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Scan to Cloud HR Document Management Solutions

Andrew Roberts

Give HR the Permanent Paper Vacation They Deserve

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Take a shortcut to electronic employee files this summer!

Embark on a seamless journey to a paper-free HR environment with DynaFile. Simplify the transition with our automation tools, enhance efficiency, and join leading companies in experiencing significant cost savings. Isn't it time HR took a permanent vacation from paper? Discover how with a free DynaFile demo today!

With the summer here, it’s time to start thinking about a little rest and relaxation. You deserve a break! With all the paper coming through the HR department, the whole team could probably use a vacation. In fact, why don’t we make that a permanent vacation from paper! Here’s how you can move to electronic employee files this summer quickly and easily, along with some of the benefits you’ll notice once all that paper is out of the way.

Making the Switch Should Be Simple

Scanning your employee files in-house is a great way to keep costs low. However, the manual method of scanning every document to your desktop, naming each file and then finding the correct location to save it is simply too time-consuming. A paperless HR solution can help your team take a shortcut to electronic employee files with scanning automation tools. Solutions like this are great because once your files are converted, you can use the system going forward to easily manage files and start using paperless workflows. 

Barcode Cover Sheets

A good method for automating the conversion of your employee files is the barcode method. Just slip re-useable barcoded cover sheets in front of each section of the employee folder as you’re getting ready to scan it. Put one more barcoded page that is unique to the employee as the first page in the folder and then scan the entire folder at once. The system will receive the scan and know exactly how to file everything based off of your barcoded cover sheets. It’ll even create all of your folders for you automatically. 

Batching Processing

If you have a bunch of paper documents for different employees, batch processing can be very helpful. Just scan the whole stack of paper into the system and you can break it down into multiple documents for different employees right on your screen. The system will automatically file the documents away in the correct location once you’re done. If you happen to need to split a large scan apart after using the barcode method, you can also break those down from the same screen at any time.

Outsourced Conversion

If doing the conversion in-house is going to be too large of a project, you can always use a scanning service company and let the pros handle it. Most paperless HR solutions will partner with scanning companies to help you get the initial back-file project done as painlessly as possible. It’s ideal to go with this method rather than simply having a company scan all of your files to PDF and hand you a disc. Since the scanning company can utilize the same automation features, your project can typically be completed faster and cheaper. Best of all, you receive all of the benefits of using that HR solution going forward.

Long-Lasting Benefits for HR

Replacing paper with electronic employee files is a huge step forward in efficiency for the HR team. You can access files instantly from anywhere, replace pen-and-paper processes like employee onboarding with paperless workflows, keep required documents in staff folders up-to-date, control access for different roles, securely share files with auditors, and so much more. Organizations like San Diego Zoo report that, “On paper alone, the cost savings is in the thousands and possibly the hundreds of thousands when all is said and done.”

Ready to give your HR team that permanent paper vacation they deserve? Give us a call today at DynaFile. Our paperless HR solution has been helping companies operate more efficiently for over 17 years. Take advantage of our scanning automation tools to convert your files in-house or let our scanning service partner tackle the project for you. Going forward, managing employee files couldn’t be easier. Take a look at what companies like Hyatt, Fidelity and Toll Brothers are saying about DynaFile and contact us for a free demo!

Electronic Onboarding Starts Employee Files Paperless from Day One

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Why print and scan onboarding forms when your employee files can be electronic from the start?

Revolutionize your HR department with DynaFile's electronic onboarding, ensuring employee files are paperless from day one. Increase efficiency, maintain organization, and automatically generate employee folders, eliminating manual processes. Experience the future of HR with our demo today!

If you’re considering taking your HR department paperless, electronic employee onboarding is a great place to start. From general tax forms to company-specific forms and policy acknowledgements, we’ve all seen how much paper can be generated through the onboarding process.  

What makes it even more difficult is that the process is a always a little different for every company and typically also varies for different types of staff. This can make keeping onboarding forms organized and ready to be utilized almost as big of a challenge as getting all of that paperwork completed efficiently by new hires.

Finally, how do you avoid printing out completed onboarding packets just to create a paper file? Here’s how electronic onboarding can allow your HR team to save time and easily adopt an electronic employee file system.

