RECORDKEEPING AND DOCUMENTATION

To maintain compliance with State and DEA requirements, researchers are required to use the Mass General Brigham Controlled Substance Accountability Logbook (‘MGB Logbook’) to document Controlled Substances. The MGB Logbook must be secured to limit access. Storage can be in the Controlled Substances locked cabinet or safe or locked in a nearby cabinet/drawer.

MGB Logbooks should be kept separately for Schedule I, Schedule II, and Schedule III-V Controlled Substances. The registrant is required to document authorized users, disposition of controlled substances, and biennial audits. All forms are located in the MGB Controlled Substance Accountability Logbook. 

In addition to the MGB Logbook, registration holders must keep the following in a 3-ring binder:

  • DEA Controlled substance order forms (DEA 222) for schedule I and II controlled substances. DEA 222 forms may be ordered here  or by calling the DEA Headquarters Registration Unit toll free at 1-800-882-9539 or the nearest DEA Registration Field Office. The forms will be mailed within 3 working days.
  • Receipts, invoices, and packing slips.
  • Inventory of Drugs Surrendered for Disposal: DEA Form-41
  • DEA registration certificate
  • MCSR registration certificate

All records relating to controlled substances must be kept and maintained by the registrant for two years. They must be readily retrievable and are subject to audit.  Binders are available from Research Compliance.

iLOG

iLog is an Mass General Brigham controlled substances database to help promote compliance with the management of controlled substances in non-human research.  Registration is required.  iLog advantages include:

  • Registration renewal reminders for both DPH and DEA
  • Biennial inventory reminders
  • Request assistance from Research Compliance
  • Schedule disposals
  • Report loss or stolen substances
  • Notify Research Compliance of DEA interactions
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