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Full HR & Payroll coverage for Philippines, Singapore, Malaysia, Hong Kong, and Indonesia. Each market has local support teams and built-in compliance features.
How does pricing work as we scale?
Starting at $3/employee/month for core features. Volume-based discounts are available for growing teams. Book a demo for custom pricing.
How do you handle security?
Enterprise-grade security with ISO 27001, GDPR certifications, and local data residency options.
How long is implementation?
4 weeks average. Includes free data migration, setup, and team training. No hidden fees.
What makes Omni different from global HR platforms?
Built specifically for Asia with local payroll processing, same-day support in Asia time zones, and 40% lower cost than global alternatives.
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Summary. Switching to a new HR information system doesn’t have to be disruptive or risky when it’s done with the right structure and safeguards in place. Omni HR’s data migration process securely transfers employee records, payroll history, time-off balances, and custom HR data while maintaining accuracy, business continuity, and regulatory alignment. With a clear 4–12 week implementation timeline, dedicated implementation and payroll specialists, and built-in validation and cleanup steps, Omni HR ensures strong HR data security through encryption, role-based access controls, activity logging, and ISO 27001–aligned practices. The process is designed to support complex and international migrations while meeting regional and global standards for HR data compliance, including PDPA and GDPR, so organizations can go live with clean, compliant data and a scalable HR system they can trust.
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Schedule a personalized demo today to see how we help mid- market teams.
Switching to a new HR information system can feel daunting, especially when it involves transferring sensitive employee information. Understanding how data migration works, what security measures protect your information, and how compliance is maintained throughout the process can help ease these concerns. Here's everything you need to know about migrating your HR data to Omni HR.
Understanding HR Data Migration
What is HR data migration?
HR data migration is the process of transferring employee information from your current system to a new HRIS platform. This includes employee records, payroll history, benefits information, time-off balances, performance reviews, and other critical HR data.
Why does data migration matter for HR teams?
Data migration ensures business continuity, maintains accurate employee records, and preserves historical data that may be required for HR data compliance purposes. A successful data migration maintains data integrity, ensures no information is lost or corrupted, and minimizes disruption to your HR operations. When done correctly, your team should be able to access all necessary employee information from day one in the new system.
Timeline and Process
How long does Omni HR’s data migration take?
The typical Omni HR implementation and data migration timeline ranges from 4 to 12 weeks, depending on your company's size and complexity. Smaller organizations with straightforward HR structures can often complete data migration in 4-6 weeks, while larger enterprises with multiple entities, complex payroll structures, or extensive historical data may require 8-12 weeks.
What are the phases of the data migration process?
The data migration process is structured into clear phases to ensure accuracy and completeness:
Phase 1: Employee Data Migration
This phase includes five critical steps for HR data security and accuracy:
Template walkthrough - Omni HR conducts a walkthrough with your team on the employee information template to align on data requirements and structure
Data collection - You fill in Omni HR's employee information template with your existing workforce data
Validation - Our dedicated implementation team validates this data and asks for clarifications on any inconsistencies, incomplete fields, or ambiguous information
Data cleanup - Based on your clarifications, our team cleans up the data to ensure accuracy and consistency
Upload and review - The validated employee data is uploaded into the Omni HR system, and you review employee profiles in the platform to confirm everything has been migrated correctly
For organizations using Omni HR's managed payroll services, the data migration process includes collecting payroll and statutory data required for HR data compliance and payroll processing. A critical step involves re-running year-to-date (YTD) and last 12 months (L12M) payroll results within Omni HR to ensure accuracy and establish a reliable baseline for ongoing payroll operations.
Security During Data Migration
What security measures protect my data during migration?
Omni HR employs multiple layers of security to protect your employee data throughout the migration process:
During data transfer:
Employee data is typically stored on a shared drive with access restricted to authorized personnel
All data transmitted via attachments is typically encrypted and secured with password protection.
Employee data is typically exchanged using password-protected files
Access is limited to authorized Omni HR implementation personnel
All data exchanges follow strict security protocols
Once data is uploaded:
Employee information is protected using AES-256 encryption, consistent with industry standards
Multi-factor authentication (MFA) is enforced at the platform level
Role-based access controls limit who can view or modify data
Activity logging tracks all data access and changes
Facility and infrastructure security:
Employee data is hosted in secure data centers with 24/7 monitoring
Intrusion detection systems actively protect against unauthorized access
ISO 27001 certification demonstrates commitment to rigorous HR data security practices through regular third-party audits
Who has access to my data during migration?
Access to your data during migration is restricted to authorized and trained personnel involved in the data migration process. Only Omni HR implementation team members directly working on your project can access your employee information, and all access is logged for security and compliance purposes.
HR Data Compliance
How does Omni HR ensure HR data compliance during migration?
HR data compliance is paramount during data migration, as employee information is subject to various regulations depending on your location and industry. Omni HR is designed to maintain compliance with major data protection frameworks throughout the data migration process.
What regional compliance standards does Omni HR meet?
Southeast Asia Compliance:
Singapore's Personal Data Protection Act (PDPA)
Malaysia's Personal Data Protection Act
Thailand's Personal Data Protection Act (PDPA)
Indonesia's data protection regulations
Data residency options to meet local data sovereignty requirements
European Union Compliance:
General Data Protection Regulation (GDPR) requirements
Data minimization and purpose limitation
Right to data portability
Seamless management of employee data across both Southeast Asian and European jurisdictions
What compliance checks are included in data migration?