Electronic Onboarding Saves HR Time

Instead of using traditional pen-and-paper forms for onboarding, many companies are switching to an electronic employee onboarding process. Instead of paper, HR teams can create online versions of all of their forms and save their different onboarding packets as templates. When a new employee is hired, simply email them the appropriate onboarding template to complete and electronically sign in advance of their first day; or allow them to complete it on a computer or tablet in the office. This makes it easy to keep your different onboarding packets organized and ready for action. 

Automatic Employee File Creation

A lot of companies are already able to handle a portion of their onboarding process electronically. Usually, a handful of tax forms can be completed electronically through your Payroll system. Unfortunately, many of these same companies wind up simply printing out these forms to store in a paper file for the employee. This prompts the question: Why print and scan onboarding forms when your employee files can be electronic from the start? With a true electronic onboarding process, you can get all of your forms completed and signed online – not just a handful of government issued tax forms. When the process is finished, your new hire’s folder can be automatically created from their completed onboarding forms with everything filed away inside. HR does not have to worry about naming files and finding the correct folder to save everything in.

Managing Employee Files Going Forward

Since your employee folders are created automatically from the onboarding process, you can start each employee with a paperless record from the day they’re hired. Going forward, though, there should never be a need to print something just to have to scan it back in to their folder. So, adding to employee folders and retrieving files going forward should be a quick, simple and secure process. An easy way to bring files in down the line is to simply drag-and-drop them into the employee’s folder. When you need to retrieve a file, a quick search by employee name, ID, folder section, document type, expiration date or other identifier brings back the files you’re looking for without having to manually find the folder and file.

Electronic employee files have a number of additional benefits like automated file audit reports, segmented access for different roles, secure online file sharing and much more. If you have an interest in taking your HR department paperless, give us a call today. DynaFile has been helping companies go paperless for over 17 years to increase efficiency, cut costs and provide a better experience for both new hires and the HR team. Our paperless solution allows you to take your onboarding process paperless to manage employee files easier from the moment staff are hired. Contact us for a free demo to learn more!

How to Take HR Paperless in 30 Days

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Paperless HR has become a popular topic lately and for good reason. Here’s how you can take your HR department paperless in 30 days.

Revolutionize your HR in just 30 days with DynaFile's paperless solutions. Experience instantaneous file access, efficient digital workflows, and integrated DocuSign features for seamless online forms and e-signatures. Transform HR processes and cut costs. Request a free demo and embark on your paperless journey!

The advantages of electronic employee files are clear: instant access, faster filing, easier management across locations, enhanced security, powerful audit reporting, streamlined form-filling and esignature processes, and much more.

Although the benefits are huge, taking the department paperless can seem like a daunting task to a lot of HR directors, but it doesn’t have to be! There are paperless HR solutions that can help automate the conversion of paper to electronic employee files and replace paper processes like onboarding with highly efficient digital workflows. Best of all, a good solution is designed to get your team there FAST.

Here are a couple of things to look for in a paperless HR solution.

Convert Paper Files Fast

A good paperless HR solution will include a practical way for you to quickly convert your existing paper files to electronic employee files. Barcode Recognition is an example of a useful method for converting an entire employee folder at once. Barcoded separator sheets are used to split the folder down into it’s different tabs or sections before scanning. You can then scan the entire folder at once and the system will know exactly how to file everything inside.

If internal resources are slim, you can always consider using a scanning service company to do your initial back-file conversion for you as well.

Access Files Instantly

Once your files are in electronic format and being stored in the system, it is essential that they are easy to retrieve. This is actually one of the most overlooked pieces of the puzzle. There are many solutions out there that can convert your files for you, but you may run into trouble down the line trying to find them.

A good recommendation is to look for an indexed filing system. Instead of finding the correct folder to save documents in and then later having to find that folder again to retrieve them, indexes are used to categorize documents. The system will use this index information to automatically file your documents in the correct location. You can then search for documents based on those index values like: Employee Name, ID, Status, Department, Location, Folder Section, Document Type, Expiration Date, etc.

This also makes it easy to report on required or expiring documents in employee folders; or segment access to files depending on things like the employee’s department, location and folder section.

