# Interface Validation Checklist

Version 2.0 · Updated 2026-09-21 · Testing

Define and verify data meaning, mapping, error handling, retry, reconciliation, security, and monitoring across systems.

Adapt this template to your intended use, applicable requirements, and approved procedures.

## When to use it

For new or changed application, equipment, laboratory, data, and service interfaces.

## Information needed before starting

- Source/target specification and data owners
- Approved mapping, timing and error/recovery rules
- Test access and independently checked expected results

## Field instructions

- **Source and destination:** Identify authoritative sources, receiving systems and record identifiers. Describe supported formats, units, timing, transformations and error handling.
- **Authoritative data and owner:** Identify the system/service or process, version and accountable roles. Specify the scope and supporting record rather than relying on a product name alone.
- **Data elements, units, and identifiers:** Identify authoritative sources, receiving systems and record identifiers. Describe supported formats, units, timing, transformations and error handling.
- **Mapping and transformation:** Identify the approved rule and authoritative source. Include units, identifiers, rounding, missing values and exceptional paths that could change the result.
- **Trigger and sequence:** Identify the event initiating a transfer and required ordering, timing and dependencies. Specify the response to delayed or out-of-order messages.
- **Acknowledgement and error handling:** Specify expected ordering, acknowledgements and timeout behavior. Explain how duplicates, partial transactions and recovery are controlled and tested.
- **Retry and duplicate control:** Specify expected ordering, acknowledgements and timeout behavior. Explain how duplicates, partial transactions and recovery are controlled and tested.
- **Security and audit trail:** Identify the required record context, history, identity and relationships. Explain how integrity, attribution and retrieval will be preserved and checked.
- **Monitoring and reconciliation:** State what will be compared or monitored, against which baseline, by whom and how often. Define discrepancy thresholds and the response.
- **Positive, negative, and recovery tests:** Identify the controlled transition or recovery plan, decision owner and evidence of restoration/retrieval. State how incomplete work is detected and reconciled.
- **Deviations and limitations:** State what is outside the assessed use or evidence. Explain the consequence and any restriction; do not treat missing information as a pass.
- **Conclusion and approval:** Record the supported decision, restrictions, unresolved issues and rationale. Identify the accountable reviewer/approver and dated evidence under your procedure.

Define the specific system, service, change, population, and intended use.

Complete each field from available records and accountable interviews; record unknowns rather than guessing.

Link conclusions to affected GxP functions, failure scenarios, controls, evidence, and approval.

Adapt the structure to the organization’s approved procedures and document-control process.

## Blank template

System / record ID: ____________________

Prepared by / date: ____________________

Required review / approval under local procedure: ____________________

| Field | Your entry |
| --- | --- |
| Source and destination | ____________________ |
| Authoritative data and owner | ____________________ |
| Data elements, units, and identifiers | ____________________ |
| Mapping and transformation | ____________________ |
| Trigger and sequence | ____________________ |
| Acknowledgement and error handling | ____________________ |
| Retry and duplicate control | ____________________ |
| Security and audit trail | ____________________ |
| Monitoring and reconciliation | ____________________ |
| Positive, negative, and recovery tests | ____________________ |
| Deviations and limitations | ____________________ |
| Conclusion and approval | ____________________ |

## Related guidance

- [Read the related practical guide](https://csvtocsa.com/learn/guidance/system-interface-validation)

Canonical page: https://csvtocsa.com/templates/interface-validation-checklist