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The Challenge
A Hyderabad-based pharmaceutical company with 180 medical representatives across South India was managing 60 doctor sample SKUs from a head-office storeroom. The storeroom had no barcode tracking, no temperature monitoring, and no dispatch documentation. Samples were dispatched to MRs via ad-hoc courier bookings with no systematic logging. The compliance team had no way to produce a chain-of-custody report for their annual CDSCO audit, and the field force manager was fielding weekly complaints from MRs about delayed or incorrect sample kits. At least 3 of the 60 SKUs required temperature-aware storage — a condition the storeroom could not reliably meet.
The Solution
SafeStorage inducted all 60 sample SKUs, assigning a unique barcode to each SKU group. The 3 temperature-sensitive SKUs were placed in a monitored storage bay with temperature logging. The company's field ops team submitted daily dispatch requests via WhatsApp by 11 AM, specifying MR name, SKU, and quantity. SafeStorage fulfilled same-day for Hyderabad MRs and next-day for Chennai and Bangalore. Every dispatch event was logged: timestamp, MR name, SKU, quantity, and consignment number. Monthly dispatch summary reports were sent to the field force manager and compliance team automatically.
The Result
Over six months, 4,800 sample dispatch requests were fulfilled with a 99.2% on-time rate — eliminating the field force manager's weekly complaints entirely. MR satisfaction with sample supply improved significantly. The compliance team submitted SafeStorage's chain-of-custody reports directly to their CDSCO annual audit, which was completed without any deficiency related to sample storage or distribution. Temperature logs for the three sensitive SKUs were included in the submission. The company has since consolidated all South India sample dispatch through SafeStorage and is expanding the arrangement to their North India operations.
"Our CDSCO auditor accepted the SafeStorage chain-of-custody reports without a single query. For the first time in three audit cycles, we had clean documentation for our promotional sample distribution. That alone justified the entire arrangement."
— Compliance Manager, Hyderabad Pharma Company