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Scan to Cloud HR Document Management Solutions

Andrew Roberts

3 Great Benefits of Scan to Cloud Document Management

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Scan To Cloud Document Management: Take your files digital, but still manage your paper files with ease.

Transform your business with DynaFile's Scan to Cloud Document Management. Experience the benefits: reclaim office space, bolster document security, and promote environmental sustainability. Embrace a digital, efficient, and green future. Dial (888) 510-3453 for a free demo!

No matter the size of your business, there are always ways to become more efficient and reduce costs. One way to achieve a higher level of efficiency and save money is by digitizing your paper documents. Scan to cloud document management is an ideal solution for businesses that are coming from a paper-based filing system or for offices that typically deal with files in mixture of paper and electronic formats. Here are a few benefits to consider.

Regain Office Space

Scan to cloud document management can greatly reduce the amount of paperwork that is stored in filing cabinets by helping you automate the conversion process. Scan to cloud filing solutions allow you to take an entire department paperless quickly and easily. By reducing the number of required filing cabinets, you can free up a ton of office space. With more office space, you can now add additional workstations or decrease clutter to improve working conditions.

Improved Document Security

Paper documents are at risk of being damaged, stolen, or destroyed. Electronic documents can be stored safer with various levels of security built-in. With scan to cloud document management, your paper files are converted to electronic format and stored securely in an online filing system. This system can be password protected, automatically encrypt your documents, include segmented access for different types of users and more. Digital documents are also backed up on a regular basis which is a huge benefit if there is ever a major disaster. Downtime is also minimized as you and your staff have access to business data from any device with an internet connection.

Better for the Environment

As you utilize scan to cloud document management and your files become more and more digitized, you can eventually become a paperless office. This reduces costs typically associated with paper, printing, copier, folder, cabinet storage and other file supplies. In addition to saving your budget some green, your company becomes greener as well. Paperless offices help the environment as there is less waste and no need to physically transport documents which can reduce your carbon footprint.

Would you like to learn more about scan to cloud document management? Contact us today for more information. DynaFile’s unique scan to cloud document management solution has been helping companies go paperless and manage their files more efficiently for over 15 years. Give us a call at (888) 510-3453 or sign up for a free demo to learn more.

HR Scanning Software Gives Shortcut to Electronic Personnel Files

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Moving from paper to electronic personnel files can significantly improve productivity. HR scanning software is making the transition easier than ever.

Shift effortlessly from paper to digital with DynaFile's HR Scanning Software. Simplify the conversion process, minimize errors, and boost office efficiency. Embrace scanning automation with features like Barcode Recognition & Batch Processing. Ready for the HR revolution? Dial now for a free demo!

Is your Human Resources department still managing employee information on paper? If the answer is “yes”, you have most likely thought about moving to electronic personnel files. Compared to paper documents, electronic personnel files allow for easier maintenance, instant retrieval and a higher level of security. When combined, these benefits add up to a significant improvement in efficiency across the entire office. The challenge lies in the conversion process. Now HR scanning software can provide companies with a shortcut to electronic personnel files.

The Old Way

The old fashioned conversion process is not a quick one. It utilizes the standard scan-to-desktop method that most of us are familiar with. Unfortunately, this is not the quickest way to move to electronic personnel files. The old way looks something like this:

  1. Choose an employee file, take our the first folder section and scan the first document in the folder
  2. Find the scanned document file on your computer 
  3. Name the scanned document file correctly
  4. Create or find the appropriate folder location to save the newly scanned document and save it
  5. Repeat for every single document in an employee’s folder

Not only does this process contain many steps and take quite a bit of time, but it also leaves a lot of room for error. It’s not uncommon for staff to forget to follow strict naming conventions when converting such a large number of documents. Furthermore, maintaining a cohesive folder structure from employee to employee can be a serious challenge. If a document in accidently named incorrectly or filed in the wrong location, your team is in trouble.

