Andrew Roberts

Recession-Proof Your Organization with Document Management Automation

August 16, 2022 by Andrew Roberts

How HR Tech & Employee Record Filing Automation Can Help Your Business Survive the Economic Downturn.

Recession-Proof Your Organization with Document Management Automation

As we face the current economic downturn, with inflation running at its highest level in more than 40 years and the strong possibility of an upcoming recession, many organizations are turning to investments in digital transformation to brace for uncertain times.

Leveraging industry-leading HR technology to automate many of our day-to-day tasks can help enterprises address these workforce challenges and allows employees to use their time and skillset more effectively.

Here is a look at how workflow automation tools such as a cloud-based electronic employee filing system can streamline processes and help ease the burden of increased operational costs.

Free Up Time to Focus on Core Business Goals
Filing cabinets quickly become disorganized, and papers can easily be misfiled or lost. Modernizing the time-consuming and labor-intensive admin processes such as employee record filing will save money and give your HR team time to drive goals forward and focus on employee experience and retention. To make filing and retrieving your documents as quick and easy as possible, DynaFile indexes them with metadata and automatically files them to the cloud. Documents are always stored in the right place so your team can instantly access what they need from anywhere.

Go Paperless & Save Money on Costly Office Space
Let’s face it; commercial property is not cheap, so paying for extra office space to store paper files doesn’t make good business sense. You can take an entire department paperless through scanning automation tools and ditch the filing cabinets and employee records rooms. DynaFile’s s can-to-cloud document management system has powerful scanning automation tools. Barcode recognition automatically organizes and files your documents to an employee’s folder as they are scanned. On top of that, batch processing can handle the stacks of unrelated papers, so you can import them to DynaFile and utilize on-screen processing to break apart and index them directly from your web browser. If you are already paperless, electronic documents can be brought into the system via drag-and-drop drive, saved to DynaFile directly out of the application you’re working on, or “virtually printed” into an employee’s digital folder.

Powerful Integrations Make for Seamless Automated Onboarding
Employers are battling a constant demand for labor and record high quit rates due to the Great Resignation phenomenon. According to the Labor Department, employers added 528,000 jobs in July. With such a competitive job market, onboarding automation tools can help HR be better prepared to fill open positions. Robust integrations sync with your HRIS and streamline personnel record management across the entire employee lifecycle to save time and improve compliance. New hires can review, fill out and legally sign all their onboarding documents online through DocuSign, iCIMS, signNow, JotForm, PandaDoc, and Adobe Sign before their first day. Once completed, all onboarding paperwork is filed automatically in the new employee’s folder. After they are onboarded, your team can easily add documents to staff folders in formats you use every day: paper, emails, electronic files, ATS, HRIS, and more.

Address Security Issues that come with a Remote Workforce
Allowing private data to get into the wrong hands can set your company up for a data breach and severe adverse consequences. As businesses navigate the new working environment in post-pandemic times, they should closely look at the systems and policies in place regarding handling sensitive employee records. Maintaining compliance & employee records security while working offsite is vital to your staff’s privacy. Utilizing a cloud document management system provides secure, instant access to your staff files regardless of where your admin or HR team is located. When the time comes for a compliance audit, or you want to collaborate with other members of your team, encrypted document links and segmented access rules give access to only the staff folders and types of documents they should be authorized to view.

Automate Admin Tasks & Boost Your Productivity with DynaFile
Investing in the Digital Transformation of your HR employee filing will streamline workflows, cut costs, and increase your team’s productivity. Implementing DynaFile will not only future-proof your document management solution but will also give you quick-to-implement, cost-efficient, and effective automation to weather the economic uncertainties ahead.

Learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. Contact our team today for more information about paperless HR employee file management!

Post-Pandemic Data Breach Lesson 101

June 9, 2022 by Andrew Roberts

Maintaining Compliance & Employee Records Security While Working Remotely.

In a post-pandemic world, data breaches are a growing concern. Discover how DynaFile's electronic filing system ensures HR compliance and record security, even when working remotely. From encrypted sharing to automated onboarding and controlled access, safeguard your sensitive data and adapt to the new work dynamics. Learn more about DynaFile's trusted solutions today!

Recent news of the Supreme Court of the United States Data Leak has only strengthened the argument that companies behind the times on security measures put themselves at risk of exposing proprietary information to the public. As businesses navigate the new working environment in post-pandemic times, they should closely look at the systems and policies in place regarding handling sensitive employee records.