Replace Paper Forms

With a paperless HR office, you shouldn’t have to print out forms just to scan them back in later. Instead, your HR team can replace many of their pen-and-paper processes with online forms, electronic signatures and digital workflows.

Paper-intensive processes like employee onboarding can now be done in the cloud with no need for paper generation. New hires can review, complete and legally sign their onboarding documents online before their first day; or on a tablet or computer in the office. The best part about moving your forms to the cloud, though, is that you are not limited to just onboarding documents.

You can use the same process for just about any type of form you might need to get filled out and signed. Once finished, all completed forms are automatically published in the employee’s folder alongside the rest of their files. 

Taking HR paperless is easy when you have the right partner to help you get there.

DynaFile has been helping companies go paperless for over 17 years to achieve a higher level of organization and cut costs. Our unique paperless HR solution includes scanning automation tools like Barcode Recognition and Batch Processing to make converting paper files a quick process – or use or scanning partner to get the job done for you.

Going forward, DynaFile’s powerful cloud document management system ensures files are always secure and instantly accessible. Best of all, DocuSign integration can replace all of your pen-and-paper processes with online forms and esignatures so there is no longer a need to print and scan.

Want to learn more about taking your HR department paperless in 30 days? Contact us today for a free demo for your team.

Cloud Document Management System Saves Staff Time and Frustration

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Organizations are increasingly turning to cloud document management systems to help staff handle files easier from anywhere.

Boost efficiency with DynaFile's cloud document management system. Replace cumbersome paper files with a secure, organized electronic system. Offering scan-to-cloud features, instant file access, e-signatures, and automated workflows, DynaFile ensures streamlined operations and satisfied employees. Explore the future of document management – contact us for a tailored solution!

With physical storage of documents in the workplace, worker productivity is lost due to dealing with poorly organized documents and records. With a user-friendly cloud document management system, productivity increases and employees experience improved job satisfaction. For these reasons and many more, companies are finding that an effective cloud document management system is critical for any area of business. 

What is cloud document management?

Document management software replaces your paper filing cabinets with a more secure, highly organized, electronic filing system. By choosing a “cloud” document management system, your teams can securely access the files they need instantly, from anywhere. This can eliminate paper files, bulky filing cabinets, time wasted searching for documents, and redundant copies of documents. 

What are the benefits of moving to the cloud?

A cloud document management system can bring big benefits to your office. By removing the need to perform many redundant tasks around filing and retrieving documents, your teams can save significant time and money by moving to the cloud. Some benefits include:

  • Secure, instant access to files from anywhere, at any time
  • The ability to securely share electronic files online
  • Report on files to ensure required and time-sensitive documents are up-to-date
  • Drag-and-drop documents directly into the system from your computer
  • Online forms, esignatures and workflows to replace pen-and-paper processes
  • Scan documents directly to the system with scan-to-cloud features

What is the easiest way to start?

If you’re currently using paper filing cabinets, but you want to move to a cloud document management system, look for scan-to-cloud solutions. Some document management software includes “scan-to-cloud” or “scanning automation” features. These scanning features are designed to work directly with the document management system.

You can use these scanning features to automate the conversion of entire paper file folders to electronic format. These tools are also extremely helpful for getting paper into the system going forward. If you have a stack of paper on your desk that needs to get filed away electronically, you can take advantage of certain scanning tools to get those files into the system quickly and easily. 

Learn More

DynaFile has been helping companies go paperless to recognize a higher level of efficiency for over 15 years. Our scan-to-cloud document management system provides a simple way to move from paper files to an electronic filing system. Scanning automation tools allow you to take an entire department paperless quickly and easily.

From there, your teams can securely access files from anywhere at any time. Replace pen-and-paper processes with online forms, electronic signatures and digital workflows. Best of all, your teams can always be sure all folders are up-to-date with required documentation through automated file audit reports. Contact us a call today to see if DynaFile would be a good fit for your office! 

Three Steps to Ease the Transition to an Electronic Filing System

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Switching to an electronic filing system can help streamline the entire office. Here’s how to get there!

Embark on a smooth transition to electronic filing with DynaFile. Identify goals, explore tailored solutions, and choose the best fit to address office challenges. With over 17 years of expertise in paperless solutions, DynaFile ensures streamlined operations. Discover how to revolutionize your filing in just 30 days with our complimentary Paperless HR Guide.

