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HR Tech: How To Keep Employee Files Organized


Keeping employee files organized and accessible is no easy task for HR. Making the switch to electronic employee files and a cloud-based filing system can help.

Human Resource departments deal with a lot of paperwork. With all of the documents that need to be retrieved from the filing cabinet on any given day, along with the stacks of paper that are constantly being added to employee files, time wasted on filing can really bog down HR. To reduce the time necessary to complete these redundant administrative tasks, more and more organizations are making the switch to electronic employee files. Cloud-based filing systems are a popular solution due to their quick implementation and easy access. Here's how a cloud filing system can help your department manage employee files more efficiently.

Electronic employee files are never lost.
Has a member of your staff ever misplaced an employee file? In a traditional paper filing system this can happen all too easily. Luckily, electronic employee files can be stored in a much more organized manner. A good employee file system will index your employee files with metadata properties. That means that every document is categorized in a number of different ways. For example, each document is indexed with the Name of the employee it refers to, the Type of document it is (I-9, performance review, etc) and any other pertinent information that makes sense for your department. This indexing information is then used to file documents in the correct location automatically, making misfiling a thing of the past.

Cloud employee file system provides instant retrieval.
Along with keeping your electronic employee files stored in a highly organized system, indexing also allows for instant document retrieval. In a paper-based system, you would need to rummage through disorganized filing cabinets and overflowing file folders to find the document you are looking for. In a network file share, you would need to drill down through numerous folders just to find the right file. In an indexed employee file system, you can simply do an index search to pull up the information you need immediately. For example, select the employee's Name and the Type of document you are looking for and it's instantly in front of you. Or, run an on-the-fly report across all employees for a certain type of document; I-9 forms, for example. Best of all, with a cloud-based system, authorized personnel can access this information securely from anywhere, at any time.

Consolidation without sacrificing compliance.
Many HR departments keep multiple files for each employee to maintain compliance with various regulations. With an indexed file system, your organization can actually consolidate those separate files into a single file per employee without sacrificing compliance or security. The same indexing information that keeps your electronic employee files organized and easily retrievable can be used to control access at a very granular level. For example, admins can create access rules for specific categories of documents like PHI. Different sets of rules can be applies to specific groups of users that should share the same access permissions. In this way, when an employee logs in to the system, they only see the files, folders and documents that they are authorized to see. This can also be used as an employee portal to give personnel access to self-service information or as an audit portal in the event of an I-9 audit. 

Keeping employee files organized and accessible is tough, but by switching to an electronic format and a cloud-based system your department can significantly boost productivity and cut costs across the entire organization. If you would like to learn more about making the switch to electronic employee files, give us a call today. DynaFile is a cloud employee file system that has been helping companies reduce paper and improve efficiency for over a decade. 

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