The New Way

The new way to move to electronic personnel files utilizes HR scanning software to help automate the conversion process. HR scanning software has “scanning automation” features built-in. Designed to work with your existing multifunction copier or dedicated desktop scanners, your HR team can now take a shortcut through the traditional file conversion process. Here are two scanning automation techniques popular in HR:

Barcode Recognition

With Barcode Recognition, barcoded cover sheets are used to separate an employee’s folder into its various sections. Your staff can then scan the entire folder in at once. From the information on the barcodes, the system will recognize which employee all of these documents are for and label the documents in each folder section accordingly. This is a HUGE time saver when converting your existing personnel files.

Batch Processing

When you have a bunch of paper documents for many different employees, it doesn’t make a lot of sense to scan them using barcode recognition. Instead, your staff can utilize “batch processing” to scan in a stack of unrelated paperwork and then quickly break that scan down into individual documents on-screen. Batch processing is most often used as an easy way to get miscellaneous paper documents into your electronic filing system on an ongoing basis. Its also commonly used to convert your I-9 forms to electronic format when they are stored together in separate binder or folder. Finally, batch processing can also be used to break a previously-scanned document down into smaller documents. 

Learn More

Are you interested in taking your Human Resources department paperless? Give us a call today! DynaFile has been helping companies achieve a higher level of efficiency for over 15 years. With a focus on HR, our scan-to-cloud system makes going paperless easier than ever. Scanning automation tools like Barcode Recognition and Batch Processing let you take your existing files paperless fast, while still being able to easily manage miscellaneous paper coming into the department. HIPAA-compliant cloud storage keeps your files up-to-date with all required information and makes document retrieval instantaneous from anywhere. Finally, you can take all of your pen-and-paper processes like employee onboarding completely digital with online forms, electronic signatures and automated workflows. Want to learn more? Contact us today for a free demo!

Is Paperless HR Software Right for My Company?

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Taking your Human Resources department paperless can bring a multitude of benefits. Here are the types of companies that will see the highest ROI from paperless HR software.

Considering a paperless transformation for your HR? Discover the advantages and efficiencies of paperless HR software. From multi-location accessibility to automated audits, DynaFile streamlines HR tasks. Find out if your company can maximize ROI from this digital transition. Request a free demo today!

As HR technology improves, more and more companies are taking their Human Resource departments paperless. Going paperless can open up a world of unexpected improvements in efficiency and organization. However, moving away from a time-tested system for storing and managing your critical staff information can seem daunting. Will a paperless office work for my HR department? Here are the types of companies that can benefit the most from to paperless HR software.

Paper filing system or network file share

Paper filing system are extremely tough to manage. Keeping your files organized in an overflowing filing cabinet is never an easy task. This makes finding a critical document a time-intensive and stressful operation. Plus, when it comes time to audit your personnel files, manually combing through all of those folders can be brutal. Paperless HR software can help eliminate these pain points as you’ll later in this article.

Network file shares offer easier access, but come with their own problems. Converting your files and adding them to the file share is a tedious, multi-step process. Part of this process is adhering to strict naming conventions and ensuring that every single document is filed in the correct location. The problem is that some documents will inherently be filed incorrectly, making them very difficult to find down the line. Finally, unlike paperless HR software, most network file shares do not offer the level of security required to be considered a HIPAA-compliant storage solution.

High turnover or rapid expansion

Companies with a seasonal workforce often have a high turnover rate. If your company has a high turnover rate or is in a stage of rapid expansion, it’s critical to have an efficient way for onboarding new employees and maintaining file retention. Paper onboarding packets are bulky to deal with and take a lot of time away from both your HR team and your new hire. Both of these things equate to high costs. Additionally, managing file retention requirements can be a nightmare when there are always new employees being added to the team.

With paperless HR software, employee onboarding can become completely electronic. Digital forms, esignatures and online workflows replace pen-and-paper processes. Signed and completed forms can be automatically filed in the new hire’s folder automatically. Best of all, retention requirements can be completely automated. For example, you can set the system to automatically delete an employee’s personnel record 3 years after termination, but to keep their I-9 form on file for 7 years. 