Omni HR's data migration process includes HR data compliance checks to ensure:
Only necessary data is transferred
Proper consent has been obtained for data processing in accordance with local laws
Data retention policies align with regional legal requirements
All transfers meet current regulatory standards
Types of Data and Migration
What types of data can be migrated to Omni HR?
Omni HR's data migration focuses on three core areas:
In most standard implementations, Omni HR migrates employee data in a single consolidated phase to reduce complexity and shorten timelines.
Phased data migration may be supported in specific or complex cases, such as:
Large organizations with extensive employee bases
Multi-entity structures
Regional rollout requirements
Omni HR's implementation team works with you to assess whether phased data migration is appropriate based on your organization's data complexity, operational needs, and risk considerations.
Verification and Accuracy
How is data accuracy verified after migration?
Data accuracy is verified through Omni HR's structured validation process built into Phase 1 of the data migration:
Template alignment - Walkthrough and alignment on the employee information template
Initial validation - Implementation team reviews submitted data
Clarification cycles - Resolution of missing or inconsistent data
Pre-upload cleanup - Data cleanup prior to upload
Client review - You review employee profiles within Omni HR before go-live
Payroll verification - Re-running YTD and L12M payroll results to confirm calculations align with historical records
What happens if something goes wrong during data migration?
While Omni HR takes every precaution to ensure smooth data migration, having contingency plans provides additional peace of mind. The structured Phase 1 process catches potential issues early through built-in validation and clarification steps.
Common issues and solutions:
Incomplete template data - Implementation team requests additional information
Formatting inconsistencies - Team standardizes data before upload
Calculation differences - Payroll team reconciles and corrects
If significant issues are discovered, the data migration can be paused while your team provides additional clarification or corrects source data. The employee profile review step serves as your final checkpoint before going live.
Legacy Systems and Costs
What happens to data in my old system?
Your data remains in your legacy system until you decide to decommission it. Most organizations maintain read-only access to their old HRIS for a transition period (typically 30-90 days) to reference historical information if needed.
Omni HR does not delete data from your legacy system. The decision to delete, archive, or decommission your legacy system rests entirely with your organization. You should maintain backups or exports of historical data from your old system for HR data compliance and reference purposes, as many regulations require retention of employment records for three to seven years.
What are the costs associated with data migration to Omni HR?
Omni HR's pricing is customized based on each organization's size, data complexity, and implementation requirements.
One-time setup costs:
Dedicated implementation team
Employee data extraction and migration
System configuration aligned to your workflows
Training for administrators and end users
Ongoing subscription costs (per employee per month):
How does Omni HR handle international data migration?
For organizations with international operations, data migration involves additional HR data compliance considerations:
Global support features:
Data residency options for specific geographic regions
Multiple currencies for payroll and compensation data
Various date and number formats
Different languages for the user interface
Country-specific fields for tax IDs and social security numbers
Compliance for international transfers:
EU-US Data Privacy Framework for lawful data transfers
Standard Contractual Clauses (SCCs) for EU data protection
Adherence to adequacy decisions where applicable
During data migration, international data is carefully segregated and processed according to each jurisdiction's requirements, with separate templates, validation processes, and payroll verification for different regions.
Preparation and Support
How do I prepare my organization for data migration?
Proper preparation significantly increases the likelihood of smooth data migration:
Audit your current data:
Identify what information exists and where it's stored
Assess the quality and completeness of records
Identify outdated or unnecessary data
Cleanse your data:
Correct errors and inconsistencies
Remove duplicate records
Update incomplete information
Standardize data formats
Pay special attention to payroll and statutory data for HR data compliance
What support does Omni HR provide during and after migration?
During data migration:
Dedicated implementation manager as your primary point of contact
Assistance with the employee information template
Data validation and clarification requests
Data cleanup based on your responses
Oversight of the data upload process
Help reviewing employee profiles in the system
Payroll specialists manage YTD and L12M payroll verification
Training support:
Administrator training on system configuration
End-user training for employees
Training materials and documentation
Guidance on best practices
Post-migration support:
Ongoing customer success management with check-ins
Technical support via ticketing system and email
Access to Omni HR's knowledge base
Regular product updates and enhancements
HR data compliance updates as regulations change
Most organizations find that support needs are highest in the first 30-60 days after go-live, then gradually decrease as everyone becomes comfortable with the platform.
Getting Started with Your Data Migration
Migrating to Omni HR doesn't have to be stressful. With proper planning, robust HR data security measures, and expert support, your employee data can be transferred securely while maintaining HR data compliance with all relevant regulations.
The structured Phase 1 data migration process—from filling in the employee information template through validating data, cleaning up information, uploading to the system, and reviewing employee profiles—ensures accuracy at every step. The combination of encryption, access controls, compliance frameworks, and thorough validation processes, including the critical step of re-running YTD and L12M payroll results, ensures your data migration is both secure and accurate.
Your dedicated implementation team guides you through each phase of the data migration, asking for clarifications when needed and working collaboratively to ensure your employee records are set up correctly in Omni HR.
Ready to get started? If you're ready to explore how Omni HR can transform your HR operations while keeping your employee data secure, book a demo with our team today!
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