Archiving Legacy HR Systems
Secure employee data, retain payroll records, ensure compliance – with AvenDATA.
From SAP HCM, SAP PY, PAISY, LOGA, Workday and ADP solutions to Oracle HCM and custom developed in house systems – we archive HR and payroll systems of every type, generation and architecture.
Our solution is designed to reliably decommission even complex HR system landscapes from large enterprises and corporations while keeping the data securely available in an audit proof manner for the long term.
The Challenge
Historical data in HR and payroll systems is important, but access to it is becoming increasingly difficult.
During IT migrations, system changes, HR outsourcing or the decommissioning of outdated software solutions, companies regularly face a critical challenge.
Payroll and HR systems, often applications that have grown over decades with deeply integrated and individually customized data structures, still contain relevant information for tax, social security and business purposes.
In addition, pressure from pension insurance authorities is increasing. In the context of audits, companies are often required to provide detailed payroll records and insurance histories in a transparent manner even decades later – a requirement that is almost impossible to meet without a dedicated archiving solution.
At the same time, continuing to run these systems is expensive, the software is no longer maintained, licenses expire and in house expertise is gradually lost.
Access to payroll relevant employee data, wage journals, personnel files, pension information or historical reports becomes difficult or even impossible – even though these must remain available, analyzable and audit proof.
This is exactly where AvenDATA comes in with its specialized archiving solution.
Proven Archiving Solution
with More than 17 Years of Experience
The archiving of HR and payroll systems has been continuously refined, tested and successfully implemented by AvenDATA over many years in numerous decommissioning projects for large corporations.
Our expertise is based on more than 17 years of experience with hundreds of archived systems, including numerous payroll and HCM solutions.
Over the years we have been able to reliably meet all requirements from tax audits, social security audits, pension related inquiries and legal proceedings – in a transparent, audit proof and compliant manner.
Keep your HR data alive with clear and actionable reports
in ViewBox
We not only transfer all data from your HR and payroll systems, we also ensure that you can continue to access and use this data permanently in our software ViewBox.
This includes:
- Reproduction of relevant reports and HR evaluations
- Implementation of individual, customer specific reports – including custom queries, statistics and lists
- Archiving of all relevant documents required to make the reports traceable – such as payroll slips, employment contracts or time records
Even before the project begins we work with you to determine which evaluations and data access will be needed in the future – whether for tax audits, pension or social security inquiries, internal evaluations or legal retention requirements. In doing so you benefit from our many years of experience in decommissioning HR systems such as SAP HCM, LOGA, Workday, PAISY, ADP or Oracle HCM.
In ViewBox you can continue to research, analyze and evaluate these reports even years after the system has been decommissioned – entirely independent of the original system.
Whether for payroll tax audits, pension inquiries, internal HR questions or legal clarifications – you always have access to clearly structured and filterable reports, without the need for original HR licenses or legacy systems.
Fast Project Execution – Measurable Value
HR and Payroll Legacy Systems
We decommission HR and payroll legacy systems in a structured, efficient, and cost-effective way. Typical project durations range from 1 to 6 months, depending on system complexity and data volume.
Whether SAP HCM with deeply integrated modules, Workday environments, or complex legacy solutions such as PAISY, LOGA , or Oracle HCM – thanks to our standardized approach, we securely and transparently archive even highly interconnected systems with several terabytes of payroll and HR data, ensuring full audit compliance.
Analysis of HR -
and Payroll Legacy Systems
The first step in any HR data archiving project is a detailed analysis of the existing HR or payroll system. This forms the basis for a reliable assessment of project duration, effort, and costs.
Especially in large organizations with complex, long-standing system landscapes – from SAP HCM to LOGA or PAISY– this preparatory work is crucial for a compliant and cost-efficient decommissioning.
As part of the analysis, we examine both technical and process-related aspects, including:
- Access options to the current system (e.g., GUI, remote access, system dumps)
- Type, structure, and size of the underlying database (e.g., Oracle, MS SQL, DB2, or proprietary solutions)
- Available reports, payroll journals, and archiving-relevant documents
- Individual specifics such as custom developments, system customizations, interfaces, or additional modules (e.g., pension schemes, time management, ESS/MSS)
The results of this analysis are summarized in a transparent fixed-price offer – with clear details on scope, duration, and implementation steps. This gives you maximum planning and decision-making certainty.
HR System
Archiving
Following the system analysis, we jointly initiate the archiving project – structured, efficient, and based on a proven methodology tailored specifically to HR systems.
