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Archive vs. Migrate: Key Considerations for Managing QMS Data in Life Sciences

Anand Shukla

Oct 22 2025

3 min read

In the regulated world of life sciences, managing Quality Management System (QMS) data is more than just a technical decision, it’s a strategic one. Whether you’re preparing for a system upgrade, consolidating platforms, or optimizing performance, choosing between archiving and migrating your QMS data can significantly impact compliance, efficiency, and cost.

At Sikich Innovation LABS, we help life sciences organizations navigate this decision with clarity and confidence. Below are key considerations to guide your strategy.

Archiving QMS Data: Lean, Accessible, and Cost-Effective

Archiving into platforms like archiveIQ® offers a streamlined way to retain historical data without burdening your live system. This approach is ideal when:

You have multiple source systems and want to centralize data access.
You need to view, query, and report on legacy records without maintaining full system functionality.
You want to reduce storage costs and avoid system bloat.
You prefer a low-maintenance, easily administrable solution.

Pros of Archiving:

Keeps your live system lean and efficient.
Enables centralized reporting across archived data.
Avoids recurring user-based license fees.
Offers a one-time cost structure with minimal ongoing overhead.

Cons of Archiving:

Open records typically require a rekey or migration into the new system.
Archived records are not easily reopened or moved.
Trending on archived data may require more technical effort.

Migrating QMS Data: Seamless Continuity and Unified Access

Migration is the preferred route when continuity of operations and full data integration are critical. Migrating into the same platform allows users to continue working with existing records without recreating them. Whether you’re navigating a merger, acquisition, or system consolidation, our tool migrationIQ® ensures your quality data moves securely and accurately, every time.

Pros of Migration:

All data resides in one system—no need to search across platforms.
Open records can be moved and continued.
Closed records can be reopened.
Report and trend on all data records.
Supports ongoing workflows without disruption.

Cons of Migration:

Higher technical complexity and longer project timelines.
Potential for system bloat and performance degradation.
Larger storage requirements for high-volume systems.

Cost Drivers to Consider

Whether archiving or migrating, understanding the cost implications is essential:

Number of processes/objects (e.g., Root Parent, Child, Junction, Related Objects) affects project scope.
Volume of records impacts migration duration and storage needs.
Complexity of field mappings can increase implementation costs.
System license fees and one-time implementation/validation costs should be factored into budgeting.

Making the Right Choice for Your Organization

The decision to archive or migrate QMS data should align with your organization’s regulatory obligations, operational needs, and long-term digital strategy. Archiving is ideal for preserving historical data with minimal impact, while migration supports continuity and deeper integration.

At Sikich Innovation LABS, we specialize in helping life sciences organizations evaluate these options and implement the right solution, whether it’s archiveIQ® for streamlined archiving or a full migration strategy leveraging migrationIQ® tailored to your platform.

Need help deciding which QMS data management solution is best for your organization? Reach out to our team to start your QMS data strategy conversation.

This publication contains general information only and Sikich is not, by means of this publication, rendering accounting, business, financial, investment, legal, tax, or any other professional advice or services. This publication is not a substitute for such professional advice or services, nor should you use it as a basis for any decision, action or omission that may affect you or your business. Before making any decision, taking any action or omitting an action that may affect you or your business, you should consult a qualified professional advisor. In addition, this publication may contain certain content generated by an artificial intelligence (AI) language model. You acknowledge that Sikich shall not be responsible for any loss sustained by you or any person who relies on this publication.

About the Author

Anand Shukla

Anand is a Principal in charge of the Quality Management Systems (QMS) practice at Sikich, a leading technology professional services organization. With over 15 years of experience in quality assurance, regulatory compliance, and operational excellence, Anand specializes in designing and implementing scalable QMS frameworks that align with industry standards. He is passionate about helping clients drive continuous improvement, mitigate risk, and achieve long-term quality objectives through digital transformation and best-in-class quality practices.