Lithia UK: Seamless HR data continuity with Archive Central

Retaining HR and Payroll history through acquisition and system change

When Lithia UK acquired Jardine Motors Group and Pendragon Vehicle Management, the businesses needed to consolidate onto a single group-wide HR system. As part of that transition, and as the system contract was up for renewal, they wanted to retire one of the legacy HR platforms on SAP SuccessFactors. However, they faced the challenge of how to retain access to years of employee records, payslips, organisational data and absence/leave history held in that system, without keeping the full platform running. The information needed to be available for day-to-day HR and Payroll operations, not just occasional lookups; but keeping the full platform live was complex and costly.

A secure, purpose-built archive for retired HR data

Ahead of decommissioning the platform, EPI-USE Labs used Archive Central to extract Lithia UK's historical HR data, including employee records, PAYE and Payroll data, organisational structures, absence/leave history and linked payslip attachments, directly from the legacy platform.

The migration covered around 3,000 active employee records, alongside a substantial volume of inactive historical records. The archive is ISO 27001 and ISO 27701-certified, with role-based, read-only access and encryption in transit and at rest; so only authorised colleagues can view sensitive records. To support the rollout, we ran a series of training calls, delivered in plain, jargon-free language so colleagues at every level could engage with the training.

Familiar access, less admin, fast support

Since going live, Archive Central has reduced the administrative burden on Lithia UK's team. The archive looks and feels so familiar that employee profiles, documents and records remain quick and easy to find. Also, nothing was lost in the transition. This familiarity has consistently supported ease of use and a smooth user experience.

The responsiveness of EPI-USE Labs' support was central to the success of this project: any questions or issues were resolved quickly and efficiently.

About Lithia UK

Lithia UK is part of the Lithia & Driveway family, one of the largest automotive retailers in the world, which is listed on the Fortune 500 (NYSE: LAD). Founded in Oregon in 1946, the group has grown through consolidation and acquisition into a multi-country business spanning the US, Canada and the UK.

Lithia & Driveway purchased Jardine Motors Group in 2023, and then subsequently Pendragon Vehicle Management PLC in 2024, thus establishing an expanded UK operation spanning new and used vehicle sales, financing, and aftersales services across a network of dealerships.