The Challenge
As KCCHSD prepared to retire Kronos, the organization needed to preserve historical HR, payroll, and timekeeping data so it would remain accessible for compliance, audits, payroll research, employee inquiries, and day-to-day business needs.
The Solutions
Access Unify®
The Results
About Kit Carson County Health Services District
Kit Carson County Health Services District is a government‑owned, non‑profit group medical practice based in Burlington, Colorado, with approximately 150 employees.
As Kit Carson County Health Services District (KCCHSD) prepared to retire their legacy human capital management (HCM) platform, Kronos, they required a plan for the historical data housed within it. The team shared that they didn’t want to keep Kronos active solely for access to historical payroll and human resources data, but it was important that the information be retained for compliance, audits, payroll research, employee record requests, and general business needs.
With payroll cycles occurring every two weeks, the organization accumulated a high volume of historical workforce data across systems and formats. In addition to information stored across Kronos, KCCHSD needed better access to the W-2s, timesheets, employee profiles, and recurring payroll reports stored in static network file shares.
KCCHSD needed a solution that supports easy access to historical records, simplifies audit response, and reduces reliance on outdated infrastructure.
Access delivered a comprehensive data conversion and archival strategy to help KCCHSD retire its legacy HCM platform while preserving secure, searchable access to historical data in Access Unify®, a SOC 2-certified cloud archival platform.
The project involved extracting more than 15,000 legacy records spanning a 1.5-year period of bi-weekly payroll cycles. Access consolidated data from both the live Kronos environment and static network file shares, preserving records with the structure and context needed for future use.
To minimize risk and maintain accuracy, the data was processed in validated batches that underwent quality assurance testing and client review before final upload into the archive. Access also supported implementation with onboarding, secure login configuration, user training, consulting, and ongoing project support.
With Access Unify in place, KCCHSD centralized their historical HCM data. Instead of checking multiple storage locations, authorized users now have a single location to access the employee and payroll records they need.
The centralized archive also strengthened compliance and audit readiness. Historical information remains secure, searchable, and accessible, helping KCCHSD respond more efficiently when records are needed for audits, retention requirements, or internal review.
By retiring its legacy HCM platform, KCCHSD was able to move to a system that better fits their needs while preserving access to the data that still supports the organization. The project was completed on time and within scope, giving KCCHSD a practical long-term archive for historical HCM data and a stronger foundation for ongoing records management.
Access helps healthcare organizations preserve administrative, financial, and clinical data so teams can retire old systems with less operational risk.
Are you ready to take control of your information lifecycle? We manage documents for over 33,000 companies in North America. Let us help you manage yours.
