Industries / Life sciences
Answers your quality unit can defend.
You work under FDA & EMA regulations. GMP, GCP, any GxP requirements are supported. Cognatum ensures that every answer your AI gives traces to a controlled document that is validated. Signed, approved, time stamped and version controlled.
Without Cognatum
Which version is in force?
“Adopting AI only helps if it makes execution more consistent, not more chaotic.”
Before an AI system goes live, your quality unit, regulatory affairs, and the review committee each ask whether the right people signed off first.
Procedures live in several places and disagree. A site contains an outdated version because the update never reached it.
An AI assistant reading uncontrolled content answers from a draft procedure on a shared drive, which uses labeling that was replaced, and a medical information response retired two revisions ago.
A procedure gets updated and the answers built on the old version carry on, because nothing connects them. No record says what was used and by whom.
Revision 4. It has been in force since the site transfer and covers all regulated exception handling.
No source · no approver · no date
Why this industry
The properties you already expect.
Your teams already hold electronic records to a standard: attributable, legible, recorded as things happen, original, and accurate.
Those properties have mostly skipped the working knowledge an AI assistant now uses. This applies them to it, across the document classes your quality system already controls: procedures, labeling, medical information, deviations, and clinical study documents.
- Attributable. Every action is tied to an identified person, not to an account somebody shares.
- Recorded as things happen. The history is written as events occur, rather than assembled afterwards.
- Original. Superseded versions are retained, so what an entry created on a date in March is a lookup.
- Accurate. The loop updates, merges, and reconciles entries continuously, rather than letting the library decay between audits.
What we will not claim
This does not make you compliant with 21 CFR Part 11 or GxP requirements, and no software could. Those duties attach to your records, your processes, and your quality system.
What you get is evidence toward them: numbered entries, approvals attached to named people, and a change history for the knowledge your AI answers from. Your quality unit decides how that evidence fits your position.
Which retention period applies to client trade communications?
Entry SOP-4471
- v4 In force
Retention extended to seven years for client trade communications.
D. Whitfield, Records management · 2026-07-02
- v3 Superseded · retained
Chat channels brought into scope.
D. Whitfield, Records management · 2025-11-14
- v2 Superseded · retained
Exception process added for legal hold.
M. Alvarez, Compliance · 2025-03-09
- v1 Superseded · retained
First approved version.
M. Alvarez, Compliance · 2024-06-18
→ what the entry said on a date is a lookup
With Cognatum
Five things that need approving.
The knowledge an AI system uses is drawn from document classes that already require controlled review. An answer taken from them inherits that requirement.
Labeling
Language that was negotiated
An answer that repeats replaced labeling contradicts the approved label, confidently and with no warning. The entry carries the current text.
Procedures
A version, with a date
A procedure in force is one revision with one effective date. An answer built on the previous one tells someone to do the wrong thing correctly.
Medical information
Reviewed responses only
Each response to an unsolicited request is reviewed language. Utilizing a draft in an AI channel undoes the review that made it usable.
Deviations
As recorded, not remembered
How a deviation was classified, investigated, and closed is knowledge other studies need. It is presented the way it was written down.
Clinical
The protocol in force
A protocol and its amendments are controlled documents, and a study question answered from a superseded amendment is answered wrong. The entry names the amendment it came from.
Why not search
Your document system governs documents.
You already run a document management system and it is doing its job. The gap sits one level below it.
AI systems do not present documents. They present answers pulled from documents, and that is where control is lost today.
This governs at the level the AI answers. An entry is numbered, approved, and records the controlled document behind it.
Returned word for word
“These statements have not been evaluated by the Food and Drug Administration. This product is not intended to diagnose, treat, cure, or prevent any disease.”
D-102 · v4
- PDP template Unchanged
- Support macro Unchanged
- AI assistant Refused
What was refused
Asked to send “isn’t meant to” in place of “is not intended to”. Rewording approved text is refused, not corrected.
Frameworks
What each framework asks.
| Instrument | What it asks of you | What we supply toward it |
|---|---|---|
| 21 CFR Part 11 | That electronic records and signatures are attributable, legible, contemporaneous, original, and accurate. | Approvals are recorded with the approver, the timestamp, and the source version; the record is kept rather than being overwritten. |
| The Food, Drug, and Cosmetic Act | That claims about a product match what has been reviewed and authorized. | Regulated wording is returned word for word rather than paraphrased, so an approved claim cannot drift in the retelling. |
| European Medicines Agency requirements | That documentation submitted and relied on is controlled and current. | Change a source and every entry depending on it is flagged and routed for re-check, so a superseded version stops being used. |
| ISO 13485 | For medical devices, that documents are controlled and that changes are reviewed and approved. | Version history and approval sit on the entry itself, not in a separate spreadsheet that has to be reconciled. |
| GMP, GCP, and GxP | That the practice you followed can be evidenced after the fact. | The evidence is produced as the work happens rather than assembled before an inspection. |
This table describes obligations that fall on your organization, and the evidence Cognatum produces toward them. It is not a claim of certification or conformity, ours or yours.
In practice
Which procedure is in force?
A regional operations team needs the current procedure for a regulated exception process, and the last update never reached their site.
They ask, and the answer comes from the revision in force, with its effective date and the person who approved it attached; the passages that must not be reworded are returned as written.
Where two approved sources disagree, neither is shown as approved until the record or a named person settles it.
Before the audit, your quality unit reads the usage and conflict reports rather than assembling evidence from scratch.
Source A · Retention policy v7
Supervisory records are kept for six years.
Source B · Supervisory procedures v3
Supervisory records are kept for five years.
Neither is served as approved
The record settles it
Resolution queued for approval
Entry B supersedes A · Effective 2026-05-01 · queued
A real disagreement
Flag open
Routed to a named person · Records management
Common questions
What quality teams ask first.
Does this make us compliant with 21 CFR Part 11?
No, and no software can. Part 11 attaches to your records, signatures, and procedures, and an inspector assesses how you operate rather than what you bought. What you get is evidence toward your duties: numbered entries, approvals attributed to identified people, and a change history.
How does the history work for a knowledge entry?
Every entry is an electronic record with a full history: who created it, who changed it, who approved it, when each event happened, and which version was live at any time. Superseded versions are maintained rather than overwritten.
Our controlled documents already live in a document management system. Why another store?
That system governs the documents. AI does not present documents, it presents answers taken from them, and that extraction is where control is lost. Cognatum governs the answer, and the records, the controlled documents behind it.
What happens when the review committee changes approved language?
The old entry is archived with its history intact, and the newly approved language becomes the live entry with its own approval record. Every channel uses the new language from the same moment, because they all read one entry rather than copies.
What does inspection readiness look like for an AI answer?
An inspector asks what they ask of any record: where did this come from, who approved it, and was it current at the time of use. Each answer traces to an entry, and the entry carries the approver, the date, and the controlled document behind it. Producing that trail is a query.
Can medical information responses be presented through AI without losing control?
That is the design case. The approved response is the entry. It is permissioned, versioned, and displayed in the same controlled interface as every other entry, so an AI assistant answering a request draws only on approved language, never on a draft.
Knowledge governed. Intelligence everywhere.
See it on your own content, in your own environment.