Who publishes this guide: NDISCompliant and ProviderQMS are both owned by Wani Meridian Pty Ltd. We sell ProviderQMS products. Vendor examples use linked public documentation; they are not independent product tests or paid rankings. These are direct vendor links.
Inventory what has to survive
| Record group | Check in the source | Check after the move |
|---|---|---|
| Controlled documents | Current and superseded versions, ownership and status. | Readable files and an understandable version relationship. |
| Quality actions | Open and completed items, owners, due dates and evidence. | Correct status, responsibility and working evidence links. |
| Attachments | File count, format and relationship to the parent record. | Files open and are connected to the right record. |
| History and review evidence | What can be exported and what needs retained access. | Reviewer, date and context remain interpretable. |
| Users and access | Required roles and people authorised to see each record. | Permissions tested with the actual intended roles. |
Ask the outgoing vendor for the export format, timing, cost and limits in writing. A CSV of record titles is not equivalent to the underlying documents and attachments. If a history cannot be migrated, agree how authorised people will retrieve it and how that access will be maintained.
Rehearse on fictional records, then authorise a controlled pilot
Start with a small invented set: a document with two versions, an open action, a completed action with review evidence, an attachment and two roles with different permissions. Export it, import it and ask a person unfamiliar with the exercise to retrieve each item.
Only move real records after approving the destination, access arrangements and data-handling terms. Use the smallest authorised pilot that can reveal the relevant problems. Keep participant and worker information out of public demo accounts and screenshots.
Check meaning as well as counts
Fictional example: an export contains 40 actions and 12 attachments. The import also reports 40 actions and 12 attachments, but one completed action now looks open and a supporting file is linked to the wrong action. Matching totals did not prove a successful migration.
Reconcile identifiers and relationships, compare important fields and open a representative sample of files. Check edge cases such as long titles, special characters, old versions, unassigned work and duplicate filenames. Record the limits of the sample and investigate discrepancies before declaring the move complete.
Give the changeover a named decision owner
- Agree the final edit window and tell the affected team where to work.
- Take the agreed export and preserve its manifest and date.
- Reconcile final changes made after the rehearsal.
- Test access and retrieval using the intended roles.
- Have the authorised owner accept the result or invoke the recovery plan.
- Cancel or archive the previous service only after checking retained access, contract terms and record-retention requirements.
Do not prescribe a universal retention period from a generic checklist. Identify the obligations that apply to the record type and your organisation, and have the responsible adviser confirm them. A vendor’s default deletion setting is not your retention policy.
Evaluate ProviderQMS with the same standard
If you are considering ProviderQMS for documents, quality actions and evidence, ask how your specific records can be brought in and retrieved. This guide does not promise automated migration from another product or preservation of fields that have not been tested.
For editable starting documents, inspect the SIL kit samples. For choosing the system, use the software buyers’ guide. You may decide to keep a functioning roster and add a quality workspace rather than move the whole operation.
Quality-system switching checklist
A planning worksheet, not a data-upload tool. Use record types and internal references, not participant details. Entries are not sent or saved.
You can also use your browser’s Print command. Keep the saved copy in your own records system.
Source: https://ndiscompliant.com.au/marketplace/switching-ndis-quality-software/ · Published 3 October 2026 · Quality-system switching checklist
Sources and editorial approach
Official guidance and product pages were checked on 3 October 2026. Regulatory summaries are linked above; worked examples and worksheets are our suggested methods. Research and drafting used AI assistance. Examples are fictional and should not be recorded as events that occurred.