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Scan to Cloud HR Document Management Solutions

Andrew Roberts

City Counsels Embrace Paperless Office to Save Time & Money

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Making the move to a paperless office brings a lot of benefits for an organization. Even city counsels are embracing the change!

City councils are harnessing the power of paperless solutions to achieve significant time and cost savings. Witness the transformative journey of Sidney, Ohio, and New Bedford as they modernize operations. Interested in a similar transition? Explore DynaFile's unparalleled paperless solution with a free demo today.

Transitioning to a paperless office is something that is very appealing to a lot of organizations. Even government entities are starting to embrace it! The city council of Sidney, Ohio has announced that it is going paperless by converting their paper-based system into a full, electronic data management system. Its members will be using tablets and air cards to connect to the internet to replace physical paperwork. The city expects to save a total of approximately $9,350 per year due to their implementation of this paperless system (their eliminated expenses include copy costs and clerk overtime).

In other news, another city council is also switching in the process of switching to a paperless office. They are getting started with an electronic system comprised mainly of tablet and mobile use to replace their physical paperwork system. The City Council of New Bedford will be doing all of their council agendas on tablets. The council has disclosed that they use approximately 100,000 paper sheets each year, which amounts to approximately $5,000 worth of paper. All that paper will no longer be needed by next year as they’ll have fully gone paperless! The council is especially pleased that they get to save money and the environment at the same time. Best of all, the council states that they will be saving a tremendous amount of time when completing agenda items since all the relevant background information will now automatically pop up rather than be manually searched for through stacks of paper. Thus they will effectively be saving the environment, taxpayer money, and time!

The benefits of going paperless are clear. By switching to an electronic system, files can be stored with a higher level of organization, be retrieved instantly and controlled more securely. This all equates to significant savings in cost, but even more so in time. For example, just take a look at how much an HR department can save by going paperless. You may not realize it, but using and maintaining a paper-based filing system can be extremely costly!

If your organization is interested in going paperless, contact us today at DynaFile. Our paperless office solution has been helping companies operate more efficiently for over a decade. Scanning automation features help to convert your back files fast. Moving forward, all documentation can be accessed securely from anywhere, at any time. Contact us for a free demo!

Online Onboarding Templates Save HR & New Hires a Ton of Time

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Online onboarding can really improve a hiring process. Take a look at how online onboarding templates can save you a ton of time.

Experience the revolution in the hiring process with online onboarding templates. Minimize paperwork, maximize connection, and ensure a seamless transition for new hires. DynaFile has championed HR's paperless transition for 15 years. Explore our cutting-edge solutions and enjoy instant, secure file access. Request your free demo today!

One of the greatest ways to inspire a new employee is by giving them an incredible onboarding experience. The reason for any electronic onboarding program is to welcome them to your place of business, get them “papered up” and assist them in becoming acclimated to their job as effortlessly as possible.

Employees who have received a smooth onboarding process will feel more confident about joining the team on their first day. They feel more connected to their colleagues and to the company itself. By employing an online onboarding solution, companies can pre-board their new hires, receiving all of their completed and signed documentation ahead of time. This allows new hires to hit the ground running with their team on the a first day at work instead of stressing over a stack of paperwork. 

Online Onboarding Saves Time

There is nothing worse than starting a new position with all of the excitement in the world and then arriving on your first day to – an enormous stack of onboarding paperwork. It is the reality at many workplaces, but it doesn’t have to be. Online onboarding can save your HR staff and new hires a ton of time. Instead of filling out all of their paperwork on day 1, your new employees can complete and legally sign everything online before their first day. Here are some time-savers of onboarding online:

