Renewal, Exit & Archival
Renewal, Exit & Archival
Category: Customer Lifecycle | Audience: undefined | Page: 32 of 33
Table of Contents
- Archive Data Post-Termination
Renewal, Exit & Archival
Welcome to the onboarding guide for managing contract renewal, exit, and data archival within the Elixia Health clinical trial platform. This guide will help you understand the key processes and steps involved in these critical phases of the customer lifecycle.
Key Concepts
- Contract Renewal: The process of extending an existing contract for continued use of the platform.
- Exit Process: The steps taken when a contract is terminated, including data handling and system access revocation.
- Data Archival: The secure storage of data after a contract ends, ensuring compliance with retention policies.
What You Can Do
- Renew your contract to continue using the platform.
- Safely exit the platform, ensuring all data is handled according to policy.
- Archive data securely post-termination.
How To
Renew Your Contract
- Log in to the MCT Admin system:
- Navigate to the MCT Admin portal (https://admin.elixiahealth.com)
- Enter your administrative credentials
- Complete multi-factor authentication if required
- Ensure you have "Contract Manager" or "Account Administrator" role to manage renewals
- Navigate to the "Contracts" section:
- Click on "Administration" in the main navigation menu
- Select "Customer Contracts" or "Account Management"
- Click on "Active Contracts" to view your current agreements
- You will see a list of all contracts associated with your organization
- Review Contract Renewal Eligibility:
- Check the contract expiration date and renewal window
- Renewal window typically opens 90-120 days before contract end date
- Early renewal may provide discount incentives
- Review the current contract terms:
- Services included and service level commitments
- Pricing and billing terms
- Usage limits and overages
- Data retention and archival policies
- Support levels and response times
- Check for any amendments or modifications made to the contract
- Review compliance certifications included (HIPAA, GDPR, etc.)
- Select the contract you wish to renew:
- Locate your contract in the list (search by name, study, or date if needed)
- Click on the contract to open its details page
- Review all contract information to ensure accuracy
- Verify the contract status is "Active" and approaching renewal date
- Check for any renewal flags or alerts from Elixia Health
- Click on "Renew Contract" and follow the prompts:
- Click the "Renew Contract" button on the contract details page
- A renewal wizard will open with the following steps:
Step 1 - Renewal Terms:
- Select renewal duration (typically 1, 2, or 3 years)
- Review and confirm the renewal start date (typically same as current contract end date)
- Review the renewal end date (automatically calculated)
- Review any pricing adjustments or rate changes for the renewal period
- Note any promotional discounts available for early renewal
Step 2 - Services Confirmation:
- Confirm all active services to be renewed:
- ☐ MCT Platform (core clinical trial management system)
- ☐ MTJ (patient engagement and trial management)
- ☐ API Access and integrations
- ☐ Advanced Reporting Module
- ☐ Data Analytics Package
- ☐ Premium Support (24/7 vs. business hours)
- ☐ Custom Development Services
- Review service level agreements (SLAs):
- Uptime guarantee (typically 99.9%)
- Support response times by severity
- Backup and recovery procedures
- Data retention commitments
- Optionally add or remove services if desired
- Review any new features available in the renewal
Step 3 - Usage and Capacity:
- Confirm expected user count for the renewal period
- Review data storage estimates and any storage increases needed
- Confirm transaction volumes or API call limits
- Review patient enrollment projections if applicable
- Note any scaling needs for the renewal period
Step 4 - Billing Information:
- Review renewal cost and breakdown:
- Platform fees
- Support fees
- Additional service costs
- Applicable taxes
- Confirm billing contact and email address for invoices
- Verify payment method (invoice, credit card, ACH transfer)
- Select billing frequency (annual, quarterly, monthly)
- Review auto-renewal settings:
- ☐ Enable auto-renewal (renew automatically at end of contract)
- ☐ Require approval for renewal (manual renewal process)
Step 5 - Approvals and Sign-Off:
- Identify approval stakeholders:
- Finance/Procurement approval (cost authorization)
- IT/Security approval (technical compliance)
- Legal approval (contract terms)
- Executive/Project sponsor approval (business decision)
- Routing approval request to required approvers
- Include message explaining renewal necessity
- Track approval status in the system
- Escalate if approvals needed quickly
Step 6 - Review and Confirmation:
- Review the renewal summary page showing:
- Current contract details
- Renewal terms and pricing
- Services included
- Key dates and timeline
- Next steps
- Verify all information is correct
- Click "Confirm Renewal" to submit
- Submit the Renewal Request:
- After final confirmation, a renewal request is submitted to Elixia Health
- You will receive a confirmation email with renewal details
- Elixia Health will process the renewal and send you an updated contract
- Review the new contract for accuracy
- Obtain required legal and compliance sign-offs if needed
- Sign and return the contract if manual signature is required
- Renewal becomes effective on the contract end date
- Post-Renewal Actions:
- Confirm renewal effective in the MCT Admin system
- Update internal billing and procurement systems
- Notify your team and stakeholders of the renewal
- Review new features or improvements in the renewed version
- Schedule training if significant changes occurred
- Update IT asset inventory and licensing records
Exit the Platform
- Notify Elixia Health of your intent to exit:
- Send written notice to your account manager or sales contact
- Email: [email protected]
- Include: Organization name, contract ID, intended exit date
- Follow the notice period specified in your contract
- Typically 30-90 days notice required
- Some contracts may have early termination fees if notice period is not met
- Confirm receipt of your exit notification
- Request a formal exit process document or exit runbook from Elixia Health
- Establish an exit project team including:
- IT leadership
- Compliance/Legal representative
- Data/Database administrator
- Project manager/account owner
- Finance/Procurement
- Review the exit runbook to understand the required steps:
- The exit runbook provided by Elixia Health will include:
- Pre-Exit Checklist: Items to complete before exit process begins
- Data Export/Backup Procedures: How to extract all data from the platform
- Access Deprovisioning Timeline: When access will be revoked
- Data Deletion Schedule: Timeline for data destruction per retention policies
- Knowledge Transfer Items: Documentation and training materials to be provided
- Handoff Procedures: How systems will be transitioned or shut down
- Post-Exit Support: Limited support available after contract ends
- Key runbook sections to focus on:
- Exit Timeline: Detailed schedule from notice to final data deletion
- Week 1-2: Exit kickoff and planning
- Week 3-8: Data export, backup, and migration
- Week 9-12: Access revocation and environment shutdown
- Month 4+: Data archival and final deletion per retention policy
- Data Handling Options:
- ☐ Data Export: Elixia Health exports all data in standard formats (CSV, XML, JSON)
- ☐ Database Dump: Full database export for importing into your system
- ☐ API Access: Continued API access for period of time to extract data
- ☐ Data Deletion: Secure data deletion per contract terms
- Communication Timeline: When users will be notified of exit/shutdown
- Support Transition: How to maintain trial operations during transition
- Ensure all data is securely deleted or returned as per the contract terms:
- Data Inventory Phase (Week 1-2):
- Document all data types stored in the system:
- Patient records and trial data
- Study documents and protocols
- User activity logs and audit trails
- Configuration and customization data
- Files and attachments
- Categorize data by sensitivity (PHI, PII, public, etc.)