Going paperless is a big step for your organization. Making a switch to an electronic filing system can save time, money and space at your office. Some benefits include instant file access, the ability to report on files that might be missing or expired, enhanced security, and simpler audits. Moving from paper to an electronic filing system does not have to be a challenge, though.

The transition to a paperless system can be made a lot easier by following a few simple steps:

1. What are our goals?

Meet with your team to discover the most pressing challenges they are facing right now. Is your running out of space to store paper? Is the actual creation of paper documents in the first place the main issue? Your goals should be to alleviate the main pain points your team is experiencing.

2. What are our possible solutions?

Now that you have a good understanding of the areas your team is struggling in, it’s time to start exploring possible solutions to achieve your goals. It’s important to know what types of benefits different software and systems can bring to your team. For example, you might consider an electronic filing system with scanning automation tools to digitize all of your existing files and free up office space. Or, you might look at a esignatures and paperless workflows to eliminate the creation of paper files in the first place.

3. What is the best solution for us?

Once you understand the types of solutions that can help you achieve your goals, it’s time to shop! There are bound to be more than one option for just about any goal you are trying to achieve. When considering different solutions, keep your top goals in mind. Some solutions may solve multiple problems for your team and others may only an answer to one pain point. 

Getting Started

If you would like to learn more about going paperless in your office, DynaFile can help! Our electronic filing solution has been helping companies go paperless to achieve a higher level of efficiency for over 17 years. Give us a call to see how you can take an entire department paperless in 30 days or take some info to-go with our complimentary Paperless HR Guide. 

The Importance of Document Indexing

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An “indexed” filing system can help streamline document management across the whole office.

Explore the transformative power of document indexing with DynaFile. Boost efficiency, enhance productivity, and revolutionize document management using metadata properties. Ensure seamless access to essential files, streamline audits, and enhance security. With over 15 years of expertise, DynaFile offers cutting-edge solutions for your electronic filing needs. Experience the future of filing - contact us for a free demo!

The concept of document indexing has a variety of benefits in order to go paperless within your business. Imagine no longer having to sort through papers on your desk or dig through an overflowing filing cabinet to find a document you need. With a few keywords entered into the computer, your team can instantly retrieve the documents they need from anywhere, at any time.

Metadata Indexing

Document indexing is made possible using metadata properties. Metadata is simply “data about data”. In this case, it’s data about your documents. So, these “indexes” store information about the documents you add to the system. For example: If you wanted to store employee files electronically, you might index those documents with information like Employee Name, ID, Status, Office Location, Department, Folder Sections, Document Type, Expiration Date, etc.

Using indexes ensures that every file you add to the system is categorized by information that you would later want to use to: retrieve the document, restrict access, report on files, and much more. The filing system will also automatically save your documents in the correctly location based upon its index information.

By eliminating the time it takes to save and find the files you’re looking for, an electronic filing system can pay for itself with this single feature alone!

Enhanced Productivity

The amount of productivity within your business can increase dramatically by utilizing an electronic filing system. When your documents are stored electronically and “indexed” as described above, redundant administrative tasks can be significantly reduced. 

For example: File audit reports. One of the indexes commonly used to categorize electronic files is a “Document Type”. This will tell you and the system that the file is a Contract, Evaluation, Application, etc. Since this information is stored for every document in the system, it becomes very easy to report on. Want a list of all employees missing an I-9 from their folder? No problem! Want a list of all outstanding invoices by vendor? Simple!

Additionally, all of your files can be stored securely in the cloud, allowing your team to access the information anywhere. This means you can even get the information that is most important to you when you’re on the road. Being able to have mobility and productivity is important in a growing business and one of the reasons why document indexing is so important when your data is being stored in the cloud.

Moving Forward

If you’re interested in moving from paper files to an electronic filing system, contact us at DynaFile. Our electronic filing system has been helping companies cut costs and boost efficiency for over 15 years. Use powerful scanning automation tools to convert your paper files fast and manage all of your documents easier from the cloud. Every document you add to DynaFile is indexed so files are never difficult to find, reporting is easy and segmenting access for compliance is a breeze. Contact us a call today for a free demo!