify your SOPs to ensure that the date is specified in future submissions. DTDs; The ectd Backbone Files Specification for Module 1 V1.3 Section II 29

30 Number: 1681 Severity Effective Date: US DTD Version 3.3 Issue-date attribute value is missing Pending You did not provide the issue-date for one or more promotional materials in a 2253 submission (promotionalmaterial-doc-type=promotional 2253). Ensure that an issue date is provided for each promotional material in future 2253 submissions. The ectd Backbone Files Specification for Module 1 V2.3 Number: 1697 Severity Effective Date: Sequence number was previously submitted High Pending The sequence number used in your submission has already been submitted to the application. Resubmit your submission ensuring that you use a 4 numeric digit sequence number that is unique within the application. The ectd Backbone Files Specification for Module 1 V1.3 and V2.3 30

31 Number: 1714 Severity Sequence number does not match the folder name High The sequence number used in your submission does not match the folder name or for DTD V3.2 the sequence number for the application containing files (application-containingfiles="true") does not match the folder name. Resubmit your submission ensuring that the sequence number used in your submission matches the folder name for DTD V2.01 or that the sequence number for the application containing files (application-containing-files= true ) matches the folder name for DTD V3.2. ICH Q&A 36 #19 Number: 1731 Severity STF Cumulative STF files are not allowed High FDA only accepts the accumulative approach to STF. Resubmit your submission ensuring that the STF files created follow the accumulative approach. The ectd Backbone File Specification for Study Tagging Files V2.6.1 Section II 31

32 Number: 1748 Severity STF Omitted STF DTD version in leaf element Number: 1752 Severity Omitted STF DTD version in leaf element. No corrective action is necessary unless FDA notifies you that it is unable to process your submission. Modify your SOPs to ensure that the DTD version is in the leaf element. The ectd Backbone File Specification for Study Tagging Files V2.6.1 Page 4 STF Omitted STF DTD version in STF XML file Omitted STF DTD version in the STF XML file. No corrective action is necessary unless FDA notifies you that it is unable to process your submission. Modify your SOPs to ensure that the DTD version is specified in the STF XML file. The ectd Backbone File Specification for Study Tagging Files V

33 Number: 1765 Severity STF STF DTD version must match the XML file Number: 1782 Severity Your STF DTD version listed in the leaf element does not match the DTD version in the STF XML file. No corrective action is necessary unless FDA notifies you that it is unable to process your submission. Modify your SOPs to ensure that the DTD version specified in the leaf matches that specified in the STF XML file. The ectd Backbone File Specification for Study Tagging Files V2.6.1 STF Unsupported STF DTD version in leaf element High You are using an unsupported STF DTD version in a leaf element. Resubmit your submission using a version of the DTD that is supported. For STF Version 2.2 references, the version value should be indicated as "STF Version 2.2" exactly. You may resubmit using the original sequence number of the submission. The ectd Backbone File Specification for Study Tagging Files V

34 Number: 1786 Severity STF Unsupported STF DTD version in STF XML file High You are using an unsupported STF DTD version in a STF XML file. Resubmit your submission using a version of the DTD that is supported. You may resubmit using the original sequence number of the submission. The ectd Backbone File Specification for Study Tagging Files V2.6.1 Number: 1789 STF A file has been submitted in a study section without providing an STF file Severity All files in a study section must be referenced by an STF file. In a new submission include an STF and use the "Replace" operator to replace previously submitted documents which were not referenced in an STF. The ectd Backbone File Specification for Study Tagging Files V2.6.1; FDA Presentations 34

35 Number: 1799 Severity STF STF cannot reference another STF High Number: 1816 Severity The STF may not reference another STF. Resubmit your submission ensuring that STFs do not reference other STFs. You may resubmit using the original sequence number of the submission. General good practice to ensure reviewability. STF STF does not relate to any leaf elements STF does not relate to any leaf elements. In a future submission, you should include an STF that includes references to appropriate leaf elements. Modify your SOPs to ensure that all STFs submitted reference leaf elements. The ectd Backbone File Specification for Study Tagging Files V

