Compensation Management: Archive Planning Cycle

Archiving a planning cycle in ClearCompany ensures that your organization maintains a complete, unalterable record of compensation data at a specific point in time. This process safeguards historical information for compliance, analysis, and reference during future planning cycles. In this article, we’ll walk through the steps for archiving your cycle, explain what gets stored, and show you how to access archived data.

In this article
Archive Planning Cycle Overview
Archive the Planning Cycle
View Archived Data
F.A.Q
Additional Resources

Archive Planning Cycle Overview

Archiving is a post-cycle process that creates a snapshot of all relevant data, preserving it exactly as it existed on a chosen date. This includes:

• Employee and role data

• Compensation statement templates and conditions

• Historical pay, rating, and job details

There are two key components:

• History Data – Moves end-of-cycle details (Pay History, Rating History, Job History) into dedicated “history” tables for reference in future cycles.

• Archive Data – Creates a permanent copy of all active fields, employees’ corresponding data, and any related templates and conditions in effect at the archive date.

Once archiving is complete:

• Historical details appear in the More Info pop-up during future cycles.
• Archived records are viewable in Employee Admin > View Archive Data.

Archive the Planning Cycle

Permission

Archive Data is only visible to Superuser-level Admins. They can view the page, but the data is seen by all level Admins from the individual level/Employee Admin>  Select Employee> View Archive data.

1. Go to Company Admin and click Archive Data.
2. Click the Archive Data button.

3. The system will capture a snapshot of the database from that exact point in time.

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Delete Data Considerations

• On the Archive page, users have an option to "Delete Data of Selected Date":
  • If you delete the selected date, you are DELETING all of the data from that Archive.
  • The Archive is a full snapshot/complete static copy of the system as of the date the archive is created. If deleted, it is a complete and total deletion of that dated Archive copy.
• Archive Data that is deleted cannot be retrieved.
• ClearCompany recommends only creating an Archive. We recommend only deleting if data was archived too early, and you wish to remove or delete a prior dated archive, and then take a new Archive copy.

View Archived Data

To access archived records:

1. Go to Employee Admin and click View Archive Data.

2. Select the relevant archive date to view the preserved dataset.

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F.A.Q.

When should we archive a cycle?

Best practice is to archive immediately after the cycle closes and before making any off-cycle updates to employee data.

Can archived data be edited?

No, archived data is read-only and cannot be altered. This ensures an accurate historical record.

Who can access archived data?

Access depends on user permissions. Typically, administrators and managers with appropriate access rights can view archives.

Additional Resources

Compensation Management: Compensation System Launch
Compensation Management: Compensation Statements
Compensation Management: Update Employee Home/Landing Page
Compensation Management: Updating User Role Cycle Access