Human Resources Document Management

Paperless Employee Filing System

Human Resources departments deal with large amounts of employee-related documents. Personnel files and private company information needs to be stored securely, yet remain easily accessible to authorized parties - both internal and external. DynaFile's document management solution for HR easily integrates with your existing Human Resources Information System (HRIS) and can help automate your workflow process from on-boarding through termination while allowing for effective collaboration, secure sharing of company information, employee status tracking and much more.

Streamline Employee On-Boarding

The process of hiring a single new employee includes the generation and collection of numerous documents from various departments. DynaFile can help centralize this process by allowing:

• Department Heads to easily submit new hire requests using a custom HR portal
   
• Hiring Managers to create, revise and distribute job offers, new hire packages and policy & procedure documents efficiently
   
• Compensation and Benefits Analysts to run reports, manage strategies and transfer information between HR, Finance and your existing Human Capital Management System (HCM)
   
• Recruiters to keep track of job postings, analyze applicant credentials and share interview documentation with management
   
• Recruiters and Hiring Managers to digitally distribute and collect I-9 forms for new hires and instantly submit them to the USCIS's Employment Eligibility Verification System (E-Verify)
   
• Training Managers to collaborate on and dispense training materials with ease
   

Accelerate Personnel Record Retrieval

In dealing with so many departments and different kinds of documents, finding specific employee files and forms can be a nightmare. DynaFile provides an organized digital filing system that allows HR to:

• Utilize a standardized filing system that uses folder structures and naming conventions defined by your company or department
   
• Pull up personnel files instantly by employee name, id number, department, job title, document type or any combination thereof
   
• Filter results by date range and run reports on application or legal document status
   
• Preview employment applications, training materials and other documents instantly to locate and modify specific pages on the fly
   
• Browse employee files in a folder view to get an overview of their employment history
   

Archive Backfiles Efficiently

Most employers retain employment records for a minimum of five years after termination or resignation. Dealing with physical files can become challenging as they are often misfiled and there is no easy way to congregate and share information, but DynaFile makes the transition to a paperless office environment easy by allowing HR to:

• Scan entire physical employee records into the system, catalog and split them into appropriate sections in under a minute
   
• Import massive amounts of digital personnel files into the system quickly and easily index multiple records at the same time
   
• Categorize archived personnel records by employment status and effective end date
   
• Run full audit reports on archived employee files to maintain compliance with FLSA, EEOC and ADEA regulations.
   
• Digitally shred out-dated employment records or have them automatically migrated to a separate archival system when retention date has been reached
   

Try It For Free

It can be tough to find the right document management solution for your HR department. That's why DynaFile offers our full online document management system for free for 30 days with no obligation.