36 Number: 1833 Severity STF STF relates to a non-existent leaf element Number: 1850 Severity STF relates to a non-existent leaf element. In a future submission, you should include an STF that includes references to existing leaf elements. Modify your SOPs to ensure that all STFs submitted reference leaf elements. The ectd Backbone File Specification for Study Tagging Files V2.6.1 STF Study ID for STF must remain constant You have appended an STF with a second STF and the two Study IDs are different (not an exact match). The reviewer will see two studies instead of one. "Delete" leaf references in the index.xml for the files with incorrect Study IDs and then add the leaf references as "New" to the index.xml and STF for the study that should remain. Modify your SOPs to ensure that a consistent Study ID (exact match) is used. General good practice to ensure reviewability. 36

37 Number: 1867 Severity STF Invalid STF file extension Number: 1884 Severity You have included an invalid STF file extension. Corrective action may be necessary. If corrective action is necessary, you will be contacted. Modify your SOPs to ensure that the name for the STF XML file starts with the term "stf-" followed by the alphanumeric code used by the sponsor to unambiguously identify the study (i.e., study-id) and followed by ".xml" to complete the file name. The ectd Backbone File Specification for Study Tagging Files V2.6.1 Section I STF Invalid STF file name You have included an invalid STF file name. Modify your SOPs to ensure that the name for the STF XML file starts with the term "stf-" followed by the alphanumeric code used by the sponsor to unambiguously identify the study (i.e., study-id) and followed by ".xml" as the file extension to complete the file name. The ectd Backbone File Specification for Study Tagging Files V2.6.1 Section I 37

38 Number: 1901 Severity STF Invalid STF TOC location Number: 1918 Severity Your leaf that points to the STF is under an invalid heading area or invalid module. For example, STFs can only be associated with certain headings under Modules 4 or 5. In a future submission, place the STF under the correct module and heading element. Modify your SOPs to ensure that STFs are included only in Modules 4 and 5. The ectd Backbone File Specification for Study Tagging Files V2.6.1 Intro STF Omitted STF doc-content file tag You have omitted the STF doc-content file tag which prevents the proper classification of the file within the submission. In a future submission you should include an updated STF file that reflects the proper doc-content file tag using the "Replace" operator. The ectd Backbone File Specification for Study Tagging Files V2.6.1 Intro 38

39 Number: 1935 Severity STF Multiple STF doc-content file tags Number: 1953 Severity You have multiple STF doc-content file tags; processor will process the first tag but will ignore any additional tags. No corrective action is possible due to current STF limitations. Modify your SOPs to ensure that only a single doc-content file tag is used. DTDs; General good practice to ensure reviewability. STF STF XML title and leaf element title do not match Low Your STF study title and leaf element title do not match; viewer will show the title in the stf.xml file only. No corrective action is necessary. Modify your SOPs to ensure that STF titles match the provided leaf title. General good practice to ensure reviewability. 39

40 Number: 1969 Severity STF Invalid STF XML file Number: 1981 Severity You have submitted an invalid stf-xxxxxxxx.xml file. This error will occur when: no Study ID is defined, there are no child nodes in the XML document, or the XML document fails to load. In a future submission, delete the leaves which were referenced in the previous invalid stf-xxxxxxx.xml file. Submit a new valid stf-xxxxxxxx.xml files and use the "new" operator attribute to re-reference the previously submitted leaves in the STF files. DTDs; The ectd Backbone File Specification for Study Tagging Files V2.6.1 STF STF XML file is missing You have referenced an STF XML file in the hlink:xref attribute of a leaf and the system is unable to locate the file. Resubmit the missing STF XML file in a new submission sequence and re-reference the appropriate leaves using the operation attribute of "Replace." ICH ectd Specification V3.2.2 Appendix 6; The ectd Backbone File Specification for Study Tagging Files V

