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HR Managers: Why You Should Keep Your HRIS Information in Canada

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HR-Managers-Why-You-Should-Keep-Your-HRIS-Information-in-Canada---compressor.jpgAs an experienced HR manager, you’re aware of the value of a human resources information system. An HRIS helps you get things done more efficiently than ever before and enables HR to be a strategic business partner. 

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Since the world is increasingly powered by data, it’s no surprise HR is making good use of electronic systems. HR managers collect plenty of information about their employees and job applicants, so it only makes sense to store and organize it. 

Whether you’ve already adopted one of these systems or you’re considering implementing one, you may want to keep your information in Canada.

The Information You Collect

The first reason hiring managers should keep their information in Canada is simple. A Canadian system is more likely to be set up to deal with the information you want and need. Systems designed for American or foreign businesses may not be set up in a way that mirrors your needs as a Canadian HR manager. 

Most people think the differences would be minor, but there are a number of important factors. Different laws may influence the kinds of data you collect. Different tax jurisdictions could influence the rates you pay, and provincial laws could mean your definition of “temporary worker” differs both within Canada and outside of it.

The Letter of the Law

The law is an important factor in data collection. In Canada, provincial and federal law influences everything from minimum wage to anti-discrimination in hiring processes. Notes about pay equity and anti-discrimination efforts are more important in Canada than they may be in other parts of the world. 

An HRIS made and designed for use in Canada will help you comply with employment standards when it comes to the kinds of data you collect and how you use that information.


Privacy laws are also different in Canada than in the US, the UK, or elsewhere around the globe. While there may be similarities, variations in the law mean you need to pay close attention to what data is being recorded, how it’s being collected, and how it’s being used.

As an employer, you need to protect your employees’ right to privacy. Sending your HR data south of the border or across the ocean could compromise this right. Keep your data safe and sound by keeping it within Canada.


Security is another reason savvy HR managers opt to keep their HRIS information in Canada. Compliance for service providers is often regulated by the jurisdictions they operate in, so a firm in Texas may not need to take the same security precautions as one based in Manitoba.

If you want to keep your data safe, keep it within Canada. Security rules are somewhat stricter here, which puts you one step ahead of the game.

Expert Help

What happens if your HR technology starts acting up? What if you want it to collect a particular statistic but you’re not sure if it’s legal to do so? You might decide to call your service provider and ask. If they’re based in Canada, they’re much more likely to know the answer.

The customer support team of a Canadian provider is made up of experts with deep knowledge of the Canadian HR landscape. They’ll be able to help you more readily than their counterparts in the UK or the US, who are more familiar with different laws and regulatory frameworks.

Where Is Your Data?

If you’ve already sent your HRIS information out of the country, you may want to consider bringing it home. If you’re still deciding what HRIS you should adopt for your company, consider one based in Canada.

These are only a few of the reasons Canadian business owners should consider adopting an HRIS from a Canadian service provider.

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David Mitchell

David Mitchell

David is the president of Wellknit Services. With almost 40 years of experience working in employee benefits, he has seen and initiated many changes in the industry. David has worked as a consultant with two of Canada’s national consulting firms, completing assignments in group benefits, pension, employee communications, and compensation work in pay equity. He was an intrapreneur with Canada’s first pharmacy benefits manager company and has been an entrepreneur for the past 12 years, starting and growing one of Canada’s first defined contribution third-party administrators (TPA) organizations. Outside of work, David enjoys hiking and doing triathlons (even if he finishes last). His belief that behavioural economics will become part of the benefits and compensation lexicon keeps him motivated each day.

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