In a kick-off meeting, we define all organizational and technical parameters. After that, we take over the majority of tasks for you – requiring only minimal effort on your side:
- Setting up secure system access
- Export and migration of relevant HR and payroll data
- Reproduction of essential reports, such as payroll journals, social security notifications, or payslips
- Archiving and documenting individual evaluations and custom developments
- Providing complete audit documentation for internal and external auditors
Our experienced project managers guide you through the entire process – from the initial analysis to successful project acceptance.
To conclude the project, we conduct structured test phases together with you, ensuring that the archived data is complete, traceable, and audit-compliant. Only then is the final decommissioning of your legacy system carried out.
Results of HR
and Payroll System Archiving
Upon successful project completion, all relevant HR data, payroll journals, documents, and reports from your legacy HR or payroll system are transferred into our proprietary archiving solution, ViewBox.
ViewBox is a web-based research platform specifically designed for secure access to archived data from decommissioned systems. It enables authorized users – such as HR departments, auditors, or external examiners – to quickly, reliably, and legally access all information, even many years after system shutdown.
A key added value: We reconstruct all essential standard and custom reports – from payslips and payroll journals to social security notifications and internal HR analyses. This ensures that business, tax, pension, or legal evaluations remain fully possible – without the need to access the original legacy system.
Once data migration, system testing, and final acceptance are complete, the legacy HR system can be fully and safely decommissioned.
Final Project Documentation. At the end of the project you receive comprehensive documentation that records all relevant steps in a transparent and audit compliant manner. This includes in particular:
- The method of data migration
- The structure and preparation of the archived content
- The execution and results of testing and acceptance phases
- Any interfaces or report reconstructions
In addition, we document every step of the archiving process in our Jira ticketing system, from the initial export to final acceptance and if applicable the later deletion of the source system. This ensures that third parties or external auditors can at any time fully trace how the archiving was carried out, securely, legally compliant and fully documented.
Software and Research Platform ViewBox
– making archived HR data intelligently usable
With ViewBox, AvenDATA provides a powerful research platform designed specifically for accessing archived information from decommissioned HR and payroll systems.
Through an intuitive web interface, ViewBox enables fast retrieval, structured analysis, and targeted provision of HR data — without the need to access the original HR system such as SAP HCM, LOGA, Workday, PAISY, ADP, or Oracle HCM.
ViewBox ensures that your HR data:
- Remains understandable and usable even years after system decommissioning
- Is always accessible in an audit compliant way, for example for pension audits, tax audits, or legal proceedings
- Is structured and available for internal HR analyses or external audit processes
- Can be managed in compliance with GDPR and GoBD requirements, including rule based data deletion
A Key Feature: Automated Data Deletion. ViewBox offers automated data deletion. Based on legal or internal retention periods, personal legacy data can be deleted in a rule based, traceable and audit compliant manner, with no manual effort required.
The software is built on a certified cloud infrastructure that undergoes regular security audits. If required, it can also be operated on premise, depending on your internal compliance or data protection policies.
At the Core:
Our Archiving Software ViewBox
ViewBox has proven itself as a reliable research platform for archived HR data, whether for HR departments, internal audit teams or external examiners.
It is already in use at more than 50 percent of DAX companies and is deployed worldwide by corporations from Europe to North America and Asia.
ViewBox – Ihre Brücke
zu den archivierten Personaldaten aus abgeschalteten Systemen
Für HR-Abteilungen, Payroll-Verantwortliche, Revisoren, Wirtschaftsprüfer, Rentenversicherungsträger oder die Rechtsabteilung:
Ihre archivierten Lohn- und Personaldaten bleiben jederzeit recherchierbar, verständlich und auswertbar – ganz ohne Altsoftware, technische Spezialzugänge oder das ursprüngliche Anwendungssystem.
Ready for the
next step?
In a one hour expert session we review your legacy system together — whether a standard solution, a customized application, or a fully bespoke HR system.
We will show you live how to decommission your payroll or HR solution efficiently while keeping the data usable in the long term and compliant for audits. The session includes
- Alignment on data structures, transfer formats and report preparation
- A live demo of our ViewBox archiving solution
- An explanation of our method for reproducing payroll journals, payroll reports and custom analyses
- A reliable assessment of effort, timeline and a fixed price proposal
Transparency from the start:
Our project proposals are based on clearly defined fixed prices, guaranteed with no renegotiations. Quality, reliability and fair value for money are our main focus.
Our project proposals are based on clearly defined fixed prices with no renegotiations. Quality, reliability and fair value for money are our main focus.
Book your personal expert consultation now.
Quick Answers to Your Questions –
Personal and without obligation Regarding
Payroll and HR System Archiving
Personal and without obligation Regarding
Payroll and HR System Archiving
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