Think about how many confidential employee files your HR department processes. Each employee on your staff can have hundreds of paper files with personal information ranging from their address, medical information, payroll data, CVs, and application forms, to tax information. Now think about how many of your employees work remotely or in a flexible-hybrid scenario. When working in the office, security issues are mitigated by physical control of employee records, firewalls on electronic devices, secured networks, document shredding, and locked filing cabinets. Although you may have secure digital workflows in place when your team is in the office, managing sensitive employee files when working offsite can often lead to unintentional mishandling of data. Next time you are working remotely, take a moment to look at your personal email or shuffle through the papers on your desk. Did you come across a printout of an employee’s job application, or did you forward a work email to your individual account so you could print it from your home printer? If so, you may have inadvertently set your company up for a data breach and severe adverse consequences.

5 Ways an Electronic Employee Filing System Can Keep Your Records Safe
Ensuring employee files are secure, organized, and accessible is critical to keeping HR running smoothly no matter where your employees work. Let’s explore some of the features and benefits of upgrading your current document management strategy to maintain compliance and keep your employee records private.

Share Files with Staff without Printing
Use encrypted document links to share documents with staff or auditors. Select the document(s) you would like to share, and you can copy and paste an encrypted link to those files in an email or elsewhere. A nice feature is the ability to include an expiration date for the access link so your team can limit the access window for the documents they are sending out. Encrypted links are also an excellent solution for getting requested records from a staff member’s folder out to them electronically or as an alternative to giving auditors limited access to specific files in the system.

Online File Storage
Electronic documents can be brought into the system via drag-and-drop drive, saved to DynaFile directly out of the application you’re working on, or “virtually printed” into an employee’s digital folder. Utilizing a cloud document management system provides secure, instant access to your staff files regardless of where your admin or HR team is located. A simple Index Search returns an employee’s electronic file with just a couple of clicks.

Remote Automated Electronic Onboarding
New hires can review, fill out and legally sign all their onboarding documents online before their first day. Once completed, all onboarding paperwork is automatically filed in the new employee’s folder. Forms filled out and signed through DocuSign, iCIMS, signNow, JotForm, PandaDoc, and Adobe Sign can also be automatically published in the employee’s folder once completed.

Worry-Free Compliance Toolkit
Another critical benefit is stress-free HR audit preparation. In a fly-by-the-seat-of-your-pants mentality, policies change at a moment’s notice and need to be sent to every employee quickly. Custom audit reports ensure your employee folders are updated with all required documents, so your team is always prepared for an audit. When the time comes to make your files available to the auditor, give them limited access to just the requested files so they no longer have to go into the office.

Controlled Access
Segmented access rules let you keep one comprehensive file per employee without sacrificing compliance. Assign your team members access to only the staff folders and types of documents that they should have the authorization to view. When they log in, records they don’t have access to will be completely hidden from them. For example, you can limit access to specific sections of employee files like Medical or Benefits that contain Protected Health Information (PHI). Access Rules can be controlled on a per-user basis or for an entire group of users. This makes giving Payroll staff limited access to just payroll documents, an effortless task.

Redefine Employee File Management
The post-pandemic workforce has become used to remote work, and it has proven to be a success in many instances. It is vital to review your document management processes and ensure your employees know the guidelines that are in place to protect the team’s privacy. Policies need to be updated and training given to all employees in the best practices of handling sensitive information when working from home. Implementing an electronic employee file management system means your team will spend less time filing and set up a winning environment for easier audits, smoother onboarding, and controllable access.

In the Era of the Great Resignation, Onboarding Automation can be a Key Strategy for Building an Engaged Workforce.

May 27, 2022 by Andrew Roberts

With Electronic Employee Filing Tools, HR is Better Prepared to Fill the Growing Demand for New Hires.

Thrive amidst the Great Resignation with DynaFile's Electronic Employee Filing. Optimize onboarding in this digital age, ensuring an engaged & inspired workforce. Witness HR transformation. Book a demo now!

The Great Resignation
It has been almost a year since Anthony Klotz, a psychologist, and professor of business administration at Texas A&M University, coined the now-famous phrase when he said, “the great resignation is coming.” His prediction still holds up based on government statistics, with a U.S. quit rate of at least 4 million people leaving their jobs each month since July 2021. Likewise, the numbers go the other way, with a staggeringly high rate of new hires in every major industry. Given these figures, it is time for organizations to move from a reactive state of pandemic survival to a new proactive phase where strategies are put in place to plan for growth. Therefore, companies must lean on HR to find ways to innovate and maintain their ability to attract and retain the right talent.

