Migrating Data to Veeva QMS

This guide provide best practices for migrating quality data to Vaults with the Veeva QMS application. The general best practices and data transformation considerations for Vault migrations apply to all application families.

Use Case

Within the Quality suite, it is a common use case to migrate documents from legacy systems, and there may be use cases where you must migrate records to Veeva QMS. When migrating QMS records, consider how long they need to be retained. QMS migrations often involve migrating records with a lifetime of several months or longer, such as Change Controls. There is less commercial justification for migrating records with a lifetime of less than a few months, such as CAPAs, as they are usually closed in the legacy system and archived. We do not recommend migrating closed records.

Preparations

To ensure a smooth migration, we recommend closing old in-flight records before data extraction.

Closed Records

Closed records are records that are not actively being worked on. They might need to be migrated into Vault because the source system is being decommissioned, or they may be required for reporting purposes. We do not recommend migrating these types of records into Vault. If you must migrate closed records, we recommend using the legacy data model for QMS. These legacy objects provide a standardized framework allowing organizations to import legacy data uniformly.

Open Records

Open records are in the previous source system and must be migrated before they are closed. Typically, you would load these records into the implemented Veeva Quality data model. You can only migrate open records into a lifecycle state that allows for a workflow to be started.

Quality Teams

Along with migrating open records, it may be necessary to migrate Quality Team assignments. If this is a requirement for your migration, please contact Veeva Support to enable the feature. Learn more about Quality Teams.