Sage 100

A client asked if there was a way to encrypt their Sage 100 payroll data in order to protect their employees SS# and bank account numbers. Is anyone aware of a way to do that? The client is concerned that if someone got ahold of their data files they would be liable for not protecting that employee data.

Great question. I don't know but would be interested to know what options are available. I've had similar thoughts re: credit card info inside old backup copies of Sage 100 that still reside on the server which weren't necessarily PCI compliant. Re: Payroll SS#'s and direct deposit bank info on P/R Check/Dir Dep Stubs, I typically mask that data as follows: - ""###-##-"" & Mid ({PR1_EmployeeMaster.SocialSecurityNumber},6,4) - ""xxxxxxxxxx"" & Right ({PR_32CrystalLine.DirectDepAccountNumber},4)

Besides storing the PR data in a secure directory that only the PR people have access to?

Interesting. I guess the short answer is no. But unless you have Providex, it is hard to look at the data, turn on ODBC security so casual users of Excel queries and such can't snoop. Have your IT department put security on the PRxxx folder so only select users can access/view the contents, modify your check forms to mask the SS #'s.

I think Jeff's suggestion is the best as well as physically restricting access to the \MAS90 folder for non-accounting people. Unfortunately in a big company that's tricky for shipping or other positions that may turn over frequently.

Not sure how hard that should be. Just set up a Sage group for users and add newbies into that group.

Related to all the other suggestions, there is the feature in Company Maintenance to have a separate Payroll Data Directory. That could location could be restricted by group but it would be troublesome for users who use integrated modules like Job Cost and Timecard

That's what I was recommending @AlnoorCassim.

I'm sure this is the next feature Sage will release to justify the higher subscription fees for Payroll. We (90 Minds) should recommend it.

Thanks for all the suggestions, I will make sure they are keeping them as secure internally as possible. It's not likely but (like @JeffSchwenk said) if someone external did get ahold of their PR data files (and has a providex and Sage knowledge), they would have full access to the info.

You could put the payroll alternate directory on a removable drive to have physical control over data access. Like Alnoor said it would not work so well if other modules are linked. You could encrypt the drive and when you mount for use unencrypted it and have permissions just for the service to have access or the user depending on which version is used. With odbc security as well it would reduce the chance of it being stolen. Or just have a Developer mod to encrypt the storing of the data.

Encryption in Payroll will happen in Payroll 2.0