Enhance Visibility and Manage Content Across Your Digital Supply Chain

This video, presented by Veeva Systems, outlines the challenges faced by pharmaceutical commercial and medical affairs teams in managing and distributing content across a complex digital supply chain and demonstrates how Veeva Vault PromoMats solves these issues. The core problem illustrated is the fragmentation of content, which resides in multiple systems, leading to slow approval cycles, unnecessary duplication of effort across global regions, and difficulty ensuring that only compliant, approved materials reach the customer through the correct channels. The scenario follows Jessica, who is launching a new product (Vecchio) and needs to create, approve, and distribute various types of content efficiently while coordinating with external agencies and internal global colleagues.

The solution presented centers on integrating the content lifecycle using Veeva Vault PromoMats. By leveraging this unified platform, Jessica can upload all digital assets and associated metadata, streamlining the process from agency briefing to final distribution. The system facilitates rapid selection of the internal approval team and, crucially, automatically applies appropriate meta tags and usage rights upon approval. This integration is vital for global efficiency, as colleagues like James and Rosa in Europe and Latin America can instantly access and appropriately reuse approved content, eliminating the need to recreate similar assets from scratch. This global collaboration capability significantly accelerates time-to-market for regional teams.

Furthermore, the platform ensures rigorous regulatory adherence and provides critical business intelligence. Once approved, the content is distributed to field teams with a single click, all while maintaining a comprehensive, immutable audit trail—a necessity for GxP and FDA compliance. The system also provides visibility into content performance, allowing Jessica and her colleagues to track where and how their assets are being used and measure their impact on the business. Finally, when assets reach the end of their life cycle, they are automatically archived in the cloud, ready to be accessed for compliance audits, ensuring that only the latest, compliant materials are ever available for distribution. This comprehensive approach transforms content management from a fragmented compliance risk into an efficient, transparent, and globally scalable operation.

Key Takeaways: • Fragmentation Hinders Commercial Speed: Traditional content management systems often house assets in multiple disparate locations, severely slowing down the ability of commercial teams (like Jessica) to create, approve, and distribute materials necessary for new product launches. • Veeva Vault PromoMats as the Integrated Hub: The platform serves as a single, centralized repository for all digital assets, enabling seamless workflow management from agency creation through internal approval and final distribution, thereby speeding up the entire content supply chain. • Global Content Reuse is Critical for Efficiency: The system facilitates global collaboration by allowing regional teams (like those in Europe and Latin America) to instantly access and reuse approved content from other regions, eliminating redundant asset creation and ensuring consistency across markets. • Mandatory Audit Trail for Compliance: A core feature is the automatic maintenance of a full audit trail throughout the content lifecycle, which is essential for meeting stringent regulatory requirements (e.g., FDA, GxP) and demonstrating compliance during audits. • Metadata and Usage Rights Automation: Approved content is automatically stored with appropriate meta tags and usage rights flagged, ensuring that assets are used correctly and only in channels for which they have been approved. • Enhanced Visibility and Business Insights: The platform provides commercial teams with actionable insights by tracking where and how their approved assets are being utilized in the market, allowing them to measure the business impact of their content strategy. • Ensuring Distribution Compliance: PromoMats guarantees that only the latest, globally approved version of content is available for distribution to field teams and customers, mitigating the risk of non-compliant or outdated materials reaching the market. • Streamlined Distribution to Preferred Channels: The system enables quick distribution to field teams and ensures that customers can view the content through their preferred digital channels, optimizing the customer experience and engagement. • Automated Content Archiving: Assets are automatically archived in the cloud upon reaching the end of their life cycle, ensuring that they are preserved and readily accessible for future compliance checks and regulatory inquiries. • Transparency and Stakeholder Collaboration: The integrated platform enhances transparency, allowing the global team to work efficiently with all stakeholders—internal approvers, external agencies, and regional colleagues—on a single source of truth.

Tools/Resources Mentioned:

• Veeva Vault PromoMats
• Salesforce (mentioned as the traditional system being replaced/integrated)

Key Concepts:

• Digital Supply Chain: Refers to the end-to-end process of creating, approving, distributing, and managing digital content (rich media, materials) from the initial concept through to the customer and final archiving.
• Audit Trail: A chronological record of system activities, including who accessed or modified content and when, which is mandatory for demonstrating regulatory compliance in the life sciences industry.
• Meta Tags and Usage Rights: Descriptive data (metadata) applied to digital assets that defines their content, context, and, crucially, the specific channels, regions, and timeframes for which they are legally and commercially approved.