Your GP records stay on your network
The Assessment and the Archive connect to the GP SQL Server address you enter and write their files to a location you choose. They do not upload GP records, reports, usage information or query history to ERPDataArchive.
If you ask us to review an assessment, you choose whether to email the small review file. It contains counts, dates, database sizes and table names rather than transaction details.
SQL access is read-only
The assessment kit includes a script your IT provider can review. The account receives read access to the GP system database and the company databases you approve. It receives no permission to post transactions, change records, run administrative commands or manage the SQL Server.
You control anything sent to support
There is no automatic error reporting. If you need help, we may ask you to create a diagnostic file. You can inspect that file before deciding whether to send it.
You decide who can open the archive
Store the archive as you would store a financial database backup:
- Use a dedicated folder or share with named users and least-privilege filesystem permissions.
- Use volume or device encryption such as BitLocker where appropriate.
- Keep at least two independently managed backups and retain the verification report with them.
- Mask Social Security numbers and bank details by default. Include unmasked payroll only after a documented review.
- Use the reader on the computer where it is running; do not expose it directly to the Internet.
Searches and queries cannot change the archive
The reader opens the archive in read-only mode. Staff can search, filter, total and export records, but they cannot update or delete the archived data.
Reconciliation controls the shutdown decision
The final report compares the archive with GP using record counts and accounting totals. Your controller and technical team review the differences before approving the shutdown. We do not recommend retiring GP solely because the extraction finished without an error.
The archive remains yours
Opening, searching and exporting an existing archive does not depend on an active subscription or an Internet connection. Keep the archive file, reader and verification report with your normal financial-system backups.