Andrew Roberts

Going paperless brings huge benefits for HR like instant file access across teams, smoother onboarding, and easier long-term file management.  It can be tricky, though, consolidating employee files across locations, departments, systems, and formats.  Here’s how a new filing system for HR can make file management easy by eliminating record silos and creating efficiencies for the entire team. 

Centralized File Management

The ability to remove record silos is a big plus to managing your employee files electronically.  HR Filing systems like DynaFile are HIPAA-compliant, making it safe to consolidate employee files from paper and different systems into one central cloud.

Access rules are used to control exactly what documents specific employees can see in the system.  In this way, you can easily consolidate with compliance by keeping unauthorized eyes off of documents they shouldn’t see. 

In the same way, there’s no longer lag-time between sharing documents between HR, Payroll, and supervisors.  Each team or individual can have instant access to just the files they need.

With your employee documents in one HR filing system, compliance becomes so much easier.  Auditing becomes simple with file audit reports for HR and limited, remote access for auditors.  Backup, retention, and disaster recovery is automatic. 

Streamlined Onboarding

When all of your employee files are stored and managed digitally, pen-and-paper forms start to become less relevant.  Now new hires can review, fill out, and legally sign all of their onboarding forms online before day 1 or on a computer in the office during orientation. 

HR filing systems like DynaFile connect with onboarding solutions like DocuSign, iCIMS, and Taleo to automatically create your new employee’s folder after onboarding is complete.  There’s no need to create folders and name each document manually. The system will take care of that for you, along with applying all of your access rules and audit reports automatically.  

A Shortcut to Paperless

Moving to a digital onboarding process is a huge step towards eliminating paper generation in the HR office.  What about all of your existing paper files, though?

Paperless HR solutions like DynaFile give you the advantage of scan-to-cloud filing.  HR can use barcode processing to automate the scanning of all paper employee files in-house.  There’s no need to scan to your desktop, name files, create folders, etc.  Instead, just slide a couple of barcode sheets in front of each section of the paper file and scan all at once.  DynaFile will pick up exactly how to file everything based off of your barcode pages. 

After scanning your back files, it’s important to remember that you can only be as paperless as your staff and coworkers.  Going forward, easily scan or drag-and-drop future files directly into employee folders in the cloud, no barcodes needed. 

New HR Filing System This Spring

Ready for a new filing system for HR?  Make the switch to DynaFile this spring and your HR team can be paperless in 30 days. 

Give time back to HR by eliminating record silos, smoothing out your onboarding process, and making the switch to digital quick and painless. 

Contact us to learn more about taking HR paperless with DynaFile. 

Gearing up for a busy hiring season can be exciting and a little bit stressful.  If your organization does a lot of seasonal hiring, you may be looking for ways to improve the process. 

Are new hires still reviewing, filling out, and signing their forms on paper?  Or, maybe they complete those forms digitally, but they are printed afterwards? 

Nowadays, there’s an easier way for new staff to complete their onboarding forms and for HR to manage them going forward.  Introducing, paperless onboarding.

Remote Onboarding

With remote onboarding, your new hires can complete most or all of their onboarding forms online before their first day.  Online forms and electronic signatures replace pen-and-paper processes.

Multi-person workflows can route onboarding documents to managers, payroll, and other team members so they can perform their roles without the need for paper generation as well.

Once your workflow is completed, all finished onboarding documents automatically create the new hire’s folder and file everything inside with your audit reports and access rules applied.

In-Person Signing

There are a few ways to help streamline onboarding if it still makes sense to have forms signed in-person, too.

New hires can go through a digital process like the remote one detailed above from a computer or tablet in your office.  This might be helpful if you typically get a lot of questions during onboarding. 

If paper forms are still easiest, HR can now automate the scanning, folder creation, and filing of those documents after they are completed on paper.  Barcodes are embedded on your forms so that the barcode appears every time you print your onboarding packet for completion.  After signature, simply scan the entire packet with a ID page in front and the system will know from the barcodes exactly how to file everything electronically. 

Ongoing Benefits

Since onboarding forms can be a big contributor to paper in your employees’ folders, starting digital from Day 1 is a huge advantage.

Now different teams can access the documents they need from anywhere without lag time between offices.  Give groups like Payroll and Managers access to just the types of files they need.

HR audits becomes a lot easier, too.  Make requested files available to auditors remotely so there’s no need for in-office visits, and run your own audit reports to ensure all employee folders are up-to-date with required documents. 

Starting Paperless This Spring

With DynaFile, most HR departments can be paperless in 30 days.  Start new hires without the need for paper generation and manage files easier over the entire course of their tenure. 

Would your HR team like to start paperless this spring?  Contact us today to learn more about going paperless with DynaFile!

