Veeva Vault - OpenText InfoArchive Integration and Automation

Common Integration Use Cases Between Veeva Vault and OpenText InfoArchive

1. Long-Term Archiving of Approved Regulatory and Quality Documents

Data flow: Veeva Vault ? OpenText InfoArchive

When documents in Veeva Vault reach final approval and are no longer actively edited, they can be automatically transferred to OpenText InfoArchive for compliant long-term retention. This is especially useful for SOPs, validation records, clinical trial artifacts, and regulatory submission packages that must be preserved for years after operational use.

Business value: Reduces storage and licensing costs in Veeva Vault, supports retention policies, and ensures records remain accessible for audits, inspections, and legal holds without keeping inactive content in the active system.

2. Decommissioning Legacy Document Repositories While Preserving Access Through Veeva Vault

Data flow: Legacy systems ? OpenText InfoArchive ? Veeva Vault reference links

Organizations replacing older quality, regulatory, or clinical document repositories can archive historical content in OpenText InfoArchive while maintaining indexed access and metadata. Relevant records can then be referenced from Veeva Vault workflows, allowing users to locate archived source documents without reintroducing the legacy platform.

Business value: Enables legacy system retirement, lowers infrastructure and support costs, and preserves business continuity for teams that still need access to historical regulated content.

3. Retention of Final Submission Packages and Supporting Evidence

Data flow: Veeva Vault ? OpenText InfoArchive

After a regulatory submission is completed, the final dossier, correspondence, supporting evidence, and approval history can be archived in OpenText InfoArchive with retention rules aligned to regional regulatory requirements. Veeva Vault continues to manage active submission preparation, while InfoArchive becomes the system of record for closed submissions.

Business value: Improves compliance with retention mandates, simplifies audit response, and creates a defensible archive of what was submitted, when, and under which approvals.

4. Archiving Clinical Trial Master File Content After Study Closeout

Data flow: Veeva Vault ? OpenText InfoArchive

Once a clinical study is closed, essential Trial Master File documents such as investigator agreements, monitoring reports, ethics approvals, and site correspondence can be transferred from Veeva Vault into OpenText InfoArchive. Metadata such as study ID, country, site, and retention end date should be preserved to support future retrieval.

Business value: Supports inspection readiness and long-term retention obligations while reducing the volume of inactive content managed in the operational Vault environment.

5. Controlled Archiving of Quality Records After Product or Batch Release

Data flow: Veeva Vault ? OpenText InfoArchive

Quality documents such as batch records, deviation investigations, CAPA records, and change controls can be archived after closure and release. Veeva Vault manages the active review and approval process, then sends finalized records to OpenText InfoArchive for immutable retention and disposition management.

Business value: Improves quality system performance, reduces clutter in active workflows, and ensures records remain available for product complaints, recalls, and regulatory inspections.

6. Archiving Marketing and Promotional Approval History for Compliance Defense

Data flow: Veeva Vault ? OpenText InfoArchive

Approved promotional materials, medical legal review evidence, claim substantiation, and version history can be archived in OpenText InfoArchive after campaign completion. This creates a permanent record of what was approved, by whom, and under which supporting evidence, even after the content is retired from active use.

Business value: Strengthens compliance defense, supports legal review requests, and reduces the risk of losing historical promotional approval evidence.

7. Bi-Directional Metadata Synchronization for Search and Retrieval

Data flow: Veeva Vault ? OpenText InfoArchive

Key metadata fields such as document ID, title, version, effective date, retention category, and archive location can be synchronized between the two platforms. Veeva Vault can display archive status and retrieval links, while OpenText InfoArchive can retain the business context needed for search and disposition.

Business value: Improves user experience, reduces duplicate indexing effort, and allows business teams to find archived records quickly without needing to know where the content is physically stored.

8. Legal Hold and eDiscovery Support for Regulated Content

Data flow: OpenText InfoArchive ? Veeva Vault

When litigation, investigation, or regulatory inquiry occurs, OpenText InfoArchive can enforce legal holds on archived records while Veeva Vault can continue to protect active documents related to the matter. If needed, selected records can be restored or made accessible to legal, compliance, and quality teams for review.

Business value: Reduces legal risk, ensures retention policies are suspended appropriately during holds, and provides a controlled process for responding to audits, investigations, and subpoenas.