DocuShare To Veeva Vault For A Global Technology Company

Overview

The client is a multinational technology company specializing in the development and marketing of systems that help clients manage clinical data and optimize clinical trials from concept to conclusion, across the entire clinical development process. Those processes include study and protocol design, trial planning and management, electronic data capture, safety event capture, and medical coding.

Valiance’s partner on this project was Veeva Systems. Veeva’s new cloud-based content management solution for the life sciences industry, Veeva Vault, is a best-of-breed cloud platform built for regulated content management.

Background

After a careful review of cloud-based content management platform alternatives, the client concluded that Vault was the right technology platform on which to architect its future controlled document management system. In order to affect this platform change, the client needed to migrate 500,000 documents from their existing DocuShare platform.

Migration Challenges

The client initially opted to manage the migration in-house. Their focus was on the extraction of documents and metadata from the DocuShare platform. However, after several months a key DocuShare resource left the team and the process ground to a halt.

At this point, additional requirements for the successful completion of the migration had been identified:

• the budget was mostly expended and remaining tasks needed to be completed within the original budget;
• issues relating to the quality of the data extracted thus far had been identified, and these issues would need to be addressed; and
• achieving sufficient throughput to successfully complete the migration of volume levels not seen before in a migration to Vault, and
• the time frame for completing the migration could not be postponed.

In addition to the above, metadata cleansing requirements had not yet been addressed, and would need to be undertaken prior to documents being loaded into Vault (including transferring the legacy folder structure to a Vault binder structure).

The clock was ticking and budget dwindling, as Valiance arrived on the scene.

Valiance Solution

The client initially opted to take advantage of Valiance’s out-of-the-box migration application, TRUmigrate, for data import activities. TRUmigrate supports the Veeva Vault API for the creation of documents and binders – and is able to link the documents to the appropriate binders. Imports were run using several parallel threads to increase throughput and meet performance requirements.

The client then turned to Valiance for further assistance when their in-house approach fell short. Valiance was able to take advantage of TRUmigrate’s direct connection to DocuShare, to provide better export results and performance than the custom scripts that the client had been using. Altering course and having a single vendor responsible for the end-to-end process lead to an immediate benefit: a uniform and efficient approach for DocuShare export, customer-driven data cleansing supported by configurable source-to-target mapping rules and a high performance import into Veeva Vault.

Results

This engagement, which had a business critical production date, was dealt a significant and unexpected turn of events mid-way. Given the dynamic environment, the results speak volumes about Valiance’s performance: 500,000 documents and associated metadata migrated with better than expected throughput, and TRUmigrate used in the nick of time to manage the export. Valiance delivered the project on time, within budget. According to Veeva Systems, “Both Veeva and the customer have been so thankful and impressed with the level of effort you have extended to help us and the customer be successful.”