Andrew Roberts

4 Advantages of a Good Cloud Storage System for Employee Files

March 3, 2020 by Andrew Roberts

Not all cloud storage software is the same. Choosing a solution that is designed for the complexities of managing employee documentation is key for keeping the HR department running smoothly.

Explore the advantages of a tailored cloud storage system for HR with DynaFile. Prioritize productivity, user transparency, document protection, and flexible configurations for efficient HR management. Unlock the benefits, get in touch for a demo today!

A good cloud storage solution for personnel files should have a huge positive impact on your HR department, but finding the right product can be tricky. Below are the 4 “must haves” that top our list of needs for great document storage software:

1: Increased Productivity

Good HR cloud storage software should make your work life run smoothly by giving you the tools you need to support not just the HR department, but the entire company.

Before investing in a new system, be sure to consider the ease of use. With just a couple of clicks, you should be able to generate and send a report that lists employees missing a required document to the appropriate managers. You should be able to define retention rules that automatically move or delete outdated or irrelevant documents based on the parameters you set.

Your HR storage system should not require you to manually dig through employee file after employee file looking for a single document. And, if you need to share that document, you should have the ability to do so from within the software itself (bonus points for built-in secure sharing options like an encrypted link to the document PDF). A good system should make everyday tasks easier and save HR time long-term.

Finally, and most importantly, your cloud storage solution should include detailed, customized training and ongoing support for your HR team. Nothing kills productivity faster than rolling out new tools without any proper support behind the launch.

2: User Transparency

The best HR file storage software allows detailed control over what any user (or group of users) can do or see inside the system. And, for compliance, should automatically track both file access and actions performed in your system using a comprehensive audit trail.

The HR team is responsible for safeguarding employees’ private data, including protected health information (PHI) and personally identifiable information (PII). This makes it extra important that your cloud storage system tracks “digital footprints” so you can see which documents any given user has viewed, downloaded, or shared.

A solid usage log also allows for more targeted training. For example, if you notice an outdated version of your handbook is being uploaded to file system, you can work backwards to find the team member committing the error and correct the mistake directly.

3: Document Protection

Your new employee file cloud should prevent catastrophic loss by keeping documents safe from both physical destruction and accidental deletion.

A good HR document storage solution will include multiple levels of redundancy and a detailed disaster recovery plan for data center failure. Look for cloud software that is SOC-2 Type-2 certified, HIPAA compliant.

The vendor should should also be able to work with your IT team to meet your company’s compliance needs for things like password requirements and lockouts after attempted access.

In addition to protecting your team from malicious factors, it’s also important that your software helps when honest mistakes are made. D id someone accidentally delete the wrong document? Your software should report on which documents have been deleted and by whom. And, there should be tools to help you restore those documents if necessary.

4: Flexible Configuration

The most helpful HR file storage software can be configured to support your team now, but also has the flexibility to change as your business needs grow.

No two HR departments are built exactly the same so be sure your file storage software has multiple options for scanning and uploading documents directly to the cloud. Even companies with the same number of team members might have drastically different needs when it comes to scanning, uploading, and access requirements.

HR should have the ability to configure the file storage system based on the types of documents being added, the team structure, and other priorities – without having to contact IT.

Your HR Cloud File Storage Solution

Are you interested in upgrading your employee files this year? Check out DynaFile, a best-in-class HR cloud file storage solution. It is designed specifically with HR teams in mind so it is easy to go paperless, improve compliance, and manage employee files long-term. Contact DynaFile today for more information and a live demo.

2020 Solutions for Personnel Forms in the HR Department

December 17, 2019 by Andrew Roberts

Are there still gaps in the HR signature process? Use these tips to fine tune your 2020 personnel form process and start next year strong.

Paper forms are still a reality for many professionals in the Human Resources department. Even if some forms can be completed and signed digitally, there is often an opportunity to streamline the process further. Here are a few solutions for personnel forms to get your team ready for 2020.

Custom Templates

One of the most common challenges with your HRIS or Payroll system’s “onboarding” module is the limitation on types of forms that can be completed. Many times you are limited to only standardized tax forms.

But, what about forms that are specific to your organization or industry? There are tons of companies that still use paper forms for things like policy acknowledgements, performance evaluations, employee change forms, PTO requests, and more.

A digital signature solution that is flexible enough to handle your custom forms is essential for driving paper out of the HR department. DocuSign, for example, is a popular option that does not limit the types of forms that can be used.

Automatic Filing

After forms are completed and signed digitally, where do they land? A lot of HR teams find that their HRIS or Payroll system does not provide a compliant way to manage employee documents digitally. So, onboarding forms are still printed and added to a traditional paper personnel folder.

