Secure and Compliant Payroll Data Archival & Retention Services

Archon Data Store (ADS) is a secure archival platform that allows storage and management of your HR & payroll data without compromising its minimal footprint. It facilitates the search, processing, and analysis of paystub records at a large scale to provide business insights.

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What happens when you archive
and retain payroll data

As payroll data accumulates, the legacy system slows down, affecting operating performance. It’s essential to free up and remove inactive data from the primary storage.

Streamlined data migration is pivotal while moving the employee payroll data to the new HR payroll system. During the migration, expiring or retiring needs to be archived to avoid expensive migration to the new system.

Payroll Data retention and payroll record keeping methodologies in ADS utilize automated retention strategies, enabled with security, regulatory compliance and quick data retrieval. When you choose to maintain your records, the legacy and inactive employee payroll data is moved to a centralized archive.

Security measures are implemented through role-based access controls and encryption. Compliance requirements are met through regulatory alignment with data protection and regulations, such as FLSA and GDPR.

Automated purging system implements a process to purge the payroll data from ADS once the data retention period of the data expires.

Archon Suite is capable of supporting payroll data archival and retention functionalities through three flagship platforms – Archon Analyzer, Archon ETL and Archon Data Store (ADS). Archon Suite executes encryption and masking of payroll data during legacy platform decommissioning.

Archon Analyzer analyzes your payroll data through legacy systems and classifies them based on demographics, salary, benefits, retention, and compliance information. Helps identify patterns and relationship between data sources.

Archon ETL seamlessly connects with the legacy systems and performs the extraction and transformation of payroll data from payroll systems. With automated data parsing and integration through APIs.

Archon Data Store (ADS) is a secure and scalable archive system to store, secure, and manage payroll data for compliance, cost reduction, and performance improvement. Payroll data archival is equipped with an automated data retention policy and defensible data deletion.

Why Use Archon?

Automated Compliance & Governance

The siloed payroll data is automatically moved from the legacy and live systems, which improves the overall performance of the system. Automated data retention ensures safe storing and purging of data based on retention periods.

Benefits

In-built connectors to extract data from HRMS and migrate it.
Custom toolkits like APIs and SDKs for customized workflow.
Supports secured protocols like S3, NFS, and FTP for data transfer.
Preserves data integrity during data migration, which is particularly crucial for sensitive payroll information.

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Secure Payroll Data Archive Meeting Compliance Regulations

Storing employee payroll data must adhere to legal requirements mandated by regulations like IRS, GDPR, FLSA etc. Crucial methods to archive payroll data are to implement robust security – data encryption, and role-based access controls. Also, regular audits of stored payroll data are statutory to maintain accuracy, identify issues, and establish integrity.

Benefits

Payroll data retention is regulated by legal obligations, such as GDPR and CCPA that dictates storage limitations and archiving requirements.
Encrypting archived payroll data with a 256-bit key using the AES-256 standard.
ADS employs a unique data bunker to safeguard and isolate delicate data, employing various levels of protection.
Shifting the critical data off the core system is crucial during disaster recovery, running data backup consumes less time and space, and large volumes of data are easily sorted.
Decommissioning a payroll system ensures secure archiving of payslips, and audit trials.

Read more about compliance, their purpose, and data retention period here.

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Operational and Strategic Benefits

Archiving historical data reduces the data load on legacy payroll systems, resulting in faster processing and improved performance of production environment. Also, well-structured and organized data simplifies complex data operations like data audits and data retrieval.

Classified and stored payroll data gives valuable insights and analytics, making data-driven decisions simpler. Transparent and secure access to employee pay records and tax forms boosts employee trust.

Benefits

ETL’s automated chain of custody ensures the data is auditable anytime to respond to legal inquiries.
Archiving historical data helps proactive identification of risk patterns and potential fraud.
ETL has the ability to define and extract only the specific data required for a given purpose, rather than performing a full extraction of all payroll data.
Payroll Data Archiving on cloud-based platforms give flexible data storage and scalable infrastructure, to scale up and down based on organizational needs.
Intelligent data formatting, like Parquet columnar format, is ideal for big data and analytics.
Also, when the data grows exponentially, your storage is scaled efficiently, adapting to the upcoming demands.
ETL automatically identifies and extracts data schemas that streamline the process of migrating and archiving data.

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Cost Efficient Benefits for Business

Data stored on storage tiers is classified as hot, warm, and cool. Hot data refers to the frequently accessed data, warm data is the siloed data that is used less frequently, and cold data is usually retained not to be used again.

Business agility enhances as the organizations focus on administrative work, while the data maintenance is taken care of.

Benefits

Hot, warm, and cold storage of payroll records make data accessibility and management effortless.
When less critical data is shifted off the core system, crucial data recovery during disasters is made simpler
Running data backup is made easier, consuming less time and space with less data in the core system.
Large volumes of payroll data are easily handled, sorted, and moved to the relevant tire storage.
Tiered storage reduces on-premises dependency with the flexible storage of data in different systems. This leads to cost-cutting to a large extent, when less used, data is moved to a cheaper storage medium.
Ensuring optimal compression algorithm applied to columns, ADS compresses raw data up to 80%. This frees up space, reducing costs.Data archiving from legacy systems reduces IT maintenance cost and legacy systems licensing cost
Scalable and cloud solutions pave the way for reduced infrastructure spending

Want to know more on how ADS decouples payroll data and reduces cost? Read more about tiering and its benefits for applications.

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Product Security Whitepaper: Archon Data Suite

Check out our definitive guide to security & compliance within Archon Data Suite, and learn more about the product architecture, design considerations, our methodology, and our approach to data processing.

Frequently Asked Questions

1. How does data encryption and access control factor into payroll archiving?

Payroll data contains sensitive personal and financial details, so it's important to use encryption and access controls. Today’s archiving tools use strong encryption, like AES-256, and strict access rules to keep information safe. This helps prevent data breaches and supports privacy law compliance.
2. How can we measure the ROI of an HR and payroll archiving solution?

You can measure ROI by measuring the savings on storage and infrastructure, less time spent on audits, better system performance, and fewer compliance penalties. Improved data security and efficiency also help organizations save money and reduce risks.
3. How can modern payroll data management solutions help reduce costs associated with legacy systems?

Moving old or inactive data out of main systems lowers storage and infrastructure costs. It also helps systems run faster by freeing up resources. Tools like Archon Data Store use compression and tiered access to save space and stay compliant. So, organizations can cut costs without compromising data quality.
4. How can we manage data access permissions without slowing down operations?

Role-based access controls allow organizations to define permissions based on job responsibilities. By granting access only to those who need it and tracking data interactions through audit logs, you can protect sensitive information. At the same time you can enable smooth workflows for audits, reporting, and day-to-day tasks.