CTMS/eTMF Data Migration Roadmap | ResearchManager

New CTMS or eTMF? This Is How the Data Migration Works Step by Step

Switching to a new Clinical Trial Management System (CTMS) or Electronic Trial Master File (eTMF) raises a lot of questions. How complex is this process? And what if data is lost during the migration? These concerns are understandable. That’s why this article explains more about our migration process.

ResearchManager’s CTMS/eTMF Migration Roadmap

Step 1: Implementation of the new system

Before any data can be transferred, the new CTMS/eTMF must be fully implemented. The migration is a separate project that only begins when the new system is ready and aligned with the workflow within your organization.

Step 2: Inventory

Which data truly needs to be transferred to the new CTMS/eTMF? Not all data from the old system needs to come along. The instinct is often to migrate everything. That’s allowed, of course, but you’ll save a great deal of time by migrating only what is really necessary. Old or irrelevant data remains accessible in an export from the old system, so it’s always available if needed. During this phase, we also determine the format in which the current data exists: SQL, CSV files or Excel.

Step 3: Data mapping

Together we identify which data from the old system corresponds to the fields in the new system. We provide a template with clear instructions and guide you through the process of completing it. This document usually goes back and forth several times for optimal alignment. Based on it, we determine whether any new fields or extra answer options need to be created in the new CTMS/eTMF. We take the necessary time for this step because the more structured the data is when delivered to the new system, the smoother and faster the migration will be.

Step 4: Preparing the data

We perform the final adjustments to prepare the data and both the old and new systems for migration. All steps are logged, backups are created and every change remains traceable to ensure complete transparency.

Step 5: Migration testing

You test whether everything is correct by working with both the old and new CTMS/eTMF side by side, noting any differences and reporting them back to us. Are all fields migrated correctly? Do the transferred studies include the right components, data and documents?

This testing process usually takes place over multiple rounds to identify and resolve all errors. It can take several weeks to a few months, depending on the volume of data being migrated. Thanks to this thorough testing period, we are confident that everything works as expected before making the final switch.

Step 6: Live migration

After the final test round, the migration is carried out in the production environment. All data is now in the new CTMS/eTMF. The old system can be shut down and you can immediately continue working in the new system.

The Three Biggest Misconceptions About CTMS/eTMF Migrations

Misconception 1: “Data gets lost”

Organizations do not lose data during a migration. Data from the old system is provided as a data dump or other downloadable file. The original data is always retrievable. Additionally, the data mapping provides full transparency because it shows exactly which data is being migrated and where it ends up in the new CTMS/eTMF. All migration steps are logged, offering complete insight into everything that happens during the process.

Misconception 2: “Migration only takes a few days”

Unfortunately, migrating medical data and protocols is a meticulous task that requires significant preparation. The duration depends on several factors. How much and what type of data is being migrated? The more data, the longer the data mapping and testing phases will take. A migration project can take a few weeks to several months. In the meantime, you can continue working in your old CTMS/eTMF.

Misconception 3: “You need technical knowledge yourself”

Many organizations believe that a migration requires complex technical expertise on their part. But that’s not the case. We ensure that the data migration remains clear and understandable. Testing the new CTMS/eTMF also happens under our guidance, though we cannot take over the entire process. You know your own data best and are the only ones who can verify whether all fields, components and options have been transferred correctly. But the technical side of the migration? That’s exactly what we are here for.

Our Approach Leads to 100% Successful Migrations

In the first half of 2025 alone, ResearchManager completed multiple migrations for organizations transitioning from Castor to ResearchManager.
These projects vary widely in scale, from a hospital with a handful of studies to big pharma companies with dozens of studies and 10,000 documents. Small hospitals, CROs, research institutes – all types of organizations have migrated successfully because our method remains consistent regardless of data volume.

Schedule a Free Demo on the Migration Process

See for yourself how ResearchManager simplifies the migration process. Ask your questions directly – our consultants are happy to explore the possibilities with you.