Core Employee Data
Start with the essential employee records needed for day-to-day operations:
- Full name, address, and contact details
- Job title, department, and manager
- Start date and employment status
- Salary or pay rate
This forms the foundation of your HRIS and should be accurate before anything else is added.
Payroll and Compensation Data
If payroll is included or integrated, this data is critical:
- Current salary, bonuses, and allowances
- Tax details and payroll identifiers
- Bank details for salary payments
- Historical pay records where needed
For example, carrying over year-to-date payroll figures ensures continuity and accurate reporting.
Leave and Attendance Records
To avoid disruption, migrate current balances and recent history:
- Annual leave balances
- Sick leave and other absence records
- Overtime or time-off-in-lieu (TOIL)
This ensures employees and managers can continue tracking time without starting from zero.
Documents and Compliance Records
Most businesses also move key documents into the new system:
- Employment contracts and amendments
- Right-to-work documentation
- Disciplinary or performance records where appropriate
Only include what is necessary and compliant with data protection requirements.
How It Works in Practice
| Data Type | What to Migrate | Why It Matters |
|---|---|---|
| Employee details | Personal and job information | Core system setup |
| Payroll data | Salary, tax, bank details | Accurate pay processing |
| Leave balances | Current entitlements | Continuity for employees |
| Documents | Contracts and compliance records | Legal and operational needs |
What You Can Leave Behind
Not everything needs to move. Many businesses choose to:
- Archive old or inactive employee records
- Leave outdated or duplicate data behind
- Limit historical data to a defined period (e.g. 1–3 years)
This keeps the new system clean and easier to manage.
Practical Tip
Clean your data before migrating. Removing duplicates and correcting errors upfront will save time and prevent issues once the system is live.