Streamlining COLA Filing

Let’s share ideas for making the COLA filing process easier and faster. We’ll then present these ideas to TTB with the goal of collaborating on tweaks to the filing and approval process.

What are your ideas for improving the COLA filing process?

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    1. Pre-Import letter should not have expiration date

      Pre-import letters should not expire after 5-years. A new pre-import letter should only be required if there is a change to the list of ingredients or method of manufacturing process.

      For a change in the importer, should not be required to submit sample to lab for lab analysis before issance of pre-import letter. Should only require the following:

      1) List of ingredients and method of manufacturing process for new pre-import letter;
      2) Letter from supplier designating new importer_____________;
      3) Letter from supplier/manufacturer certifying that the product has not changed since issuance of the previous pre-importer letter from ______________ dated ____________;… more

      7 votes
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      • Allow for a reference to previously approved COLAs

        If you are submitting a COLA that is very similar to one that has been previously approved, perhaps you could reference that previously approved COLA in your application to get a faster approval. For example, if nothing on the label changed but the varietal or vineyard, then it should be easier for the reviewer to approve.

        7 votes
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        • ADDRESS CHANGE

          A relocation of an importer to a different city shouldn't require the printing of new labels for its entire portfolio and the submission of new COLA applications which is an extremely expensive process as well as time consuming for both TTB and the importer.A notification letter to TTB should be sufficient.

          4 votes
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          • Use-Up of existing approved COLA

            Should be automatic for a specific period
            (perhaps 6 months) without requiring a new lab analysis and / or COLA application provided the manufacturer certifies there was no change to the product and the prior importer authorizes its use.

            3 votes
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            • Listing ingredients online - MHW

              What is the true purpose of having to list each individual ingredient and the corresponding percentages when it is already listed on the formula containing the required step-by-step method of production? It is obviously a time consuming process.

              2 votes
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              • Instruct TTB staff they have one bite of the apple - Banfi

                Full review upon submission, and that's it.

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                • Retain Registration - pull back from details

                  The COLA system is extremely valuable not only for assuring compliance prior to launch but also for access by states to the database. We don't want to see a pure FDA approach where pre approval is ended along with the electronic file. That being said much can be done to free up staff for higher level work.

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                  • TTB policy should be consistent across the board; make (policy) available to all

                    In some instances TTB wil have unwritten policy with regard to the use of certain wording, illustrations, etc. that appear on a label. Depending upon the specialist reviewing the label you may get a rejection or an approval subject to their interpretation. TTB bottom drawer policy should be consistent and made available to specialist as well as industry. Continuing education for the specialist is key and should be a must.

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                    • 1 vote
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                      • 1 vote
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                        • TTB rejection of labels that were previously approved - MHW

                          We have received rejections on labels that were previously approved under the Federal Import Permit of multiple importers. For the TTB to say that "the labels were approved in error" is tough to swallow given the fact that the product or products have been in the marketplace with approved labels for years.

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                          • Full review of COLA application on the initiall submission - MHW

                            Too often, labels are sent back for correction after the discovery of the very first error. Upon correction and re-submission, the TTB finds additional reasons to reject the very same label, requsting additional corrections.

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                            • 1 vote
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                              • Status check on lab submission - MHW

                                Must e-mail the TTB laboratory to find out when a product analysis has been completed and sent to the TTB Formulation Division for issuance of the pre-import letter. There have been occasions when the TTB Lab has advised that a product analysis has been completed and forwarded to the Formulation Division but the Formulation Specialist tells us that they have yet to receive the analysis from the Lab.

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                                • Respect for precedent is key - D. Ringo

                                  A mistake is one label...once TTB approve several, it is policy.

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                                  • Accepting a larger file size than 450KB - MHW

                                    Many labels are formated in high resolution to preserve the image quality and clarity of the label. Reducing the file often distorts the label resulting in return label applications requesting image corrections.

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                                    • Accept .pdf version format for COLAs online - MHW

                                      Many foreign suppliers send their labels in .pdf format.

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                                      • Corrections to labels already in the cue - Banfi

                                        There should be a way to submit minor changes toa label once it is already in the cue, without withdrawing/pulling the entire submission. You then have to upload the entire submission and be place at the end of the line (as if it is a new submission).

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                                        • Better response time for questions re distilled spirits labels

                                          Questions whether by email of phone should be answered in a timely manner. Most go unanswered for days. If it can be done for wine you can do it for other commodities as well.

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                                          • Communicate we're collaborators in the industry & mutually interested in level playing field - Banfi

                                            If there is a mentality among examiners that it is "fun" to catch little glitches and slow down the process, that psychology should be discouraged to streamline the process and move approvals, and the collection of more tax revenue, through the system.

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