Solutions
Keep what the law requires, for as long as it requires, and no longer
Retention rules for people data run from a few years to decades, and they apply per record type and jurisdiction, not per system. Fuse Analytics holds the records outside any single HRIS, applies retention policies by dataset, deletes what has expired and shows auditors who saw what and when.
The rules reach further than the system
Labour, wage-and-hour, equal-opportunity, safety, leave and tax rules each set their own retention period, and regulated industries add more. The periods differ by country and by state, and they run from the event, so a former employee’s file may need to be kept long after the system that holds it has been replaced. When the only copy lives in a legacy HRIS, the retention policy is whatever that system’s licence renewal decides. How long is too long for data retention? covers the trade-off between keeping too little and too much.
Policy the archive enforces
- Retention by record type. Each dataset carries its own period and jurisdiction, so payroll history, employment eligibility records, benefits elections and time records can each follow their own rule.
- Deletion when the period ends. Expired records are removed rather than kept forever by default, which is what privacy law now expects.
- Access that leaves a trail. Role-based permissions and access logs show who viewed which record and when.
- One lifecycle for personal data. Retention, data subject requests and erasure are handled together; see compliance and data subject rights.
Security the auditors will ask about
The archive is SOC certified, hosted on AWS, with single sign-on, multi-factor authentication, role-based access and encryption. An auditor sees a governed system with a policy attached to every record, rather than a legacy application with shared logins.
Where to start
The retention calculator turns the rules you answer to into the years each record type must be kept. HR and payroll data retention, archiving and compliance and Data archiving and GDPR compliance go deeper; the FAQ answers the questions customers ask first. Then book a demo.
Is a legacy system your retention policy?
Talk to a data specialist about moving your records into an archive that enforces retention by record type, so the old system can go without losing what the law requires.