41 Number: 1985 Severity STF The study title for the STF is missing Number: 1990 Severity You have omitted the title within the STF XML file. The title is required for STFs submitted using the version 2 specification. In a new submission sequence, resubmit the STF file which includes the corrected study title (it is not necessary to resubmit files or regenerate leaves). Ensure that your Study ID is identical to what you previously submitted. The ectd Backbone File Specification for Study Tagging Files V2.6.1 STF The same STF XML is referenced more than once. You have submitted one STF XML file and referenced that STF XML file in more than one section. Only the first study will appear when an STF XML file is referenced more than once. Add a new study STF XML file and one PDF file that states the study is located in another section and provides a link to the study. ICH Q&A 60 41

42 Number: 2001 An older version of the DTD has been used after a submission to the application used a higher version. Severity High Effective Date: Pending You referenced a version of the DTD that can no longer be used for the application because a previous submission(s) to the same application referenced a higher, more recent version. Resubmit your submission using the same or higher version of the DTD referenced in previous submissions. You may resubmit using the original sequence number of the submission. DTDs; The ectd Backbone Files Specification for Module 1 V1.3 and V2.3 Number: 2002 Schema Error XML didn't pass validation with the schema (DTD) and attribute files Severity High Effective Date: Pending You provided an index.xml, us-regional.xml or stf.xml file which does not conform to the schema (DTD) and/or attribute files. Resubmit your submission ensuring that you use xml files valid with the schema (DTD) and attribute files as applicable. You may resubmit using the original sequence number of the submission. ICH ectd Specification V3.2.2; The ectd Backbone Files Specification for Module 1 V1.3 and V2.3; General good practice to ensure reviewability 42

43 Number: 2003 us-regional.xml is not referencing the DTD and stylesheet at an approved valid location Severity High US DTD Version 3.3 Effective Date: Pending You submitted a submission with its us-regional.xml referencing incorrect DTD and stylesheet file locations. Resubmit your submission that contains a us-regional.xml that references the valid, correct versions of the DTD and stylesheet. You may resubmit using the original sequence number of the submission. The ectd Backbone Files Specification for Module 1 V2.3 Number: 2012 Severity Effective Date: A required attribute value in is missing High US DTD Version 3.3 Pending You have failed to provide a required attribute value for an element. Resubmit the submission and ensure all required attribute values are provided. You may resubmit using the original sequence number of the submission. The ectd Backbone Files Specification for Module 1 V1.3 and V2.3 43

44 Number: 2013 Severity Effective Date: Invalid attribute value High US DTD Version 3.3 Pending You submitted a submission that refers to an attribute value that has a status of invalid or the value itself is not allowed according to the corresponding referenced attribute type list. Resubmit the submission and ensure all provided attributes are valid. You may resubmit using the original sequence number of the submission. The ectd Backbone Files Specification for Module 1 V2.3 Number: 2021 A submission sub-type error occurred because this particular submission sub-type is only allowed once for each regulatory activity. Severity US DTD Version 3.3 Effective Date: Pending You used a submission sub-type that was provided in a previous submission to the same regulatory activity. Certain submission sub-types (application, original, report) can only be submitted once for each regulatory activity. (e.g., originalapplication should only have one submission with a sub-type value "application"). You will be contacted if corrective action is necessary. Modify your SOPs to ensure that the submission sub-types which should only be used once for each regulatory activity, are not used again for subsequent submissions to the same regulatory activity. General good practice to ensure reviewability. 44

45 Number: 2022 Severity Effective Date: Submission-sub-type is invalid for submission-type High US DTD Version 3.3 Pending You have used a submission-sub-type which is not allowed for the submission-type and/or type of application. Resubmit the submission using a valid submission-sub-type. You may resubmit using the original sequence number of the submission. The ectd Backbone Files Specification for Module 1 V2.3 Number: 2023 All grouped submission submission-sub-type values must be the same Severity High US DTD Version 3.3 Effective Date: Pending You have referenced more than one application and the submission sub-type values are not the same. Resubmit the submission and provide the same submission sub-type for all applications referenced in the usregional.xml. You may resubmit using the original sequence number of the submission. The ectd Backbone Files Specification for Module 1 V2.3 45