Multiple office locations or remote staff

When you have staff working out of multiple office locations or working remotely, getting critical information back and forth can be a challenge on paper. Over-nighting is slow and costly, but emailing can throw up a compliance flag. Paperless HR software allows your team to streamline the sharing of information.

With your personnel files stored in the cloud, your staff can access the information they need from anywhere at any time. You can use segmented access permissions to ensure different types of employees can only access the types of files and folders that they are authorized to see. So, for example, you can rest easy knowing managers can view Time & Attendance information for just their own staff, but all other documentation in the system is hidden from them.

Frequent audits on employee files

An HR audit can be one of the most time-consuming projects of the year. Combing through each individual’s personnel record to ensure everything is in there is an extremely taxing process. Unfortunately, it is also completely necessary to ensure your company maintains compliance with regulations laid out in HIPAA, HITECH, etc.

One of the best things about paperless HR software is the ability to run automatic audit reports. Instead of going through every single folder in your filing cabinet, simply run an automated report to tell you which employees are missing required documents and which employees have a time-sensitive document expiring in the near future. These audit reports can replace your manual audits and become your automatic audit protection.

Furthermore, since all of your files are electronic, you can actually make them available to your auditor no matter where they are located. That’s right, there is no longer any need for your auditor to come on-site to conduct their audit. Simply make the files and folders they request available to them through your paperless HR software.

Annual acknowledgments or contracts

Similar to the employee onboarding process, getting your annual acknowledgments or contracts filled out and signed on paper can be a true challenge. Paperless HR departments can use the same electronic onboarding process to get many other types of forms and documents completed as well. Offer letters, PTO requests, annual policy acknowledgements and more can all be completed using the same process.

Learn more with our Free Paperless HR Guide

Would you like to learn more about paperless HR software? Download our free Paperless HR Guide. In this guide we will explore:

✅ Companies that will see the highest ROI
✅ Time and cost benefits to be expected
✅ Paperless strategy design
✅ Differences in paperless HR solutions
✅ How to go paperless fast

DynaFile’s Paperless HR Solution

DynaFile is paperless HR software that has been helping companies improve efficiency for over 15 years. Unique scanning automation features allow your team take the entire department paperless fast. Going forward, online workflows replace traditional pen-and-paper processes like employee onboarding. Advanced security features give your team full control of access permissions for different kinds of staff and for specific types of folders and documents in employee files. If you’re looking to move to electronic personnel files, DynaFile is an easy-to-use HR solution that is as powerful as it is practical. Contact us today for more information and a free demo.

How to Switch to Electronic Personnel Files in 2016

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Human Resource departments across the nation are making the switch to electronic personnel files. Here’s how to take your HR files paperless this year.

Make a modern shift in 2016! Transition your HR from traditional to electronic personnel files effortlessly. Our guide breaks down the benefits, strategy, and solutions for a paperless HR system. DynaFile offers a comprehensive tool to enhance your HR workflow. Get started with a free demo!

It’s 2016. Is your Human Resources department still managing personnel files the old fashioned way? Managing employee files on paper can be a huge inconvenience that impacts productivity more than you may think. Making the switch to electronic personnel files can bring significant benefits for your HR team and beyond. Here’s a quick guide to switching to electronic personnel files in 2016.

Step 1: Paperless HR Goals

What are your paperless goals for HR? It’s important to start by thinking about what your team’s current pain points are so that you can design a strategy to effectively relieve them. You may be surprised by just how many productivity issues electronic personnel files can actually help resolve. Does it take too long to pull a personnel file or find specific documents inside? Could the process of actually filling out and signing paper forms be improved upon? Are you simply running out of storage space in your office? Once you have a list of pain points afflicting your HR team, you can easily turn that into a list of goals that will help your department run more efficiently. Put your goals in order of importance to help you through steps 2 and 3.