Empower HR and Adapt to the Future of Work
There is no doubt that HR serves one of the most critical functions in a corporation. They are responsible for employees’ performance, productivity, and efficiency, but more than ever, they need to be the driver to keep the workforce engaged and inspired. In this new era of onsite, remote- and hybrid work environments, they must determine how people can function at their best. In addition, there is a higher awareness of what challenges employees face both inside and outside of work and how to provide extra mental and physical health support to battle the workforce fatigue. Investing in a digital transformation and implementing an electronic filing solution to streamline processes such as onboarding new employees can give HR time to focus on the people who make businesses succeed.

Let’s dive into some of the features of a digital document management system that can add efficiency to your team.

Automated Onboarding Integrations
Streamline onboarding workflows with seamless Integrations.
As companies experience a shift in their workforce, HR can get bogged down with the admin work involved in onboarding a flood of new hires. Implement an electronic employee onboarding solution that gives you the tools to complete the onboarding process remotely. Go digital with online forms from trusted sources such as DocuSign and iCIMS automatically create new hires’ folders. Such systems make it easy for new employees to complete their forms online and all documents are automatically added to their employee records once finished. Powerful integrations sync with your HRIS and streamline personnel record management across the entire employee lifecycle to save time and improve compliance.

Seamless Integrations & Electronic Signatures
Replace paper forms and contracts with digital versions that can be completed and signed online.
A good document management solution is ready for the challenges of managing employee files in today’s hybrid and distributed workforce. With a quickened pace of changing policies, they often must get written and approved in days, not months. A complete solution will use electronic signatures for internal approval processes or get documents filled out and legally signed without paper forms. If that same system can play well with others and includes integrations with DocuSign, signNow, JotForm, PandaDoc, and Adobe Sign, you can securely send documents to be signed online. Whether used for an internal approval process, onboarding new employees, or getting signed contracts, e-signature integration can help streamline your business process.

Scanning Automation
Automate Administrative Processes with Electronic Employee Filing
Paper filing systems can cause your Human Resources department a great deal of frustration. With all of that paperwork floating around, it becomes easy for documents to get misfiled, lost, or generally inaccessible. Scan-to-cloud document management systems have powerful scanning automation tools built right in. They can include automation tools like barcode recognition that let you spend significantly less time converting paper employee files to electronic format. Another good feature is Batch scanning tools that make it easy to scan in a stack of paper and easily file it away in the correct place from your computer screen.

Cloud Collaboration
Cloud file storage lets you access and manage employee documents securely from anywhere.
Another successful strategy to keep up with today’s environment ensures that HR can get to shared digital versions of necessary documents anywhere. In a fast-paced workplace, you need to find employee records with a click so you can move on to more significant tasks. Effective systems index documents with metadata properties to be filed automatically and retrieved quickly. The metadata also allows you to run reports on-the-fly across your entire online filing cabinet at once. You can keep track of required and expiring documents in staff folders automatically, so there is never a scramble in the event of an audit. It’s a huge plus and compliance booter if there is segmented access, so permissions can be set for individual users or groups of users and applied to specific types of documents. You can give auditors access to specific documents while eliminating file requests from payroll, location partners, and department managers and they can view them remotely from the cloud.

Discover Industry-Leading Electronic Employee Filing & Welcome in the Great Retention
A paperless, cloud-based HR employee file management system could offer your organization many vital benefits and quickly become HRs best friend. Automating your document management solution gives time back to your team to focus on strategic initiatives and drive business goals forward.

Top Benefits of Digitzing HR Employee Filing in 2022

December 21, 2021 by Andrew Roberts

Transform your employee filing strategy with a cloud document management system to streamline processes, cut time, and save costs.

As 2022 unfolds, consider the transformative power of digitizing HR employee files with DynaFile. Boost efficiency, enhance productivity, streamline processes, reduce paper waste, and ensure compliance. Dive into the digital age, minimize hassle, and supercharge HR operations. Discover why leading HR experts trust DynaFile. Get started today!

Top Benefits of Digitizing HR Employee Filing in 2022
Looking to streamline processes, maximize efficiency, and increase productivity? It’s no secret that employees work more productively when they aren’t weighed down by old-fashioned paper files and can find what they need immediately. As 2022 grows closer, many organizations are looking to improve processes for the coming year. One of the most significant areas to consider is your document management strategy. The following are some of the top benefits of making the digital transformation in the New Year.

Maximizing Efficiency
One way to maximize efficiency is by eliminating unnecessary steps that waste time. With many HR professionals working from home, timely access to your files is a real issue. By digitizing all employee records into one location, employees can securely access those files from anywhere with internet access, helping streamline processes and increase productivity without compromising compliance.