  • Onboarding templates let you create a template for your entire onboarding packet. When it is time to onboard a new hire, simply select the appropriate onboarding packet, enter their name and email address and you’re done!
  • Online onboarding templates allow for auto-completion. Start your onboarding packet with an Employee Data Sheet to capture all of the annoying-to-enter information like the new hire’s address, SSN, etc. You can set up your templates so that this information is only required once and will be auto-completed on all subsequent forms in the packet – cutting down on typos significantly.
  • Onboarding templates allow you to lock down required information. New hires will not be able to complete their onboarding packet until all required information is filled out. Now HR will never again have to worry about tracking down staff with incomplete onboarding information.
  • Online onboarding templates let you include a space for a signer attachment or required link. By adding a “signer attachment” to onboarding documents like your Direct Deposit Form, new hires can upload a copy of their voided check or photo ID as they go through their onboarding packet. A “required link” can also be added to documents like your Handbook Acknowledgement. The new hire will be required to click on the link and view the digital version of your employee handbook before signing off.
  • Online onboarding packets can be routed automatically. Routing and workflow for online onboarding packets can be dialed in as part of the template. So, when you onboard a new employee, you can automatically have the packet sent to the new hire, then to Payroll, back to HR and then filed away.

If you are looking for an online employee onboarding solution, contact us today at DynaFile. We have been helping HR go paperless for 15 years. Our scan-to-cloud software provides a quick and easy way to convert your existing paper files to electronic format while our paperless onboarding solution lets your office stop generating paper from day one. All of your files are easily manageable from the DyanFile cloud, providing secure, instant access to the documents your staff needs on a daily basis. Give us a call today for a free demo!

Paperless Onboarding Gives Time Back to HR

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HR generates and manages a ton of paperwork. A paperless employee onboarding process significantly reduces paper and increases efficiency across the entire department.

Transform your HR operations with a paperless onboarding system. Boost efficiency, streamline processes, and enjoy hassle-free document retrieval. DynaFile offers a seamless digital experience for HR. Let new hires commence with ease and HR reclaim time. Discover the future of HR - request a free DynaFile demo today!

Traditionally, HR has been a department that generates and stores an enormous amount of paper.  Between hiring, firing, training, and managing employees – and retaining documentation on all of the above – HR has had an ever-increasing amount of paper work to deal with. But advances in technology have enabled easier and more reliable ways to capture and retain the needed documentation. One of the areas that can most benefit from a paperless system is your onboarding process.

Having a formal employee onboarding procedure serves several purposes, not the least of which is ensuring that all incoming employees receive specific information on certain federal, state, and company regulations and policies. For example, FMLA-covered employers are required to train new hires on their rights and responsibilities under the FMLA. But along with providing the information, it is equally important that employers be able to prove that such training was provided, especially in the event of a lawsuit filed by a disgruntled former or current employee.

Fortunately, implementing a paperless onboarding system can improve both the efficiency and reliability of your onboarding process. Rather than tying up one or more of your HR staff printing and/or gathering all needed forms, and then spending hours reviewing them with the new hire, you can instead send the documents to the new hire to complete prior to the first day of work, so the employee is ready to hit the ground running. The system can make sure all needed forms are completed so your staff won’t have to spend valuable time later tracking down the new hire to obtain a missed signature. And electronic onboarding eliminates the need for tedious filing – the system will automatically place the documents in the employee’s personnel file once they have been completed.

But an even bigger advantage of an electronic onboarding system is the ease with which documents can be retrieved when needed. Instead of having to sift through file cabinets full of personnel files, hoping the one you are looking for hasn’t been misfiled or lost, you can simply type in the employee’s name and view all the information you need. You will be especially appreciative of this convenience should you ever need to collect employment documentation for an unemployment hearing, EEO audit, or legal proceeding!

For more information about how converting to a paperless onboarding system can benefit your HR department, contact us today. DynaFile is a paperless employee onboarding solution that helps Human Resources operate more efficiently. New hires can review, fill out and legally sign all onboarding documentation completely digitally before their first day in the office. They can even attach supporting documentation like a voided check for direct deposit or a photo ID. Contact us today for a free demo!

How to Go Paperless with Scan to Cloud Filing Software

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Scan to cloud document management software helps companies go paperless quickly and easily.

Experience effortless digital transformation with scan-to-cloud solutions. DynaFile's unique software efficiently converts paper documents to digital, promoting collaborative work and easy access. Navigate the paperless revolution seamlessly. Get in touch for a demo and witness the future of document management.

