PromoMats Video: Zinc to PromoMats Migration

This video outlines the streamlined and compliant methodology for migrating pharmaceutical content management systems from Zinc to Veeva Vault PromoMats. The core purpose of the presentation is to assure users that while moving enterprise systems can be daunting, the transition to Vault PromoMats has been engineered to be simple, compliant, and rapid, allowing life sciences organizations to quickly leverage the advanced functionalities of the industry-leading platform. The speaker emphasizes that PromoMats is the central hub for commercial content management, offering significant advantages over legacy systems, including three major system upgrades per year, enhanced workflow capabilities, more advanced reporting tools, and robust Digital Asset Management (DAM) features.

The migration process itself is defined by a clear, three-step methodology designed to minimize disruption and ensure regulatory adherence. Step one involves the direct transfer of essential foundational data: the reference library, user profiles, product definitions, and job fields are moved into a new Vault PromoMats instance. This ensures that the structural integrity required for compliant content review and approval (MLR) is maintained from the outset. Step two focuses on configuration and validation, where a team of experts completes and validates the specific system configuration tailored to the client’s needs. This validation step is crucial in a regulated environment, confirming that the new system meets GxP and internal compliance standards before go-live.

The final step addresses user readiness through a comprehensive training package. This includes webinar training, pre-recorded Vault PromoMats demonstrations, access to online help resources, and a range of supporting training materials, ensuring rapid user adoption and proficiency. Crucially, the video addresses the challenge of managing legacy content for compliance purposes. While day-to-day activity immediately shifts to the new Vault PromoMats, all materials previously created in Zinc are maintained in a secure Zinc archive site. This archive remains accessible for business-critical activities, such as managing reapprovals or conducting audits of legacy materials, until a specified cutoff date (mentioned as the end of 2020 in the transcript). After this period, the complete historical data is provided to the client on an encrypted hard drive, ensuring perpetual access for long-term regulatory compliance requirements, allowing organizations to fully embrace the user-focused, fast, and easy features of Veeva PromoMats.

Key Takeaways:

• Compliant Migration Path: The transition from Zinc to Veeva Vault PromoMats is structured as a simple, three-step process specifically designed to maintain regulatory compliance throughout the migration, which is critical for pharmaceutical commercial operations.
• Enhanced Platform Capabilities: Vault PromoMats offers substantial functional improvements over Zinc, including three major system upgrades annually, enhanced workflow automation, sophisticated reporting capabilities, and integrated Digital Asset Management (DAM).
• Defined Data Transfer Scope: The initial migration focuses on moving core foundational elements necessary for compliant operations: the reference library, user accounts, product definitions, and job fields are ported directly into the new Vault instance.
• Expert Configuration and Validation: A dedicated team of experts is responsible for completing and validating the specific Vault configuration, ensuring that the system is properly set up and meets all necessary regulatory and internal quality standards before deployment.
• Comprehensive Training Strategy: User adoption is supported by a multi-faceted training package, including live webinar sessions, pre-recorded demonstrations, online help resources, and various training materials to accelerate user proficiency.
• Legacy Content Archival for Audits: All materials created in the legacy Zinc system are securely archived, remaining accessible for business-critical activities such as managing reapprovals and conducting regulatory audits of historical content.
• Perpetual Data Access: Post-archival period, the complete historical data set from Zinc is provided to the client on an encrypted hard drive, ensuring the organization retains perpetual access to legacy materials for long-term compliance and audit trail requirements.
• Focus on Commercial Content Management: The migration targets the core of commercial content management, enabling faster, more efficient, and more compliant processes for marketing and promotional materials review and approval (MLR).

Tools/Resources Mentioned:

• Veeva Vault PromoMats: The target platform for commercial content management, offering advanced workflows and digital asset management.
• Zinc: The legacy content management system being migrated away from.
• Secure Zinc Archive Site: A dedicated site for retaining legacy content for audit and reapproval purposes during the transition period.
• Encrypted Hard Drive: The medium used to transfer the complete historical Zinc data set to the client for permanent retention after the archive period concludes.

Key Concepts:

• Digital Asset Management (DAM): Integrated capabilities within Vault PromoMats for managing and organizing digital content assets.
• Configuration Validation: The crucial process of verifying that the new system setup adheres to specified requirements and regulatory standards (essential for GxP environments).
• Reapprovals and Audits: Business-critical activities requiring access to legacy content, which are supported by the secure Zinc archive during the transition phase.
• Reference Library: A core data structure within content management systems containing approved claims, sources, and supporting documentation necessary for compliant content creation.