DynaFile’s indexed filing solution allows you to store your documents in a secure cloud for instant access from anywhere, at any time. Instead of just dropping files in a folder and hoping you can find them later, every single document is indexed. That means you can effortlessly search to find it 2 or 10 years down the line. You can scan, upload, and retrieve documents quickly in batches instead of going one by one. And, best of all, HR can determine precisely how things are labeled and organized, making it a quick and easy transition to a new system.

Increasing Productivity
Good HR cloud storage software should make your work life run smoothly by giving you the tools you need to support the HR department and the entire company. A paper-based employee file can be nearly impossible to keep organized. An extensive employee count, rapid growth, or high turnover only make it more difficult.

DynaFile’s secure, cloud-based platform gives you instant access to essential documents and saves hours weekly, allowing you to give more time back to your team while increasing productivity. Powerful integrations will enable you to seamlessly connect to HRIS/HRMS solutions like ADP, Ceridian, Kronos, Oracle, Paychex, Paylocity, PeopleSoft, SAP, UltiPro, and Workday.

Streamlining Processes
HR employee filing can be a significant pain point for businesses. What happens when there’s a new hire or an employee resigns? Without an efficient HR file management system, you could spend hours searching through paper files and manually inputting data into HRIS systems.

Implement an electronic employee onboarding solution that gives you the tools to complete the onboarding process remotely. Go digital with online forms from trusted sources such as DocuSign and iCIMS that automatically create new hires’ folders inside DynaFile. From there, your team can easily add documents to staff folders. Streamline document management across the entire employee lifecycle to save time and improve compliance long term.

Minimize Paper Use
Dealing with paper documents is a hassle. It’s not just that they’re heavy and bulky; it’s also more challenging to access them than electronically stored files. A single employee or hiring manager can end up with a lengthy paper trail including hundreds or thousands of pages.

Scan-to-cloud document management systems have powerful scanning automation tools built right in. These allow you to digitize and file entire employee folders with one scan. Batch scanning tools make it easy to scan in a stack of paper and easily file it away in the correct place from your computer screen.

Avoiding Compliance Issues
Keeping employee records up-to-date and compliant can be highly tedious, and the HR team is responsible for ensuring employee files are up-to-date and managed with compliance. When an auditor inevitably requests to check on your files, HR must know their files are current with all required information.

The right document management solution lets you quickly see if staff folders are current with required documentation, making audits seamless and hassle-free. Reports keep track of required and expiring documents in staff folders automatically, so there is never a scramble in the event of an audit. Files are indexed and highly organized so that you can control access to sensitive types of documents like I-9’s, medical, vaccination status, and other confidential records. You can give auditors access to specific documents while eliminating file requests from payroll, location partners, and department managers, and they can view them remotely from the cloud.

Make the Digital Transformation in 2022
A paperless, cloud-based HR employee file management system could offer your organization many key benefits in the New Year. Automating your document management solution gives time back to your team to focus on strategic initiatives and drive business goals forward.

Digitize HR Now with Remaining Budgets & Drive Growth in 2022

December 3, 2021 by Andrew Roberts

Automate your employee file management solution to maximize efficiency and increase performance and productivity in the New Year with year-end budgets.

As the New Year draws ever closer, many HR Leaders scramble to find effective ways to spend their remaining budgets in a way that aligns with their organization’s goals for the New Year.

When deciding how to spend those last remaining dollars, it is critical to think strategically about what HR technology will help you reach those 2022 initiatives. Take a moment to list your goals and note any gaps in daily processes that slow down your workflow.

Could you be more effective in the coming year if you addressed any of the following?

Reduce the time spent on manual tasks to maximize cost savings.
Address a large backlog of paper in the filing cabinet.
Prepare for growth and the onboarding of additional employees.
Implement tools and strategies that improve your employees’ work lives by making it easier to complete daily tasks.
Increase Compliance and knockdown hurdles of employee file audits.

If you find that your business objectives align with any of the above, the end of the year could be the perfect time to add new technology to automate and streamline your daily processes. Your chosen employee file management strategy should solve these problems and pave the way for success in the New Year.

Go Paperless and Instantly Connect Your HR Team to Employee Data
If you regularly receive paper documents, you may find a large backlog of paper in the filing cabinet. This manual process makes a paper-based employee filing system nearly impossible to keep organized. An extensive employee count, rapid growth, or high turnover only make it more difficult.

The right paperless HR solution should include scanning automation tools that work right with the filing system. Use these to take a shortcut through converting your paper files instead of wasting time with the tedious traditional scanning process. One of DynaFile’s highlight features, for example, allows you to scan an entire folder at once, and barcodes do all of the filings for you. Barcode recognition converts your paper employee files to electronic format quicker than you ever thought possible, and Batch processing lets HR easily handle the miscellaneous paper coming in.