Managing documents on paper can be a very troublesome chore. Paper files become all too easy to lose track of, misfile or damage. Furthermore, finding the right document in your filing cabinet can be a huge pain. Rummaging through drawers of disorganized paper files is never fun.

Due to these and other drawbacks, many companies are moving towards an electronic filing solution. When files are managed in electronic format, they can be stored with a much higher level of organization. This results in a significant decrease in the time required to retrieve a document as well as the time required to file a document in the system. In fact, there are a ton of benefits to going paperless.

For companies looking to make the move to an electronic filing system, the big question is, “How to go paperless?” The actual process of converting your existing files to electronic format can seem like a truly daunting one. Luckily, these days there are scan-to-cloud filing solutions that help automate the transition to paperless. 

What Is Scan-To-Cloud?

Scan-to-cloud filing solutions combine cloud document management software with scanning automation features. A cloud document management software will allow you to manage your files from a cloud or web-based interface. This allows your team members to easily share information online. Scanning automation tools help make the process of converting paper documents to electronic format quicker and easier. 

Scanning Automation

There are various types of scanning automation methods. 2 popular methods of scanning automation are barcode recognition and batch processing. Barcode recognition uses barcoded cover sheets to separate a file folder into its individual sections. You can then scan the entire folder at once. From the information on the barcodes, the system will know exactly where to file the documents in the system. Batch processing allows you to scan a stack of unrelated paperwork into the system. Once scanned, you can break the scan packet into individual documents on screen.

A Hybrid Filing Solution

Scan-to-cloud filing helps companies go paperless and stay that way. Barcode recognition removes a number of steps from the traditional scan, name and save process, which makes converting backfiles a breeze. Moving forward, batch processing allows your staff to handle miscellaneous paperwork coming into the office with ease. It’s important to have a hybrid solution for managing files in both paper and electronic format. After all, you can only be as paperless as your staff, clients and partners. 

Learn More

If you’re thinking about going paperless in your office, contact us today. DynaFile is a scan-to-cloud filing software that has been helping companies operate more efficiently for over 15 years. Our scanning automation tools help you go paperless fast, and stay that way. Once in digital format, your team has secure access to their files from anywhere, at any time. Contact us today for a free demo!

Electronic Filing System Auto-Files Documents for Better Organization, Quicker Retrieval

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Business today relies on your staff’s ability to have quick access to the files they need. An electronic filing system with document indexing is the solution.

Navigate your files seamlessly with DynaFile's Electronic Filing System, empowered by document indexing. Accelerate file retrieval and stay organized with our intuitive auto-filing feature. Dive into a workspace where files are just a quick search away. Reach out for a transformative demo today!

Let’s start with a simple question:
When you have to look-up a file, how long does it take you to track it down? Two minutes? Three minutes? Even more?

If you were a real speed demon and managed to find the file you’re looking for in one minute every time, and had to track-down 15 files in a day, you’d be spending two and a half full, 24-hour days a year just tracking-down files. For every additional minute it takes you, that’s another 2.5 days per year. Certainly there are better things you could be spending your time on.

Keeping Files Organized Is Tough

One way to reduce the time it takes to locate a file is through meticulous organization. By having a particular location in place for any file you need to save, you’ll know right where to find it when you need to pull it back up again, reducing the time it takes to complete everyday tasks. 

But frankly, most of us fall victim to the temptation of just saving it quickly and forgetting about it. And when we’re talking about an entire team of staff sharing the same filing cabinet, things get misplaced extremely quickly. Most of us figure we’ll either remember where we saved it next time or be able to find it quickly even if we have to do some searching. Expanded across an entire department, this is when the simple task of retrieving a file turns into a arduous chore. 

Introducing Electronic Filing

To make filing and retrieving documents easier, many companies are moving towards an electronic filing process. In an electronic filing system, documents are stored by indexing. An indexed filing system will categorize your documents by various identifiers. These would be different for each department, but might include things like the Document Type and the Employee or Client that the document refers to. 

