Complete RIM Migration Activities

These are the steps to performing a migration of Documents & Submissions into Veeva RIM Basics.

Sandbox Migration

Steps

Step 1 (Customer)

Manually create Object Data in Sandbox. The sequence in which objects should/can be staged is as follows:

Step 2 (Customer)

Identify Submissions targeted for migration.

Step 3 (Customer)

1. Identify Submission Archives and create zip files for each sequence.

2. Populate the Veeva RIM Basics - Submission Template.

   Important Watch the video and use the information provided on this page to understand how to fill out the Veeva RIM Basics - Submission Template correctly.
   
   Always download the latest version of the template. Do not reuse templates from previous migrations.

3. Stage Sequences/Submissions in zip format on the File Staging Server.

4. Stage any Submission Attachments (submission receipts are often loaded as attachments to submissions) on the File Staging Server.

Step 4 (Customer)

Upload the completed Veeva RIM Basics - Submission Template to the File Staging Server. Then use the Migration Communication Form to let Veeva know it has been uploaded.

Step 5 (Veeva)

Veeva will review your completed Veeva RIM Basics - Submission Template and load submission metadata into your Sandbox.

Step 6 (Customer)

Review loaded Submission and confirm Submission data shows in Sandbox as expected. If issues are found, first verify the correct value was in the template. If the issue persists, use the Migration Communication Form to let the Veeva Migration Team know.

Step 7 (Veeva)

Veeva will load Submission archives (steps 3.2 and 3.3 have to be completed).

Step 8 (Veeva)

Veeva will load Submission attachments (steps 3.2 and 3.4 have to be completed).

How to Structure the Submission Archives and Receipts/Attachments

Step 9 (Customer)

Review loaded Submission archives & attachments in Sandbox. Verify all records from the template have been migrated, confirm metadata is populated in the correct fields. If issues are found, first verify the correct value was in the template. If the issue persists, use the Migration Communication Form to let the Veeva Migration Team know.

Step 10 (Customer)

Identify all the active source Documents required for migration (this excludes the archived submission documents).

Step 11 (Customer)

Classify documents and populate the Veeva RIM Basics - Document Template.

Step 12 (Customer)

Stage documents on the File Staging Server. Use the same credentials that were used for step 3.

Step 13 (Customer)

Upload the completed Veeva RIM Basics - Document Template to the File Staging Server. Then use the Migration Communication Form to let Veeva know it has been uploaded.

Step 14 (Veeva)

Veeva will review your completed Veeva RIM Basics - Document Template and load Documents in your Sandbox.

Step 15 (Customer)

Review loaded documents in Sandbox. Verify all records from the template have been migrated, confirm metadata is populated in the correct fields. For documents, confirm files are accessible. If issues are found, first verify the correct value was in the template. If the issue persists, use the Migration Communication Form to let the Veeva Migration Team know.

Step 16 (Customer)

Develop any required migration documentation, such as a Migration Plan.

Step 17 (Customer)

Use the Migration Communication Form to schedule Production migration with Veeva.

Production Migration

Timeline

Production Migration must be requested and completed within seven (7) business days after Sandbox Migration is completed.

Steps

Step 1 (Customer)

Use the Migration Communication Form to confirm that all data is staged in Sandbox and File Staging Server.

Step 2 (Veeva)

Veeva will export Objects and Data listed in Inventory of Migration.xlsx in loader format.

Step 3 (Veeva)

Veeva will upload the zip containing all the loader sheets to Sandbox Vault and notify customer to review.

Step 4 (Customer)

Review and use the Migration Communication Form to confirm that all data in loader sheets should be migrated to Production.

Step 5 (Veeva)

Veeva will load the data using loader sheets approved by the Customer into Production.

Step 6 (Veeva)

Veeva will provide:

• A populated Inventory of Migration.xlsx, listing the number of records migrated for each entity
• Loader sheets used for Production migration
• Log files

Step 7 (Customer)