Best Practices for Exporting, Cleansing, and Importing Employee Data During HR System Migrations
- Lexie Ward
- Apr 10
- 4 min read
Migrating from one HR system to another is a complex process that requires careful planning, meticulous data handling, and a strong focus on compliance. One of the most critical aspects of this transition is ensuring that employee data is accurately exported, cleansed, and imported into the new system. Poor data management can lead to payroll errors, compliance risks, and disruptions in HR operations.
In this guide, we’ll outline best practices for handling employee data during an HR system migration, including special considerations for different data types and compliance requirements.
Step 1: Pre-Migration Planning
Assess Data Scope and Requirements
Before you begin exporting data, define which data will be migrated and identify any data gaps or inconsistencies. Consider the following:
Historical vs. current data: Do you need to migrate all historical records, or just current employee information?
Regulatory requirements: Some jurisdictions require employers to retain certain data for a specific period.
Data ownership: Understand who owns the data—your company or your previous HRIS provider. Some vendors impose restrictions on data extraction.
Conduct a Data Audit
A comprehensive data audit will help you identify inaccuracies, missing fields, and duplicate records before exporting data from the legacy system. Key areas to assess include:
Incomplete or outdated employee records
Discrepancies in job titles, compensation, or reporting structures
Duplicate employee profiles due to mergers or previous system changes
Payroll records that may not align with current taxation or benefit deductions
Step 2: Exporting Data from the Legacy System
Work with Your HRIS Provider
Consult your existing HRIS provider to determine the best format for exporting data. Many systems allow exports in formats like CSV, Excel, or XML. If available, request:
Data dictionaries to understand field mapping
API access for automated data extraction
Audit logs to track any changes made before migration
Organize Data by Category
To ensure accuracy and simplify validation, categorize data into logical groups:
Employee demographic data (Name, DOB, SSN, contact details)
Job & compensation data (Title, department, salary, bonuses)
Payroll records (Tax withholdings, direct deposit details, deductions)
Benefits & enrollments (Medical, dental, life insurance, retirement plans)
Performance & training records (Reviews, certifications, completed courses)
Recruiting & applicant data (Candidate status, interview history, background checks)
Time & attendance records (Work hours, leave balances, PTO accruals)
Step 3: Data Cleansing & Validation
Standardize and Normalize Data
Cleaning your data before importing it into the new system minimizes errors and improves consistency. Key cleansing steps include:
Standardizing naming conventions (e.g., ensuring all states are abbreviated correctly)
Correcting formatting inconsistencies (e.g., phone numbers, SSNs, date formats)
Removing redundant or duplicate records
Verifying data accuracy against existing reports
Resolve Data Integrity Issues
Ensure that each employee has a unique identifier to prevent duplication.
Align job codes and titles with the new system’s structure.
Recalculate PTO balances based on accrual policies in the new system.
Verify active vs. terminated employee statuses.
Handle Special Data Considerations
Different HR data types require special handling:
Payroll Data: Ensure payroll cycles, tax deductions, direct deposit info, and year-to-date earnings are correct. Run parallel payroll testing before finalizing migration.
Benefits Data: Validate benefit enrollments and ensure proper mapping of employee deductions and employer contributions.
Compensation Data: Review salary structures and ensure bonuses or commissions align with historical records.
Recruiting Data: Ensure GDPR or CCPA compliance if handling candidate data from international sources.
Time & Attendance Data: Sync time-tracking records with payroll to avoid calculation discrepancies.
Step 4: Importing Data into the New HR System
Perform Data Mapping
Data fields from the old system rarely align perfectly with the new system. Work with IT and HR to map data fields accurately. Use the vendor’s data templates and validation tools to ensure compatibility.
Run Test Imports
Before fully migrating data, perform multiple test imports with sample records to identify errors and correct issues in advance. Key tests include:
Spot-checking employee records for accuracy
Running payroll simulations to verify calculations
Validating PTO balances and accruals
Checking reporting structures for correct hierarchy
Train Users on the New System
Data migration is only successful if HR teams understand how to use the new system. Conduct training sessions to familiarize employees with data access, reporting tools, and self-service functionalities.
Step 5: Post-Migration Validation & Compliance Checks
Verify Data Accuracy Post-Migration
Once the migration is complete, validate data in the new system by:
Running reports to compare old and new data sets
Conducting employee verification (e.g., confirming payroll and benefit information)
Performing a full payroll reconciliation for accuracy
Ensure Compliance with Data Regulations
Different regions and industries have strict data retention and privacy laws that must be considered:
GDPR (Europe): Requires strict consent and documentation for handling employee and candidate data.
CCPA (California): Grants employees the right to access and request deletion of personal data.
HIPAA (US Healthcare): Protects medical and benefits-related employee data.
IRS & DOL (US): Retention requirements for payroll and tax-related records.
Secure Data Handling & Privacy
Use encrypted file transfers when moving data.
Restrict access to sensitive information based on role-based permissions.
Maintain an audit trail for changes made during and after migration.
Dispose of unnecessary or duplicate records securely to reduce compliance risks.
Conclusion
Migrating HR data is a high-stakes process that requires careful planning, execution, and validation. By following best practices—such as conducting data audits, cleansing records, performing test imports, and ensuring compliance—organizations can minimize risks and ensure a smooth transition to their new HR system.
A successful migration not only enhances HR efficiency but also improves data accuracy, security, and employee trust in the new system. If you need expert guidance in handling HRIS migrations, consider partnering with a trusted HR consulting firm like ROCKCREST, which specializes in HR technology and workforce transformation.