An electronic filing solution that is designed for HR should make long-term compliance easy. DynaFile, for example, will automatically file your completed forms in the cloud after the signature process. Each form is tagged individually so the system can:

Save all documents in the correct location;
Control access to sensitive documents like I-9 and Medical;
Show you missing or expiring documents in staff folders

Audit Tracking

Receiving a file request from an auditor can be a stressful scenario, but it doesn’t have to be. With your personnel files being tracked, you can always be sure staff folders are up-to-date with required documents.

Reports can show your team if folders are missing documents or include forms that need to be updated. You can even provide a secure link to auditors so they receive a copy of the documents they request remotely.

Next Steps for 2020

If you would like to fine tune your forms and file management process for 2020, contact us today. DynaFile provides a shortcut to the cloud and lasting compliance tools that save HR time long-term.

Take a look at how organizations like San Diego Zoo utilize DynaFile and DocuSign to streamline the HR department:

Case Study: San Diego Zoo – Paperless HR

Updates to Employee Record System Save HR Time

December 3, 2019 by Andrew Roberts

Are your records due for an update? Save the Human Resources team time with an employee record system in the cloud.

Upgrade your HR processes with modern employee record system updates. Streamline signatures, simplify audits, and reduce file requests for efficiency. With DynaFile, transform your HR file management strategy for 2020. Dive into 2 decades of expertise and transform in under 30 days. Contact us!

It’s a good time to think about updating your employee records for next year. Here are a few things you may be missing in your 2020 HR file management strategy.

Simplify Record Audits

Keeping employee records up-to-date and compliant can be extremely tedious. Simplify your record audits with a system that can track required and expiring documentation in employee folders automatically.

When an auditor requests files, there’s no need to waste time manually searching through individual folders. Bring up just the files you need and get a copy out to an auditor remotely with just a couple of clicks.

Streamline Signatures

If forms are still being completed on paper, it’s a good idea to look at a scan-to-cloud filing system. They give you a shortcut through the scanning process for your forms and historic records alike.

Digital signatures are another option that can further streamline onboarding, policy acknowledgement, and other forms. Staff complete their forms online and all documents are automatically added to their employee record once finished.

Reduce File Requests

Transferring documents between teams can be slow and not secure. A compliant system will allow you to lock down sensitive documents and control access to certain sections of employee records.

Give your Payroll or Benefits specialists access to just the documents they need to see. Or, give managers a limited view to just performance or disciplinary documents for their own staff.

Your Plan For 2020

If you’re interested in an update for your employee records, contact us today. DynaFile is designed to save HR time and provide an easier way to manage record compliance. With 2 decades of experience, the DynaFile team can help you upgrade your employee records in under 30 days.

Is Your HR File Management Strategy Ready for 2020?

October 22, 2019 by Andrew Roberts

Iron out your HR file management strategy now to start fresh in 2020. Your team will thank you!

Now is a good time to start thinking about your employee files. Are documents easy to find when you are audited? Can teams access the files they need from different locations? Is paper still slowing down your current process? Time to get your HR file management strategy ready for 2020.

Compliant Cloud

Not all ‘document clouds’ are created equal. Many are simply a storage place that can become a ‘virtual junk drawer’ instead of an organized, useful system. This can cause compliance issues down the line.

HR document management software is the solution. These systems allow you to consolidate employee documentation in one compliant cloud. Files are indexed and highly organized so you can control access to sensitive types of documents like I-9’s, Medical, and other Confidential records.

Audits 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 just the files they need to see while eliminating file requests from payroll, location partners, and department managers.

Paperless Shortcuts

If you’re still dealing with paper, a scan-to-cloud document management system can help. HR can digitize existing files fast and easily manage future paper. These filing solutions make going paperless easier by skipping many of the steps in the scanning process.

In order to eliminate paper from the start, your onboarding forms can be completed online, too. Replace a slow signature process with forms in the cloud. Once finished, all signed forms are filed in the new hire’s folder – and labeled – automatically. That means that your audit reports, access rules, and retention schedules start working for you immediately.

Start Fresh In 2020

If you’re looking for a better way to manage employee files, DynaFile can help. Most HR teams are up and running in under 30 days so you can start fresh in 2020. With a shortcut to paperless and lasting compliance advantages, DynaFile is has been helping organizations streamline the HR department for over 20 years. Contact us today to learn more.

HR Document Management Soothes Compliance Concerns for Personnel Forms

September 24, 2019 by Andrew Roberts

With the right HR document management strategy, concerns about personnel form compliance are a thing of the past.

Simplify HR compliance with advanced document management solutions. Go paperless with digital personnel forms, streamline signatures, and ensure sensitive data is protected with role-based access. DynaFile offers two decades of expertise in revolutionizing HR processes, ensuring you're always compliant. Discover the future of HR documentation; reach out to us to explore the potential of DynaFile.