46 Number: 2031 All grouped submission application-type values must be the same Severity High US DTD Version 3.3 Effective Date: Pending You have referenced more than one application and the application-type values are not the same. Resubmit the submission and provide the same applicationtype for all applications referenced in the us-regional.xml. You may resubmit using the original sequence number of the submission. The ectd Backbone Files Specification for Module 1 V2.3 Number: 2032 All grouped submission submission-type values must be the same Severity High US DTD Version 3.3 Effective Date: Pending You have referenced more than one application and the submission-type values are not the same. Resubmit the submission and provide the same submissiontype for all applications referenced in the us-regional.xml. You may resubmit using the original sequence number of the submission. The ectd Backbone Files Specification for Module 1 V2.3 46

47 Number: 2033 Different sequence numbers are referenced for the same application number Severity High US DTD Version 3.3 Effective Date: Pending You referenced different sequence numbers to the same application in a grouped submission. When submitting to different regulatory activities in the same application, use the same sequence number for each submission. Reference the same sequence number for all regulatory activities to the same application number. The ectd Backbone Files Specification for Module 1 V2.3 Number: 2034 Severity Effective Date: Submission-type is invalid for application-type High US DTD Version 3.3 Pending You have used a submission-type which is not allowed for the application type. Resubmit the submission using a valid submission-type. You may resubmit using the original sequence number of the submission. The ectd Backbone Files Specification for Module 1 V2.3 47

48 Number: 2035 Severity Effective Date: Submission description exceeds 128 characters Low US DTD Version 3.3 Pending You provided a submission description that exceeds the 128 character limit. Ensure future submissions do not have a submissiondescription that exceeds 128 characters. The ectd Backbone Files Specification for Module 1 V2.3 Number: 2036 No application element with application-containing-files value of true Severity High US DTD Version 3.3 Effective Date: Pending You did not provide an application-containing-files value="true" for any applications referenced in the usregional.xml. Resubmit the submission indicating which application contains the files by ensuring the application's applicationcontaining-files element has a value="true." You may resubmit using the original sequence number of the submission. The ectd Backbone Files Specification for Module 1 V2.3 48

49 Number: 2037 More than one application-containing-files element has a value of "true" Severity High US DTD Version 3.3 Effective Date: Pending You have reference more than one application with an application-containing-files value= "true." Resubmit the submission indicating which application contains the files by ensuring the application's applicationcontaining-files element has a value="true." You may resubmit using the original sequence number of the submission. The ectd Backbone Files Specification for Module 1 V2.3 Number: 2038 Cross-reference-application-number must contain 6 numeric digits only Severity Low US DTD Version 3.3 Effective Date: Pending Your cross-reference-application-number must be 6 numeric digits in length. In a future submission, reference the correct six (6) digit application number. The ectd Backbone Files Specification for Module 1 V2.3 49

50 Number: 2041 Severity Effective Date: US DTD Version 3.3 Supplement-effective-date-type attribute value is missing Pending You did not provide the supplement-effective-date-type for this first submission to the supplement. Include a supplement-effective-date-type in the first submission to a new supplement. The ectd Backbone Files Specification for Module 1 V2.3 Number: 2042 Severity Effective Date: address exceeds 64 characters Low US DTD Version 3.3 Pending You provided an address that exceeds the 64 character limitation. Ensure addresses are within character limitations in future submissions. The ectd Backbone Files Specification for Module 1 V2.3 Number: 2043 Severity Effective Date: id element has changed Low US DTD Version 3.3 Pending You are using an company id element that is different than the id used in previous submissions to the application. No corrective action is necessary since id can change from time to time. Modify your SOPs to ensure that same id is used consistently in future submissions to the application. The id should change only when there is a change in ownership of the application. General good practice to ensure reviewability. 50

51 Number: 2044 Severity Effective Date: US DTD Version 3.3 id element must contain 9 digits only Pending You provided an id that is not 9 numeric digits. Ensure future submissions include an id that is 9 numeric digits. The ectd Backbone Files Specification for Module 1 V2.3 Number: 2045 Severity Effective Date: US DTD Version 3.3 Invalid form type for ectd location Pending You have included an invalid form-type attribute value in the submission-information section. Reference the form in the m1-1-forms section and not in submission-information in the admin section of the usregional.xml. The ectd Backbone Files Specification for Module 1 V2.3 Number: 3001 Severity STF STF doc-content title used You have included a STF doc-content title. This title is not visible to the reviewer and should not be used. The leaf title is visible to reviewers. Corrective action may be necessary. In future submissions, ensure that doc-content titles for each document referenced in the STF XML are not included. The ectd Backbone File Specification for Study Tagging Files V2.6.1 Page 14 51

