With the need to preserve legacy archives from now-retired systems being a constant in Life Sciences systems, Vault QMS has introduced a standardized way for customers and partners to import, store and access legacy archive data.

Vault QMS provides a set of objects to support legacy archive data:

  • Legacy System: Identifiers for each legacy system with content being brought to Vault.
  • Legacy Process Record: Houses the process data (CAPAs, findings, or others) from legacy systems.
  • Legacy Process Artifact: Houses artifacts associated with migrated process data (attachments, snapshots, audit trails, or others).

These objects provide a standardized framework within which enables organizations to import migrated legacy data in a uniform method. Lastly, the Legacy Process Record and Legacy Process Artifact objects have been optimized for high volumes of data, mitigating risks involved when considering very large volumes of legacy data from prior systems.

Configuration Overview

We recommend configuring your Quality Vault to handle legacy data migration content in conjunction with a Veeva team or partner organization to handle tasks and issues like the identification of data to migrate, coordination of migration dry runs or production runs, or others.

The Vault Quality model allows for a Vault to contain:

  • Data from many Legacy Systems.
  • Data from each Legacy System, expressed as zero (0) or more Legacy Process Records, each of which contains searchable, reportable legacy data.
  • Data from each Legacy System’s Legacy Process Record, expressed as zero (0) or more Legacy Process Artifacts, each of which contains any data or artifacts not represented by the data captured in Legacy Process Record.

This last level, the Legacy Process Artifact, may contain items like attachments, formatted prints of the legacy records, supporting materials for how to interpret the legacy data, or others.

Performing Legacy Data Migrations

The steps required to migrate data from a legacy system to Vault QMS varies for each legacy system. The scope of this article does not include the execution of migration for your data, but is intended to guide you in understanding how Vault Quality models legacy system data. You will be best served working with your Veeva partner or migration partner to identify and guide you through all steps included in this process.

Required Permissions

To manage legacy system data, a user requires, at a minimum, Read, Create, Edit, and (at the discretion of the project) Delete permissions for the following objects:

  • Legacy System
  • Legacy Process Record
  • Legacy Process Artifact

Once deployed to production, this migrated data is assumed to be at a steady-state, with no anticipated changes until the data’s planned end of life. Therefore, it is common to restrict end-user, and even administrator rights to such data to Read after production migration has occurred.