Step 2: Designing Your Paperless HR Strategy

Now that you have a list of goals that are specific to your Human Resources department, it’s time to start designing your paperless strategy. Transitioning to electronic personnel files can mean many different things to different companies. It’s important to consider things like your staff availability, security roles, technology level, locations, turnover rate and more while getting your paperless HR strategy in place. Here are 3 questions to help you take your HR team paperless in 2016.

Step 3: Choose the Perfect Paperless Solution

Once your HR team has designed a basic strategy for moving to electronic personnel files, it’s time to explore solutions! There are tons of different kinds of Human Resources software on the market today. From HRIS to ATS to Document Management and Onboarding – Knowing what categories of software to look at will help you narrow down your options quickly. From there, look for solutions that will help your team meet their paperless goals. Is your most important goal having the ability to onboard new employees completely paperlessly? Is your main goal to just convert your existing paper to electronic personnel files? Choosing the solution that will best meet your needs is essential.

Learn More: A Complementary Paperless HR Guide

If you would like to learn more about moving to electronic personnel files this year, get a copy of our complimentary Paperless HR Guide! In this guide we explore:

✅ Companies that will see the highest ROI
✅ Time and cost benefits to be expected
✅ Paperless strategy design
✅ Differences in paperless HR solutions
✅ How to go paperless fast

DynaFile’s Paperless HR Solution

DynaFile’s paperless HR solution has been helping companies make the switch to electronic personnel files for over 15 years. Unique scan-to-cloud features let your team take the entire department paperless fast. From there, online workflows replace traditional pen-and-paper processes like employee onboarding. Advanced security features give your team full control of access permissions for different kinds of staff and for specific types of folders and documents in employee files. If you’re looking to move to electronic personnel files, DynaFile is an easy-to-use HR solution that is as powerful as it is practical. Contact us today for more information and a free demo.

Electronic Filing Software Makes Personnel Files Instantly Available to HR

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One of HR’s biggest challenges is keeping personnel information organized and accessible. Electronic filing software makes this easier than ever.

Tackle HR challenges with DynaFile! Electronic filing software revolutionizes personnel file management, ensuring compliance and quick access. Dive into indexed filing systems, swift document retrieval, and automated audits. Enhance your HR operations and integrate seamlessly with popular tools. Book a free demo today!

One of the biggest challenges of using a paper filing system is actually keeping the information organized. Filing cabinets that have been in use for a number of years can inevitably become very disorganized. This makes finding files an enormous challenge and keeping track of required documentation in folders becomes impossible.

In a bustling Human Resources department, this can be a serious issue. Having the ability to keep personnel information stored in compliance with regulations like HIPAA/HITECH and ensuring that information is easily available to authorized staff is paramount in HR. To make file management and document retrieval easier, many Human Resources departments have switched over to electronic filing software. 

Index Files for a Higher Level of Organization

“Indexed” filing systems are highly preferable to traditional folder-based systems. Indexed systems categorize your documents by different identifiers. For example, an electronic filing system for a Human Resources department may index documents by things like: Status, Employee Name/ID, Department, Division, Office Location, etc.

The system will use this indexing information to automatically file your documents in the correct location. This way, there is never a need to manually drill down through various levels of folders to find the correct location to store your document. You also no longer need to worry about naming conventions. Best of all, you can retrieve documents based upon their indexing information as well. 

Instantly Retrieve Personnel Information With Index Search

Since an indexed filing system will keep all of your electronic personnel files categorized for you, retrieving documents becomes extremely quick and easy. A simple “Index Search” can bring back exactly the documents you’re looking for with just a couple of clicks. You can search across any of the categories you have set up in your electronic filing system and cross-reference categories to narrow down search results further.

Here are a few common searches for an HR staff member, for example.

  • “John Doe’s” entire folder.
  • The “Performance Review” section of “John Doe’s” folder.
  • All “I-9” forms for “Active” employees.
  • All “Onboarding” documents for “Active” staff added to the system in the past “6 months”.
  • All “Benefits” documents from the past “2 years” for “Active” staff in the “Sales” department from the “New York” office.

