GLOBAL PAYROLL MAGAZINE
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Best practices for retaining payroll data:
allow customers to download copies of data before it is deleted. Enabling data to be accessed in accessible formats such as CSVs or PDFs can make this a more straightforward process. Clear communication: regularly update customers on your data retention policies, including how long their payroll data will be stored and how they can retrieve it. The Role of Automation in Data Retention Automating data deletion can be an essential tool for payroll providers handling massive datasets across multiple regions. Automated processes can ensure compliance by flagging records for deletion once the retention period ends, reducing human error and the risks associated with manual data management. “Effective data retention policies are the cornerstone of responsible data stewardship. By ensuring that payroll data is securely managed and deleted when no longer needed, we safeguard both businesses and their employees.” Maggie Leese, Policy Manager DSPANZ
Set clear retention policies: document how long payroll data will be retained, with specific timeframes for archiving and deletion based on regulatory obligations and business needs. Backups and disaster recovery: retention policies should include provisions for managing backups. Ensure backup systems follow the same retention and deletion timelines and secure them with appropriate encryption to avoid unauthorised access. Effective data retention policies are the cornerstone of responsible data stewardship. By ensuring that payroll data is securely managed and deleted when no longer needed, we safeguard both businesses and their employees. A Customer-Centric Approach to Data Management Payroll providers often facilitate these data collection and record-keeping processes on behalf of their customers, but ultimately, it is the customer’s data. When introducing or updating data minimisation and retention practices, payroll providers should allow customers visibility and control over their data before it’s deleted.
Best practices to enable customer- centric data management:
Notification before deletion: notify customers before any data is deleted. This allows customers time to retrieve important records for their retention or archiving needs. Allow customer access: offer tools that
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