How to migrate data from an old eQMS to a new one

Switching electronic quality management system (eQMS) platforms is a daunting project. Quality teams rely on documents, training records, and workflows every day – the idea of losing continuity during a transition is enough to make anyone hesitate. The reality is that with the right preparation and support from your vendor, data migration can be much smoother than expected. 

Here’s what a typical QMS data migration looks like, the challenges to expect, and best practices to help you move smoothly. 

Step 1: Start With Your Data

The first step in any eQMS migration is securing your data from your current eQMS. Vendors won’t provide it automatically, so you’ll need to request an export that includes users, roles, documents, training data, and metadata. 

Tips:

• Ask for your eQMS data export as soon as you know you’re transitioning to a new eQMS. Waiting until later in the process can cause delays. 
• Expect to request at least two exports – one early in implementation and one right before go-live on the new eQMS to ensure the latest updates are captured.
• Decide whether to pause updates briefly (a “blackout period”) or run a smaller delta extract – an export that only captures changes made since the last full export – to cover the gap between exports.

Your new vendor should help set the stage for the type of data you'll need to have ready. For example, at ZenQMS, a dedicated project manager is assigned to each implementation and guides customers through the entire process. They make sure you have all the data you need to successfully begin the transition. The timeline for implementing a new eQMS varies depending on the vendor and the complexity of the project, but we aim to go live within 30-90 days. 

What to Bring Forward During eQMS Data Migration

Not all data has to make the move to the new eQMS. Most organizations prioritize Documents and Training during their initial migration because these modules form the foundation of compliance. From there, modules like Issues and Change Control are often added in phases and, in our case, configured by users in a flexible eQMS. 

Even though all modules are available in ZenQMS from day one, a phased rollout is common. It keeps the migration process manageable, gives teams time to adapt, and ensures essentials are set up properly before further expansion. 

Step 2: Organize and Map Your Information

Once you have the data, the next step is preparing it for import. Most eQMS implementations use structured templates or spreadsheets to map users, permissions, document categories, and training assignments into the new system. 

This is also the best time to do some cleanup. 

Many organizations uncover redundant categories, unused workflows, or outdated document metadata during the migration process. Use this opportunity to simplify rather than carry old inefficiencies forward.

Information to Map During eQMS Data Migration:

• Users & Permissions: Define roles, groups, and access levels first.
• Documents & Training: Assign categories, workflows, and metadata so the new system is organized from the start. 

Our post on simplifying your switch to a new eQMS goes deeper into why the platform should make this process easier, not harder, with tools that help you migrate what matters and leave the rest behind. 

Voice of QA

“ZenQMS was very supportive in understanding the requirements of the data migration from the previous system. ZenQMS does that so well.” - Kevin Bivand, VP of Compliance & Patient Safety, Sentrex Health Solutions

Step 3: Test Your New eQMS in a Sandbox Environment

Once you map all your data in the provided templates, your project manager will migrate that data into the new system. Before you flip the switch on your new eQMS, it’s important to test everything in a non-production environment. 

This is frequently referred to as a “sandbox environment,” and it’s an important step to testing configurations and ensuring everything is in place. Some eQMS solutions don’t provide users with this functionality, so make sure to add it to your list of things to check before choosing an eQMS. 

Use your sandbox environment to:

• Review permissions, categories, and workflows.
• Confirm documents and training records are visible and complete
• Find mismatches such as file naming, metadata, missing documents, etc.
• Use the opportunity to provide admins with hands-on experience in the system using real data.
  
  

Voice of QA

“We gave users access to a sandbox environment to try things out and provide feedback. That made a big difference when we transitioned to production.” - Savita Gupta, Senior Manager of Quality Assurance, OrciMed Life Sciences

Step 4: Validate Before Go-Live

Validation is what proves your new quality management system works as intended – both for compliance and for everyday use. Two activities matter most:

• URS (User Requirements Specification): Documenting what the system must do.

• UAT (User Acceptance Testing): Demonstrating that users can complete real-world tasks with the migrated data. 

If you need a refresher on these terms, check out our blog on what URS and UAT mean for quality management.

The FDA’s guidance on Computer Software Assurance (CSA) encourages a risk-based approach, focusing validation effort on functions that matter most, instead of drowning in paperwork. 

The Complete QMS Software Validation Guide

What are UAT and URS requirements? When is it time to revalidate? How can you make software validation simpler? Find out in our complete guide!

Where teams often stumble is the overhead: starting validation from scratch or paying extra fees for vendor documentation. At ZenQMS, we provide qualification checklists, UAT templates, and GAMP 5-aligned validation materials at no additional cost. Our goal is to make validation straightforward, fast, and effective. We believe it should never be a barrier to going live on a new eQMS. 

“The validation documentation Zen provides is fantastic. The UAT template is wonderful.” - Tiffany Streett, Quality Systems Manager, MapLight Therapeutics

Step 5: Go-Live and Beyond

You did it! Once validation is complete, data is migrated into production and your organization goes live with the new eQMS. But launch isn’t the end, it’s the point where adoption starts.

Modern eQMS platforms should make it easy to train new users, refine permissions, update workflows, and adapt as your needs evolve. That flexibility helps teams avoid disruption and keep moving forward. 

Best Practices for eQMS Data Migration

• Secure exports early. Don’t let your old provider become a bottleneck in the migration process. Request your data exports as soon as possible in case it takes longer than expected.

• Simplify as you go. Use migration as a chance to clean up your categories, workflows, and more. 

• Leverage sandbox time. It’s your best opportunity to play around, train, and validate without risk. 

• Validate thoroughly. Confirm against a final template before production.

The Bottom Line on Migration

Data migration is one of the biggest hurdles in moving to a new eQMS, but by securing export data early, mapping information carefully, testing in a sandbox, and validating before go-live, teams can make the switch with confidence. 

Every eQMS vendor approaches migration differently, but the fundamentals remain the same. Look for partners that offer flexibility, hands-on support, and tools to simplify validation. Those are the factors that turn migration from a pain point into a launchpad. 

If you’re in the process of switching your eQMS, or just want to learn more about what it would take, download our free eQMS 201 eBook: Best practices for QMS software implementation, validation, and configuration.