Microsoft Dynamics GP Compliance Archive for IRS, HMRC, GoBD & GDPR

Dynamics gp compliance archive is a regulatory-grade long-term archive of every active and historical Great Plains record, built specifically to satisfy retention mandates that auditors, examiners and regulators actually enforce: IRS Publication 583 for small-business tax records (7 years), HMRC for VAT (6 years) and corporation tax records, German GoBD for fiscal records (10 years), state sales-tax retention (3–7 years depending on jurisdiction), GDPR Article 30 records-of-processing and Article 15 data-subject access, SOX 7-year retention with auditable trace, and any industry-specific obligation. The archive ships with the controls that compliance reviewers actually test: tamper-evident hash signatures, append-only read-access logs, role-based access with MFA, encryption at rest with customer-managed keys, and retention-policy enforcement at the partition level.

Two layers. First, every Parquet partition written to the archive carries a SHA-256 hash signature. Signatures are linked into an append-only manifest chain — any post-extract modification to any partition breaks the chain and fails verification on the next reconciliation run. Second, the source GP extract itself is timestamped with the extract job ID, the source company DB, the row counts and the per-table hashes captured at extract time. The combination means an auditor can be handed: (a) the original GP-side row count and hash from extract time, (b) the current archive-side row count and hash from any later moment, (c) proof that (a) and (b) match. Standard SOX, IRS and GoBD reviewers accept that as integrity evidence.

Pre-built retention policies for: IRS Pub 583 (US small business, 7 years for tax records, longer for some specific record types), HMRC (UK VAT 6 years, corporation tax 6 years, payroll 3+ years), German GoBD (fiscal records 10 years, with verifiable integrity and proper organization), French Code de Commerce (10 years for accounting records), Italian Codice Civile (10 years for accounting), Spanish Código de Comercio (6 years), state sales-tax for all 45 US states with sales-tax regimes (3–7 years), SOX (7 years with auditable trace), GDPR (records-of-processing and data-subject access with read-log). Custom retention policies for industry-specific obligations (FDA, HIPAA, FINRA, GLBA, MiFID II, Basel III) configurable at the record-type and partition level.

GDPR Article 15 gives data subjects the right to obtain a copy of all personal data an organisation holds about them — and that includes the records sitting in retired GP systems. Dynamics gp compliance archive handles the request as a parameterised query: subject identifier (customer ID, vendor tax ID, employee ID) → cross-module search across RM01101 customer master, RM30101 invoice history, RM30201 apply history, PM00200 vendor master, PM30200 voucher history, payroll records and any related Dexterity custom fields → exportable subject-data pack with each record's original source, original date and hash-signed extract evidence. The disclosure itself is logged in the read-access log per Article 30 records-of-processing obligation, with the log entry itself hash-signed.

Yes — and the enforcement is auditable. Article 17 right-to-erasure requests are processed as a targeted record removal: the affected partitions are rewritten with the personal data fields scrubbed (PII columns null-ed, supporting attachments deleted), a deletion-evidence record is added to the audit log capturing what was removed, when, on whose authority and on which legal basis, the affected partition's hash signature is rotated, and the manifest chain captures the rotation event so future auditors can verify that the deletion was governed and not opportunistic data tampering. Note the legal-basis exception: records that must be retained for tax, accounting or anti-money-laundering obligations are flagged and excluded from erasure with the legal-basis citation captured in the response.

SOX requires that any GL entry can be traced back through the subledger to the original source evidence (the AP voucher, the AR cash receipt, the SOP shipment, the PO receipt). The archive preserves the full chain: GL30000 GL transaction line → AP voucher distribution (PM30200) → AP voucher header (PM30200) → AP voucher document (PM10500) → original invoice attachment (if captured), with each link carrying its own hash signature and the chain itself queryable from the search UI. An external auditor can pick any GL line in the archive, click through to the original supporting evidence, and export the full chain with the audit-evidence pack ready for SOX workpaper inclusion. No reconstruction, no manual cross-reference, no risk of broken links.

Yes. When litigation or regulatory inquiry creates a legal-hold obligation that suspends normal retention disposal, the archive supports hold-flagging at multiple granularities: per record type (e.g., hold all PM records for the 2019-2022 fiscal years), per legal entity (hold every record for company DB FAB1), per data subject (hold every record involving Vendor X or Customer Y), or per matter (link to the specific litigation case ID). Held records are exempt from any subsequent retention-disposal job, and the hold itself is logged with its source authority (legal counsel, court order, regulator letter), creator, creation date and expiry. When the hold is lifted, the lift event is logged with the same provenance and normal retention disposal resumes.

Keeping a live GP installation for compliance is a poor compliance posture, not just expensive. The SQL Server stack needs patching, the Windows Server needs hardening, the GP licence keeps incurring enhancement-plan fees, and the underlying database carries no native tamper-evidence — a privileged DBA can rewrite history without detection. Dynamics gp compliance archive replaces all of that with a purpose-built compliance posture: append-only writes, hash-signed integrity, separate read-access logging, customer-managed encryption keys, role-based access with MFA enforcement, retention-policy enforcement at the partition level. Total cost typically USD 1K–8K/year for an SMB footprint versus USD 8K–40K/year for the live GP equivalent — and the compliance posture is materially stronger.