Ready to get rid of all that paper already?  Maybe you’ve even already tried scanning employee files to a network shared drive.  As you’ve probably already found out – it can be a long and frustrating process to get all of your legacy paper files into an electronic filing system. 

The good new is that there is a quick and easy solution!  Here’s how HR can go paperless in 30 days with a scan-to-cloud filing solution.

Shortcut To Electronic Files

The typical scanning process is long and drawn out.  It typically goes like this: Manually scan each document to your desktop, apply the correct naming convention, creating the appropriate folder structure, and find the right place to save the file, (repeat forever and ever). 

Thankfully, there are filing systems designed to make this process easier.  Enter the Scan-To-Cloud Filing System.  Scan-to-cloud filing systems have built-in tools designed to help automate the conversion paper files.

For existing files, you can convert and file an entire employee folder in one shot, saving the HR team a ton of time.  Simply slide a piece of paper with a barcode in front of each section and scan the whole folder at once.  They system will know exactly how to file everything based off of your barcoded sheets.

No More Paper Forms

Most folders are built from forms that the employee has to sign.  These are commonly found as tax forms, onboarding documents, policy acknowledgements, and the like.  What if you could remove the need to have these forms completed on paper in the first place?

Now HR can have staff review, fill out, and legally sign all of their forms online.  Once completed, they are automatically filed in the employee’s digital folder for easy longterm management.  This way, HR can stop the generation of paper before it even starts. 

Paperless Benefits

Going forward with electronic employee files brings big benefits for the company.  Now HR, Payroll, Leadership, and Supervisor teams can all instantly access the documents they need from anywhere removing any lag-time from common workflows.

Audits are much easier with automated reports to alert HR when staff are missing required documents from their folder, or when a file is coming up for renewal / expiration.  You can even give auditors access to just the files they request remotely so they don’t have to come into the office. 

Best of all, disaster recovery is built-in with a cloud filing system.  All of your documents and data are replicated and backed up in real-time so that nothing is ever lost in the event of a disaster.  This is a huge improvement from paper files that have to be physically moved or manually replicated to ensure safety during a fire, hurricane, tornado, or flood.

Learn More

If you’re ready to get rid of all of the paper in your department, give us a call at DynaFile.  Our scan-to-cloud filing solution has been helping HR department move to electronic files and forms for over 15 years.  

Take your existing files paperless fast then utilize online workflows and cloud document management tools to keep the HR office paperless and running smoothly.

Contact us and see how you, too, can be paperless in 30 days!

Eliminating all of the paper that comes across your desk may seem like an impossible dream, but it’s not.  All over the US and across the world, organizations are switching away from paper.  The benefits of electronic employee files and paperless form processes are too big too ignore.

Here are some of the ways going paperless gives time back to Human Resources professionals.

Online Forms

Much of the paper that’s kept in employee folders is created from the onboarding process.  By having new hires complete their forms electronically, you can significantly reduce the amount of paper produced from Day 1. 

New staff can now review, complete, and electronically sign their documentation online or at a device in your office.  Better yet, this strategy isn’t limited to employee onboarding.  You can extend the same process out for other forms like policy acknowledgements, performance appraisals, and more.

Automatic Filing

Reducing the amount of paper used for forms is an excellent first step, but what happens afterwards?  Many companies still wind up printing after onboarding.

With the right HR filing system, completed forms can be automatically filed in the employee’s folder for you.  There is no need to print and scan, or to split apart large PDF’s.

Best of all, your access and reporting rules are automatically applied as your new hire documents are filed, ensuring consistency.

Easier File Management

With all of your employee documentation in the cloud, file management becomes much easier for the HR team.

Audits become stress-free with automated reports to alert your team of missing or expiring documents in staff folders.  You can even make requested files securely available to auditors off-site.

Keeping sensitive documents locked down electronically is also much simpler than duplicate files across multiple filing cabinets.  You can assign access to HR, Payroll, supervisors and other staff by a number of categories like the employee’s status, department, region, office location, folder section, document type, expiration date, etc.

Going digital also affords fast filing all around.  You can automate existing paper conversion with scan-to-cloud tools, and easily deal with daily additions to employee folders.  Drag-and-drop or scan directly to employee folders in the cloud. 

Learn More

DynaFile has been helping companies take HR paperless for over 15 years.  The unique scan-to-cloud filing solution allows your team to take an entire department paperless in 30 days. 

Integrations with popular onboarding and e-signature solutions like iCIMS and DocuSign provide a seamless paperless process for forms and filing.  Going forward, file management is a breeze with segmented access, audit reports, document links, and more.

Contact us today to learn more or to set up a free online demo.