The Challenges of Data Archiving: Legacy Systems in Pharma

Understanding how aging systems and archive strategy affect long-term data usability in regulated labs

In the second episode of DatenDokuDigital – The Pharma Archive Podcast by biomedion GmbH – the discussion turns to a crucial topic: how legacy systems and data migration strategies impact long-term archive integrity and regulatory compliance. 

Why Legacy Systems Are a Hidden Risk

When old software, device dependencies and data silos limit future access

Many pharmaceutical and biotech labs rely on legacy laboratory systems – such as historic Chromatograph Data Systems (CDS) or older analytical devices that produce proprietary file formats. These systems often lock-in data with a specific vendor, making future access problematic. 

In one example, a Chromatography system produced data daily and the question arose: “How will we read it in ten or twenty years when the software is no longer supported?” 

Dependency on a single vendor and closed proprietary formats therefore becomes both a technical and a compliance risk.

Key Takeaways from the Episode

Practical insights and strategic pointers from the hosts

In this episode, hosts Julian Weber, Business Development Consultant, and Dr. Philipp Krubasik, Head of Sales at biomedion, discuss several practical themes and highlight actionable challenges: 

•    Archiving is complex and requires a well-thought strategy. 
•    Legacy systems create dependencies — an archive can help to break them. 
•    Data must be archived in a way that ensures long-term readability and integrity. 
•    USB sticks in the lab are a regulatory “audit trap”. 
•    A robust archive supports regulatory compliance and can drive cost savings and efficiency.

Strategies to Address the Legacy Challenge

Dual-track archiving, format conversion & vendor independence

The episode presents two workflows for navigating the legacy-system archive challenge: 

1.    Maintain the original system + archive extract – Keep the existing system alive (or retained) while exporting data into a vendor-independent archive.

2.    Extract into dual formats – One format remains the original (closed) file; a second is converted into open, human-readable formats (e.g., ASCII, TXT, PDF) to ensure long-term access even if the original software becomes obsolete. 

These strategies help achieve independence from legacy system vendors, while ensuring that critical regulatory data remains accessible.

From Archive to Risk Mitigation

Why archiving is not only for storage—but for compliance and security

The podcast also emphasises that archiving is far more than just keeping old data. It becomes an active part of risk mitigation.

Reducing data silos and creating vendor-agnostic access pathways.

•    Minimising exposure to threats like ransomware: data archived in secure, specialised storage cannot be easily encrypted by attackers. 
•    Supporting audits and regulatory requirements by documenting that data remains readable, traceable, and secure over long retention periods.

What This Means for Your Lab’s Archive Strategy

Concrete steps to raise your GxP-archive readiness

For labs working under GLP/GxP or moving toward that level, the episode provides a clear message: build your archive strategy early. 

•    Define a central storage location instead of relying on USB sticks or ad-hoc devices. 
•    Plan data retention workflows: immediate working systems vs. long-term archive zones.
•    Choose an archive solution that is vendor-agnostic and supports multiple data formats.
•    Engage in long-term readability planning — export to open formats and store originals.
•    Consider cybersecurity: archival systems must be resistant to modern threats.

By proactively addressing these points, labs can reduce audit risk, avoid vendor lock-in, and ensure data remains a strategic asset rather than a liability.

Tune In and Stay Informed

Hear the full episode for deeper insights, examples & next-step suggestions

🎧 Listen now: DatenDokuDigital – Episode #2 "The Challenges of Data Archiving: Legacy Systems in Pharma"

Whether you work in quality management, research, regulatory affairs, or IT, DatenDokuDigital offers valuable insights for anyone driving digital transformation in the pharmaceutical industry.

Subscribe now: DatenDokuDigital – The Pharma Archive Podcast by biomedion

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