Regulatory information: Google and ChatGPT versus RIM solutions (when accuracy matters)

Last week, my wife (a medical student) was preparing for a multiple-choice exam in general physiology (1st year of medicine). To save time, she tried to use ChatGPT. The experience was frustrating: on many occasions, the answer changed depending on how she asked the question.

Then, she turned to Google. In her opinion, it was more accurate. Even so, she found mistakes and contradictions. In the end, she had to go back to her notes and check the information herself.

This anecdote aligns closely with the challenges of searching for regulatory information. When compliance is at stake, a “likely” answer is just not enough. You need sources, validity, context and traceability. And it is important to pay attention to the warning that the OpenAI system itself consistently displays: “ChatGPT can make mistakes. Check important info.”

Why Google and ChatGPT should not be your “final answer”

Google is an excellent tool for locating documents. It quickly takes you to agencies, repositories and PDFs. The problem is that finding something does not mean it is correct for your specific case. It also does not leave an audit trail. And it is easy to end up with an outdated guide or a well-ranked but unreliable page.

ChatGPT can be a great co-pilot. It summarises, structures and helps you draft texts. But when used in a regulatory context, it has a clear risk: it can sound convincing and still be wrong. Furthermore, it is sensitive to how you phrase the question. If you do not direct it to work with official texts and references, the consistency of its output will be affected.

The practical idea is simple: use Google and ChatGPT to speed up your work, but do not rely on them to make decisions without proper verification.

Professional alternatives to ensure reliable results

In regulatory contexts, the standard practice is to integrate three levels. This reduces uncertainty and improves traceability.

Official sources (valid and verifiable text)

If you need the “truth” of the text, go to the primary source. Depending on your sector and market, this usually includes:

• EU legislation on EUR-Lex
• Spanish Agency of Medicines and Medical Devices (AEMPS)
• European Medicines Agency (EMA)
• Food and Drug Administration (FDA)
• International Organization for Standardization (ISO)

These sources are indispensable. They confer both credibility and traceability. By contrast, they require time and careful reading.

Regulatory intelligence (monitoring and foresight)

Regulatory intelligence helps you detect changes and prioritise what has the greatest impact on your situation. It reduces noise and speeds up the initial analysis. An example of the service can be found on the BQD GROUP website: regulatory intelligence.

It’s not magic. It still requires expert judgment. But it prevents you from finding out too late.

RIM solutions (management, version control and auditing)

RIM (Regulatory Information Management) solutions are designed so that regulatory information is not stored in emails, folders or loose documents. The purpose is to centralise data and documents, manage version control and turn changes into actions.

In the sector, descriptions of RIMs emphasise their ability to centralise information and automate regulatory processes (RWS), the role they play in managing and archiving regulatory information to ensure compliance (PQE Group), and how some providers offer a unified platform for regulatory management (Veeva).

The disadvantage is obvious: implementing a RIM requires a project, data governance and clear processes. The advantage is also clear: when it’s time for an audit, you’ll be grateful.

How to use ChatGPT without taking unnecessary risks

If you want to take advantage of ChatGPT to search for regulatory information, there is one rule that works: first the source, then AI.

Provide the official text (or exact quotes) and use it to produce accurate summaries, compare different versions, draft internal communications and formulate questions for experts or regulatory authorities. And always check the information yourself. Let’s state the obvious: a polished answer is worth less than a verifiable source and a date.

RIM solutions and translation: a critical aspect often underestimated by companies

In organisations operating in several countries, translation is not a “final step”. It is part of the regulatory process, including labelling, IFUs, technical annexes, correspondence with authorities and clinical material.

If translation is not controlled, the risk is not merely linguistic but regulatory. A single inconsistency in a critical term, an ambiguous sentence in the instructions for use or an inadequately implemented version update can result in having to redo the work, causing delays and, in the worst case, audit observations.

For this reason, in a RIM approach, it makes sense to integrate translation into the document process: same version, same repository, same approvals and consistent terminology. When done correctly, “copy and paste” between tools is reduced and traceability is increased, documenting which version was translated, when, the controls applied and the internal validation performed.

This is where professional translation services become essential, especially for documents that carry regulatory implications. And depending on the type of material, it is often beneficial to add specialised services in pharmaceutical translation and legal translation to maintain accuracy, terminological consistency and document coherence.

Conclusion

Google and ChatGPT can help you go faster. But regulatory information requires much more than that: verifiable sources, current versions and traceability. That is why the strongest approach usually combines official sources, regulatory intelligence and RIM solutions.

And if you operate in a multilingual context, don’t leave translation until the last minute. Treat it as part of the control process.