Seamless Migration of Regulated Oncology Data to Veeva Vault
A precision oncology innovator moved more than 10,000 regulated documents from AO Docs to Veeva Vault with full audit traceability and no data loss.
10,000+
documents migrated
0
data loss
100%
audit traceability
GxP
ready setup
Overview
A fast growing biotech focused on early cancer detection needed a secure move from AO Docs to Veeva Vault. The team relied on tight document controls, precise metadata, and clean audit trails. The goal was to protect integrity, meet compliance, and build headroom for scale.
Challenge
- Two systems with different metadata models
- Strict integrity and version history preservation
- GxP expectations and audit readiness
- No disruption to ongoing research activity
Solution
Extraction
- Exported files and metadata from AO Docs utilities
- Validated samples with client stakeholders
- Used secure FTP staging for downstream loads
Metadata translation
- Mapped field names, picklists, and lifecycle states
- Converted to Veeva ready spreadsheets
- Verified completeness and accuracy before load
Migration
- Vault Loader for documents and metadata
- SHA or MD5 checks for integrity
- Clear logs and retry handling for failures
Trial run first
- Moved 100 to 200 representative files
- Refined mappings and scripts from feedback
- Raised confidence before full scale cutover
Results
- More than 10,000 documents migrated successfully
- No data loss or corruption
- Complete audit trail retained with hash checks
- Compliant setup prepared for validation
What made it work
- Close planning with clinical and compliance teams
- Trial phase to reduce risk and adjust quickly
- Hands on understanding of AO Docs and Veeva Vault
Talk to us
Plan a move for regulated content or clinical documentation. We can help with discovery, mapping, validation, load, and post cutover checks.