By utilizing an index search to retrieve documents, HR staff can bring back exactly the files they are interested in with just a couple of clicks. 

Keep Track of Required & Expiring Documents in Staff Folders

When you can’t find the files you’re looking for, it can become nearly impossible to keep track of required documents in employee folders. Indexing fixes this. Since all of your electronic personnel files are categorized, you can report on all of that information. This is commonly used to ensure all staff folders are up-to-date with all required documentation via an “Exception Report”. An “Exception” or “Audit Report” will query your electronic filing system for any documents you deem as required in staff folders. You can also have the same report look for expiring documents to ensure all of your personnel folders are up-to-date.

For example, staff may be required to have the following 3 documents in their folder at all times: An I-9, a W-4 and a current Handbook Acknowledgement. Your staff can access a report for this information on the fly or have it automatically emailed to them. The report will tell you exactly which staff members are missing which specific required documents from their folders and which employees have a Handbook Acknowledgement that is due to expire within the next 60 days. In this way, HR can always be assured that all employee folders are up-to-date with all required documentation. 

Start Managing Your HR Files Easier Today

DynaFile is an electronic filing software that has been helping Human Resources departments manage their files more efficiently for over 15 years. Scanning automation tools allow your team to take the entire department paperless fast. From there, you can instantly retrieve the documents you need with a simple index search and run on-the-fly internal audits using custom reports. Best of all, integration with popular electronic onboarding solutions like DocuSign and iCIMS means that HR can stop generating paperwork all together – from the minute an employee is hired! Please contact us today for more information and a free demo!

Filing with Barcodes Helps Automate Document Scanning

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Taking your files paperless can be a time-intensive process. Utilizing barcode cover sheets can help automate the process.

Revolutionize document scanning with barcode cover sheets. DynaFile's scan-to-cloud system leverages barcodes for swift, accurate document sorting, bypassing traditional “scan, name, save” methods. Explore our streamlined approach to going paperless and optimize your file management. Schedule your free demo now!

Anyone who has scanned hundreds of documents knows that the biggest time sink is not feeding the paper into the scanner. The difficulty arises when you have to separate out each document and putting them into the correct folder. Organizing each document, separating it, naming it, and sorting the document into a folder takes a lot of time. One of the best solutions to this problem is straightforward: filing with barcodes via cover sheets.

Cover sheets are easy to use. Simply print them out one time and they can be reused over and over again. When you’re ready to scan a folder, just add the cover sheet to the folder, directly in front of the appropriate section. This method allows for a way to separate documents by collating in advance. Once all the collation is done, the entire folder is fed into the scanner. The software can then pick up which document goes where based upon the cover sheet. An assembly line of scanning and adding cover sheets maximizes labor hours.

So how does software recognize these cover sheets and know where to sort them? The answer is simple, but powerful. Barcodes placed on each cover sheet make it easy for the scanner to read and sort. In addition, bar codes are resilient against the variety of printing problems. If artifacts (little “printer hiccups” such as dots) get printed, the bar code is long enough to avoid problems. The same is not true of QR codes, where one tiny misprint can ruin the entire QR code. This is also an advantage over OCR or “text recognition” methods that have a hard time reading hand-written text and dealing with paper shifts that commonly occur during scanning. Also, bar codes do not need any special, unique printer or scanner. Every printer on the market has no trouble printing out a bar code and your document management system has the tools to read the barcodes.

Not all systems need to incorporate barcode scanners into their workflows, but this is a very powerful tool for making the switch to a paperless filing system. Many companies use barcode recognition methods to convert their existing paper files to electronic format. It cuts out a great many steps and saves staff a ton of time over traditional “scan, name, save” methods.

If you would like to learn more about using barcode recognition, contact us today. DynaFile is a scan-to-cloud filing system that allows for the use of barcode cover sheets. Just one of DynaFile’s scanning automation methods, barcode recognition can be used to take an entire department paperless quickly and easily. From there, DynaFile lets you take all of your pen-and-paper workflows online so you can stay paperless going forward. Contact us for a free demo!