- Identify regulatory requirements for retention (HIPAA 6 years, etc.)
- Determine which data to export vs. delete
- Data Export Phase (Week 3-8):
- Request data export from Elixia Health for all required data:
- Specify format preferences (CSV, Excel, JSON, XML, database dump)
- Request segmentation by study or data type if needed
- Request encryption for transmitted data
- Specify delivery method (SFTP, secure cloud link, USB drive)
- Receive and verify exported data:
- Download/receive all data exports
- Perform data integrity checks (row counts, checksums, completeness)
- Validate data formats are usable in your system
- Test import into your new system or archive location
- Verify no data is missing or corrupted
- Create backup copies:
- Store copies on secure media (encrypted drives, secure cloud storage)
- Maintain multiple copies in geographically separate locations
- Document backup locations and access procedures
- Test restore capability to ensure backups are usable
- Access Revocation (Week 9-12):
- Disable all user access to the platform
- Deactivate user accounts in the system
- Revoke API keys and authentication tokens
- Remove VPN and network access if applicable
- Disable SSO/federation connections
- Revoke administrative access after system shutdown
- Remove backup access for IT teams
- Revoke emergency access procedures
- Document final access revocation date/time
- Revoke third-party integrations:
- Disable API connections with external systems
- Revoke credentials for integrations
- Notify integrated systems of platform shutdown
- Data Deletion (Month 4+):
- Determine deletion timeline based on regulatory requirements:
- HIPAA: 6 years retention may apply
- GDPR: Right to erasure after contract ends (unless legal hold)
- State laws: May require 7-year retention for clinical trials
- Establish data deletion schedule:
- First phase: Delete non-critical data (temporary files, logs)
- Second phase: Archive subject to regulatory holds
- Final phase: Secure destruction of all remaining data
- Execute secure deletion:
- Use Elixia Health's approved data destruction process
- Verify deletion using cryptographic verification (hashes)
- Generate data destruction certificates
- Document deletion process and results
- Confirm with the IT team that all data destruction processes have been completed:
- Request Destruction Certificate from Elixia Health:
- Document stating all data has been securely deleted
- Details of deletion method and timeline
- Cryptographic verification of deletion
- Compliance certifications (NIST guidelines, etc.)
- Signed by appropriate Elixia Health official
- Verify Destruction:
- Confirm no backups or snapshots remain
- Verify all database records deleted
- Check for any data retained in logs or caches
- Confirm third-party deletion if data was shared
- Final Compliance Verification:
- Verify all GDPR/HIPAA requirements met
- Confirm regulatory notifications sent if required
- Document compliance in your internal systems
- Archive destruction certificate for audit
- Close-Out Activities:
- Sign exit completion acknowledgment from Elixia Health
- Obtain final invoice and account reconciliation
- Update internal systems marking contract as "Exited"
- Release budget/licenses in your financial systems
- Document lessons learned from the platform
- Notify all stakeholders of successful exit
- Post-Exit Support and Transition:
- Limited access period (if applicable):
- You may have 30-60 days of limited access for questions
- API access may be available for final data retrieval
- Support team available for exit-related issues
- Transition validation:
- Test your new systems or archives
- Verify all required data was successfully transferred
- Confirm your business continuity in new environment
- Document exit process:
- Create internal documentation of exit steps
- Record any issues encountered and resolutions
- Note timing and resource requirements
- Use as template for future exits if needed
Archive Data Post-Termination
- Refer to the Data Retention Policy table in the MCT platform.
- Filter the data by "EntityType" and "RetentionPeriodMonths" to determine the retention period for different data types.
- Ensure data is archived according to the specified retention periods.
Tips & Best Practices
- Regular Verification: Frequently verify data destruction processes to ensure compliance with regulatory requirements.
- Documentation: Maintain thorough documentation of all data deletion and archival processes for audit purposes.
- Communication: Keep open lines of communication with Elixia Health during the renewal, exit, and archival processes to ensure a smooth transition.
Next Steps
- Familiarize yourself with the Data Retention Policy table in the MCT platform.
- Review the exit runbook to prepare for any future exits.
- Contact Elixia Health support if you need assistance with any of these processes.
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Generated from MCT Knowledge Base • v1.1.0 • January 2, 2026