Maintaining compliant employee records is an important part of any organization. Documentation typically includes onboarding forms, policy acknowledgements, medical information, performance evaluations, credentials, trainings, and more.

The responsibility of keeping personnel folders compliant usually falls on the shoulders of the human resources team – and it’s not an easy job. However, with the right HR document management strategy, compliance concerns are a thing of the past. Here are some tools that can make the process much easier.

Streamline Your Signature Process

You can replace much of your paper process with online personnel forms and digital signatures. Now all of your forms can be signed and filed in the cloud where you can find them instantly without dealing with paper or manually setting up folders.

You’re not limited to just tax forms, either. Policy acknowledgements and other company-specific forms can be done the same way. The best part is that each form is individually identified and automatically filed after the signature process. This means that tracking files long-term becomes incredibly easy.

Always Know What’s in the Folder

It can be difficult to keep track of forms after everything is completed and signed. With digital personnel forms, HR can save a ton of time on long-term document management through reports. There’s no need to manually go into each folder to check.

For example, you can automate your onboarding checklists, track expiring documents (or documents that get renewed), and easily control retention rules. That way, you are sure that your employee records are always up-to-date with all required documentation.

Control Access for Different Teams

A big part of personnel record compliance is keeping sensitive information separate and safe. This means limiting access to view documents like I-9 forms, medical files, or confidential folders to just authorized staff. With the right document management system, HR can easily segment access to these files from the cloud.

It’s common to use role-based access to allow Payroll to only add or view payroll-related documents, for example. In a similar way, you can give location or department managers access to just their own staff files. You can even provide auditors or legal entities a copy of just the files they request without the need for any paper. All of this cuts back on traditional file requests and the long waiting periods associated with it.

Take the Next Step for Your Files

If you have an interest in streamlining your HR form and file management process, please let us know. DynaFile is the paperless HR solution with twenty years of experience. Your team will save time and increase compliance without ever having to print, make copies, or scan paper documents. Contact us today for a quick intro to see if DynaFile is a good fit.

Scan to Cloud Filing Give HR a Shortcut to Digital When Paper Piles Up

March 19, 2019 by Andrew Roberts

A quick switch to digital and lasting ROI are important when taking HR paperless. Here’s how scan to cloud filing systems provide a powerful paperless HR solution.

Boost HR efficiency with scan to cloud filing solutions. DynaFile's innovative technology provides shortcuts for a paperless transition, making HR document management hassle-free. Enjoy seamless digital integration and stay effortlessly paperless. Experience the revolution in HR documentation; see what DynaFile can do for you – book a demo now!

If your Human Resources team is still managing employee files the old fashioned way, you’ve probably considered going paperless. Digitizing personnel folders brings lasting advantages that streamline HR document management long-term.

A fast and quality-approved process for employee file conversion is critical to ensure a seamless transition. Just as important, though, is providing an efficient HR file management system for after scanning is completed.

Here’s where a scan to cloud filing system for HR shines by providing a shortcut to digital, along with many time-saving paperless solutions that last.

Go Paperless Fast

Scan to cloud filing systems are unique in that they include shortcuts to paperless for your HR team. DynaFile, for example, provides unique scanning automation tools to digitize entire employee folders at once, as well as easily handle future paper coming in. This reduces the time required for scanning and filing dramatically.

The beauty of a system like this is that it allows you to skip many of the steps in the typical conversion process by scanning directly to the cloud. This makes digitizing personnel folders in-house a breeze for HR, temps, or interns; but also gives you the option to outsource the scanning if you like.

Manage Files Easier

There should be a long-term strategy in place for when scanning employee records is finished as well. Simplifying compliance and building in efficiencies to save your teams time are what make taking HR paperless a big win.

The ability to centralize employee files in one secure place makes HR document management so much easier. Now you can eliminate record silos to give teams access to the specific files they need, simplify your audit process, and streamline all of your form workflows.

Stay Paperless

A big challenge with going paperless is actually staying paperless. Scan to cloud filing systems include shortcuts to batch in paper or digital documents alike as time goes on – so there’s never a need to print.

Some solutions, like DynaFile, can even tie in to your existing systems to automatically file forms after completion. This can save time across the entire HR team by streamlining the onboarding process, as well as workflows for post-hire forms.

Paperless In 30 Days

DynaFile is a scan to cloud filing system designed for Human Resources professionals. With over 18 years of delivering document management solutions that boost efficiency and cut costs, DynaFile is your paperless pro.

Most HR departments can be start paperless in 30 days or less. Want to see if DynaFile is a good fit for your team? Contact us today to see a demo!

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Andrew Roberts

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