How everyone setup the data retention rule in your instance?

[Hector13]

Hi everyone,

We have roll out HR Service Management globally with multiple countries. Considering each country have different legal requirement regarding data retention, we are planning to setup a simple logic to destroy data from the instance base on user's inactive period (i.e. 2 years after user is inactive).

Just want to see how everyone setup the data retention rule in your instance and understand what are the considerations apart from the legal requirement. 

Any insight would be greatly appreciated. Thank you.

[Susan Britt]

Hi Hector,

I think you are considering everything - the country's specific policies and confirmation with compliance and legal teams to make sure your organization doesn't have any other policies or exceptions.  There is the employee document management retention rules, and there are also the archive and destroy rules that can be configured more for removing HR Cases, etc.  Archive and destroy we usually see different durations based on the country and COE, as well as the industry (e.g., Payroll cases in UK may be needed for 7 years if in Financial industry).

[nthipol]

Hi Susan,
Do you have any recommendations for how to locate retention guidelines for countries? I have no issues gather employee document retentions but HR Case Records I have had some difficulty locating.

[Susan Britt]

It isn’t necessarily by country, but more around the industry vertical (e.g., Finance, healthcare), special compliances (e.g., SOX), type of data (e.g., payroll), and country. Your legal department should be able to tell you what the retention policy should be.