💡 軟件行情貼士 | 在 SaaS HR 系統上的資料，轉系統時分分鐘帶唔走？
近年坊間的 SaaS HR 系統百花齊放，既便宜又不需照顧硬件要求，十分受歡迎。不過大部份 SaaS 系統功能比較簡單，當公司因為擴張、業務架構變複雜時，就會開始考慮轉系統（「轉會」）到功能更全面的新系統。當要轉會時，就可能遭遇一個令人十分頭痛的情況。
⚠️ 真實個案：臨走先知數據被綁架？
近日有位 HR 向我們求助：
公司用了某間 SaaS HR 系統數年，今年決定轉系統。他按常理要求舊供應商匯出所有數據，包括員工資料、假期紀錄、出糧紀錄等。
結果，供應商只是回應一句：「我們沒有全系統匯出的功能，無法提供。」
現實中，某些供應商為了維持收入，會傾向令客戶的轉會過程變得舉步維艱。
🔍 SaaS 供應商對數據轉移的兩種常見態度：
1️⃣ 用戶自行處理：有就有，無就無
系統可能根本沒有供用戶使用的自助匯出功能。亦可能雖然有自助的 Excel 匯出功能，但只能匯出部份數據。其他詳盡數據，例如：每天/月發放可享假期天數紀錄、過去用作計算 ADW（713條例）的每月平均工資歷史數值、離職員工的檔案紀錄則無法匯出。
2️⃣ 提供收費數據匯出服務：完全是海鮮價
「可以幫你匯出，這是收費項目。」數據匯出服務收費通常不對外公開，如果供應商系統的底層架構支援全系統資料庫匯出（Data Dump）的功能，收費可能比較相宜。一旦系統的底層架構不支援，就需要特別請系統工程師度身訂造一個工具去抽取相關數據，牽涉巨大的人工成本，收費亦必然更高。不過，一些無良的供應商則不論是前者或後者，一律獅子開大口，收取天價離場費。
💡 防範指南
📌 使用 SaaS HR 系統前：
務必看清解約條款（Exit Clause）。合約中最好有白紙黑字寫明：當服務終止時，供應商有責任在限期內，以指定格式（如 CSV, JSON）免費或以合理定價歸還所有數據。
📌 正在使用 SaaS HR 系統：
立即翻查現有合約的 Exit Clause ，掌握現況。如果發現合約沒有寫明，宜預早向供應商直接查詢。一旦將來想轉會，HR 都能預留足夠時間自行分批匯出數據，或預留額外預算讓供應商處理，避免被殺一個措手不及。
🛡️ 自救方案：資產不要受制於單一平台
不想等到轉會時受制於人，可以使用坊間一些專業的 HR System Data Archive（人力資源系統獨立備份服務），能夠透過 API 或自動化工具，定期為你將一個或多個 SaaS 系統中的數據進行額外保存與第三方備份。
若閣下希望了解目前市場上有哪些人力資源系統獨立備份服務選擇，歡迎隨時與我們聯絡索取最新市場行情。
📞 免費諮詢電話：(852) 5772 8290
📧 電郵查詢：info@softmap.com.hk
💡 Software Insider Tips | Switching SaaS HR Systems? Your Data Might Be Left Behind!
SaaS HR systems are booming due to low costs and zero hardware hassle. However, many basic systems fail to scale as companies expand. When it’s time to switch to a more advanced platform, HR teams often face an unexpected and painful headache.
⚠️ Real Case: Realizing “Data Hostage” Right Before Leaving
An HR manager recently reached out to us for help. Their company had used a SaaS HR system for years and decided to migrate. As expected, they requested the vendor to export all historical records—including employee details, leave history, and payroll data.
The vendor coldly replied: “Our system does not support full database export. We cannot provide it.”
In reality, some vendors tend to make system migration painfully difficult just to lock in clients and maintain revenue.
🔍 Two Common Responses from SaaS Vendors on Data Migration:
1️⃣ Self-Service Export: Take It or Leave It
The system may completely lack self-service export options, or its built-in Excel export only downloads surface-level data. Crucial historical audit trails—such as historical accrued leave logs, monthly average wage metrics used for ADW (713 Ordinance) calculations, or archived records of terminated employees—are locked away and cannot be extracted.
2️⃣ Paid Data Export Service: A Total Guessing Game
“We can export it, but it’s a billable service.” Prices are rarely transparent. If the vendor’s system architecture supports direct database dumps, the cost may be reasonable. If not, engineers must build custom scripts to extract data, resulting in sky-high service fees. Shady vendors will overcharge regardless, demanding astronomical exit fees.
💡 Actionable Protection Guide
📌 Before onboarding a SaaS HR system:
Review the Exit Clause. Ensure it explicitly states that upon service termination, the vendor is obligated to return all data within a set timeframe in a standard format (e.g., CSV, JSON) either for free or at a reasonable capped rate.
📌 If you are already using a SaaS HR system:
Check your current contract’s Exit Clause immediately. If it is vague, clarify it with your vendor early. Knowing your limitations allows HR to pre-allocate budget or time to manually back up data, avoiding last-minute panic.
🛡️ The Solution: Don’t Let Your Assets Be Held Hostage
Avoid being at the mercy of vendors. You can utilize an independent HR System Data Archive service. These solutions use secure APIs or automation tools to regularly back up and preserve your historical data from one or multiple SaaS platforms.
Want to learn more about the third-party data archive solutions available in the market? Contact us today for the latest industry insights.
📞 Free Consultation: (852) 5772 8290
📧 Email Us: info@softmap.com.hk