Streamline New Employee Onboarding
Employee onboarding is one of the many processes that have been challenging during the pandemic. Completing new hire paperwork on site is not always a viable option. Many companies rely on email, scanning, printing, and other unsecured ways to handle sensitive employee documents during the onboarding process. With many HR professionals working from home in today’s hybrid workforce, compliance and timely access to your files is a real issue.

Simplify Employee File Audit Reports
Keeping employee records up-to-date and compliant can be highly tedious, and the HR team is responsible for ensuring employee files are up-to-date and managed with compliance. When an auditor inevitably requests to check on your files, HR must know their files are current with all required information.

Simplify your record audits with a system that automatically tracks required and expiring documentation in employee folders. Files are indexed and highly organized so you can control access to sensitive types of documents like I-9’s, medical, vaccination status, and other confidential records.

Audits have now become seamless. Reports keep track of required and expiring documents in staff folders automatically, so there is never a scramble in the event of an audit. You can give auditors access to specific documents while eliminating file requests from payroll, location partners, and department managers, and they can view them remotely from the cloud.

Start Your Digital Transformation
The strategies you implement today can positively impact all departments of your organization and help you start the New Year with a game-changing solution to gain an advantage over your competitors.

Learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. Contact us today to schedule a tour and take the first step to eliminate paper and increase productivity.

7 Tips to Share During Cybersecurity Awareness Month

October 14, 2021 by Andrew Roberts

Steps Individuals and Businesses Can Take to Enhance Their Cybersecurity.

Boost your online safety this October for Cybersecurity Awareness Month. Discover 7 essential cybersecurity tips endorsed by experts. CEOs rate cybercrime as a top risk; ensure you're not a statistic. Prioritize cybersecurity with DynaFile's trusted solutions. Explore more now! #BeCyberSmart

National Cybersecurity Awareness Month is back this October for its 18th year to help educate and highlight the importance of cybersecurity. Spearheaded by the Cybersecurity & Infrastructure Security Agency (CISA) and the National Cyber Security Alliance (NCSA), the continued overarching theme is Do Your Part. #BeCyberSmart. By raising awareness through education, the initiative encourages individuals and organizations to take proactive steps to be safe online.

CEOs worldwide have claimed that cybercrime is the #1 risk that will affect companies in the future. The cleanup and sustained damage after a security breach are expensive. The loss of sensitive data and trust with customers can cause irreversible damage to an organization’s reputation.

The average total cost of a data breach in 2020 was $3.86 million and took an average of 280 days to identify and contain. (IBM)
61% of data breaches used compromised credentials. (Verizon Data Breach Investigations Report)
Phishing attacks account for more than 80 percent of reported security incidents. (Verizon Data Breach Investigations Report)
Nearly two-thirds of companies have 1,000+ files open to every employee. (Varonis)

The good news is that there are many steps individuals and businesses can take to enhance their cybersecurity without requiring a significant investment or the help of information security professionals.

7 Tips to Share During Cybersecurity Awareness Month

Double your login protection. Enable multi-factor authentication (MFA) for all accounts and devices to ensure that you are the only person who has access to your account.
Shake up your password protocol. According to the National Institute of Standards and Technology (NIST) guidance, you should consider using the longest password or passphrase permissible.
If you connect, you must protect. The best defense against viruses and malware is to update to the latest security software, web browser, and operating systems. Sign up for automatic updates, if you can, and protect your devices with anti-virus software.
Play hard to get with strangers. Cybercriminals use phishing tactics, hoping to fool their victims. If you’re unsure who an email is from—even if the details appear accurate—or if the email looks’ phishy,’ do not respond and do not click on any links or attachments found in that email.
Never click and tell. Limit what information you post on social media—from personal addresses to where you like to grab a coffee. Keep Social Security numbers, account numbers, and passwords private, as well as specific information about yourself, such as your full name, address, birthday, and even vacation plans.
Keep tabs on your apps. Check your app permissions and use the “rule of least privilege” to delete what you don’t need or no longer use. Only download apps from trusted vendors and sources.
Stay protected while connected. Only use sites that begin with “https://” when online shopping or banking. If you use an unsecured public access point, avoid sensitive activities (e.g., banking) that require passwords or credit cards.

As individuals or business leaders, we should all approach cybersecurity with care in owning, securing, and protecting all our online accounts and the sensitive information of our employees.

Do Your Part. #BeCyberSmart

#CybersecurityAwarenessMonth

Take the Lead in Cybersecurity for Your Organization Today

Learn why successful HR leaders have trusted DynaFile as their secure employee file management solution for over 20 years.

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Andrew Roberts

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