Document & Data Migration

When you leave a system, your records shouldn't stay behind.

Changing HR or payroll providers leaves years of employee documents and history in the old system. Once your access ends, so does your ability to get them back. We extract every record before cutoff, organize it by employee, and deliver it where you want it.

Where it goes

Delivered to storage you control

By default, records are delivered into storage you own and manage:

  • Your SharePoint
  • Your own server
  • SFTP
  • Your new HR or payroll system, loaded where you specify

Want a managed, searchable archive instead of folders? That can be added later if you need it.

What we move

  • Pay change history
  • W-2s
  • I-9s & support docs
  • Pay stubs
  • Onboarding documents
  • Policies & handbooks
  • Acknowledgements
  • Payroll reports

For active and terminated employees, from one system or several.

Security first

Security at every step

  • NDA before access. A signed mutual NDA comes before any credentials are shared.
  • Encrypted end to end. Extraction runs on an encrypted machine into encrypted storage, protected in transit and at rest.
  • Never by email. Files move only through SharePoint or SFTP.
  • Sensitive files restricted. Medical and workers' comp records go to a separate HR-only folder.
  • 90-day warranty, then deletion. Working copies are cleared on delivery. We keep one secure copy for 90 days in case anything needs attention, then permanently delete it.
  • In writing. These commitments are part of your engagement agreement.
Process

How a migration runs

The same defined steps on every project, so you know where things stand from intro call to deletion.

  1. Questionnaire & intro call We map out the project with you:
    • Where your records live today: one system or several
    • Which records you need extracted
    • Where they're going: your storage, the new system, or both
    • Your timeline, including old-system cutoff dates
  2. Mutual NDAYou sign an electronic mutual NDA before sharing any logins.
  3. System auditWe audit everything in your previous systems: active and terminated employee counts and how many of each document type.
  4. ProposalYou receive a written report of what we found, broken out by system, along with our proposal for the work.
  5. Secure extractionWe pull every record while your old system access is still active and check the counts against the audit.
  6. Load into new system or your storageRecords are delivered to your storage and/or loaded into the new system exactly where you specified. Before cutoff, we do a final pass for new hires and late uploads.
  7. Sign-offOnce everything is in place, you receive a sign-off document confirming the migration is complete.
  8. 90-day warranty, then permanent deletionWe keep a secure copy for 90 days in case anything needs attention. After that, it's permanently deleted from our systems.

Changing systems? Start with an intro call.

We'll scope where your records live and what it takes to move them before your access ends.

Contact us