52 Number: 3008 Severity STF Number: 3015 Severity Use of the property element is required in STF DTD V2.0; the xlink:href attribute of the doc-content element is not used Use of the property element is required. The xlink:href attribute of the doc-content element is not used. Note: Only applies to the STF 2.0 specification. Modify your SOPs to use the most current STF DTD indicated on the FDA ectd Website. The ectd Backbone File Specification for Study Tagging Files V1.1 Section III STF The element 'file-tag' preceded the element 'property' In the STF XML the 'property' element should come before its sibling element 'file-tag'. Modify your SOPs to ensure your STF is in conformance with the ordering as described in the specification and the DTD. The ectd Backbone File Specification for Study Tagging Files V2.6.1 Section III 52

53 Number: 3029 Severity STF Use of content-block is not recommended Number: 3036 Severity Although content block is in both DTD versions, the specification does not refer to it; it is recommended that you do not use it. Remove the content block element in the identified stfxxxxxxxx.xml and resubmit at time of next planned submission. The ectd Backbone File Specification for Study Tagging Files V2.6.1 Application number must contain 6 numeric digits only High The application number must be 6 numeric digits in length. Resubmit your submission specifying a properly formatted application number. You may resubmit using the original sequence number of the submission. The ectd Backbone Files Specification for Module 1 V1.3 Section II 53

54 Number: 3050 Submission sequence number must contain 4 numeric digits only Severity High Your submission's sequence number must be 4 numeric digits in length. Resubmit your submission specifying a properly formatted sequence number. The ectd Backbone Files Specification for Module 1 V1.3 Section II Number: 3064 Severity Related sequence number must contain 4 numeric digits only High US DTD Version 2.01 Your submission's related sequence number element must only contain 4 numeric digits or the element should not appear in the us-regional.xml file. Resubmit your submission specifying a properly formatted related sequence number. You may resubmit using the original sequence number of the submission. The ectd Backbone Files Specification for Module 1 V1.3 Section II 54

55 Number: 3065 Severity Effective Date: Submission-id element must contain 4 numeric digits only High US DTD Version 3.3 Pending Your submission-id must be 4 numeric digits in length. Resubmit your submission specifying a properly formatted submission-id number. You may resubmit using the original sequence number of the submission. The ectd Backbone Files Specification for Module 1 V2.3 Number: 3078 Severity General ectd element does not contain any leaf elements Low Number: 3102 Severity You have included a lowest level element that does not contain any leaf elements. No corrective action is necessary. Modify your SOPs to ensure lowest level elements contain leaf elements. FDA Presentations PDF Failed to process PDF contents You have submitted a document with contents that cannot be processed, e.g. a corrupted or invalid PDF document. Resubmit a corrected leaf in a future submission with the operation attribute of "Replace" and an updated valid PDF file. General good practice to ensure reviewability. 55

56 Number: 5005 Severity PDF Non standard font (not embedded) Number: 5020 Severity You have used a non-standard font and failed to fully embed the font. You should limit fonts to standard fonts. If you use non-standard fonts you should fully embed them in the PDF file. Resubmit a corrected leaf in a future submission with the operation attribute of "Replace" and an updated PDF file with all non standard fonts embedded. ICH ectd Specification V3.2.2 Section 7; FDA Portable Document Format Specifications V3.1 PDF PDF security used You have submitted a PDF file with security settings that limit the ability to select text or graphics, or make other changes. This prevents agencies from copying text and taking other actions with submitted documents. (Not applicable for FDA Forms) Resubmit a corrected leaf in a future submission with the operation attribute of "Replace" and an updated PDF file without restrictions. ICH ectd Specification V3.2.2 Section 7 56