Indexing Allows For Auto-Filing…

When one of your team members wants to add a new document to an electronic filing system, instead of naming the file and finding the correct folder to save it in, they will be prompted to index the document. Your staff will enter the required indexing information (for example, the Document Type and Client that the document is about). The system will then use that indexing information to automatically file the document in the correct location. 

…And Instant Retrieval

When you need to retrieve a document from an electronic filing system, indexing makes it a quick and easy process. Instead of clicking down through a million folders to find the document you’re looking for, a simple index search brings back your documents instantly. You can search on any indexing property to bring back exactly the information you’re looking for. For example, select Invoice as the Document Type and John Doe as your Client to bring back all Invoices for John Doe. It’s that easy!

Take Your Office Paperless

An electronic filing system with document indexing can save your office a ton of time and money. So many business processes today rely on your staff’s ability to have quick, secure access to the files they need, when they need them. DynaFile’s electronic filing system provides flexible document indexing features and scan-to-cloud tools that make going paperless easier than ever. Our filing solutions have been helping companies operate more efficiently for over 15 years. Contact us today for a free demo!

How to be Prepared for an HR Audit

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HR audits are becoming more and more frequent these days. Are you ready? Here’s how to be prepared for an HR audit.

Ace your HR audit with DynaFile's employee file management system! Transition from paper files to digital, manage documentation effortlessly, and keep HR operations efficient. Want stress-free HR audit preparation? Try our demo today!

Human Resources audits can be a very uncomfortable experience. Having the Department Of Labor (DOL) or an outside attorney come into your office and request to see your employee files is not something HR staff look forward to. Plus, if you’re currently using a paper filing system, it’s not easy to know how to be prepared for an HR audit. Taking your employee files paperless is the first step towards a more efficient HR department and better audit preparation. Employee file management software can help your HR department keep tabs on files to ensure all folders are complete and up to date. Here’s how to be prepared for an HR audit.

Take Employee Files Paperless

The first step towards better HR audit preparation is taking your employee files paperless. It’s nearly impossible to keep a good record of employee documentation on paper. With an electronic system, you’re provided with better security, instant access and much higher level of organization. When evaluating different solutions, look for products that make it easy to switch to electronic employee files. Features like scanning automation help speed up the conversion of paper employee files to electronic format so your department can go paperless fast.

Keep Tabs On Required Documents

When an HR auditor comes to your office and requests a dozen random employee files, you need to be sure their folders include all required documents. When dealing with a paper filing system, it can be a huge challenge to keep track. Staff has to manually thumb through each and every employee folder to confirm completeness. With an electronic system, things are much, much easier. A simple report can tell you exactly which employee folders are missing required documentation. You can access these reports from your employee file management software, or even have them automatically emailed to you on a weekly or monthly basis. This way, if any employee folders are incomplete, you will always know which documents they are missing.

Maintain Up To Date Certifications

Staff that are required to take periodic trainings or be professionally certified add a second level of complexity to HR audits. In a paper-based system, it can be a big challenge to ensure all employees have up to date records. A paperless system can help. By adding an expiration date to time-sensitive documents, HR can run reports to see which employees have certifications coming up for renewal. Again, these reports can be accessed from your employee file management software or can be emailed to you on a weekly or monthly basis. This way, you can always be sure your staff is notified to renew their documentation with plenty of time to spare.

Keep Auditors Out Of Your Office

Having an HR auditor come into your office can be very disruptive. It puts staff on edge and can put a serious lag on productivity. The good news is, when your employee files are stored digitally, auditors no longer have to come onsite. With electronic employee files, you can very easily supply your auditor with the just the files that they request. It doesn’t matter if it is specific types of files for all employees or a random list of employee folders. Your employee file management software should let you easily share that information securely with your auditor completely digitally. 

Learn More

If you would like to learn more about being prepared for an HR audit, contact us today. DynaFile is employee file management software that has been helping Human Resources operate more efficiently for over 15 years. Our scan-to-cloud solution lets you go paperless fast. From there, you can manage all of your employee files easier from the cloud. Automatic audit reports ensure all employee documentation is always complete and up to date. Contact us today for a free demo!