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Scan to Cloud HR Document Management Solutions

Andrew Roberts

HR Remote Work File Management Strategies

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HR Tools for a Successful Work-from-Home Strategy

Optimize your HR remote work strategy with seamless file management tools. Ensure secure access, improve compliance, and maintain efficiency with cloud solutions. Trusted by top organizations, DynaFile is tailored for HR's unique needs. Discover the future of remote HR work. Contact us now!

Working from home when people are your work:  How to update workplace processes for HR professionals. 

Although certainly in the spotlight since the rise of COVID-19, the need for a successful work-from-home strategy has been on the horizon for years – both out of logistical necessity and employee preference.  When managed correctly, remote workers are more productive than their “in office” counterparts while also reporting higher levels of job satisfaction.  It’s the ultimate win-win. 

As you think about your own model, don’t forget to use the tools available to keep teams connected and productive when they are working remotely.  Cloud services, for example, can play a big role in a successful work-from-home strategy.  

As the office hub, HR teams are in a unique position when it comes to working from home.  They need access to sensitive employee information, but may not be able to get to their files remotely.  There’s also the issue of compliance.  HR is responsible for keeping sensitive files secure and reducing risk wherever possible. 

Tools For Success

One of the first steps to successfully working from home is making sure you have the tools needed to do your work.  For most in the office, this might mean hardware like laptops or phones.  For the HR team, though, it includes a lot of confidential information – and paper employee files are not something you’ll want to take home in boxes at the end of the day.

A successful work-from-home strategy ensures HR can get to shared digital versions of important documents.  By storing employee files in the cloud, you and your team can securely access documents from anywhere.  Instantly pull up files, produce copies upon request, and add to employee folders remotely.

Pro Tips

Transitioning to a more virtual workplace will be much less stressful if your current HR system and document cloud work together.  For example, your HRIS should feed data to your filing system.  That way, you’re not manually updating status changes and you can always sort your files by the most up-to-date information. 

The right cloud filing system does more than just allow HR to access documents from home – it can improve compliance, too.  Track documents that are missing from employee folders and documents that will expire soon.  The ability to properly audit what files have been added, deleted, downloaded, or even just viewed is also an essential component to any document access point.

Next Steps

Does your work-from-home strategy cover all the bases?  Getting HR setup with a file cloud can be a quick process with the right solution.  Choosing a system designed for employee files is key to maintaining compliance and saving HR time in the long run. 

Organizations like Hyatt, Toll Brothers, and Nestle rely on DynaFile to keep sensitive employee documents secure yet accessible from anywhere.  With over 20 years in the business, DynaFile is quick to implement and easy to use.  Contact us today to see how it fits into your work-from-home strategy.

Access Personnel Files from Anywhere During the Coronavirus Shutdown

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With COVID-19 disrupting business processes across the globe, a secure HR file cloud has become more important than ever.  When there is an urgent need to access crucial personnel documents, is your team prepared?

Empower HR with DynaFile during COVID-19 for instant, remote access to personnel files. Ensure audit-readiness, easy document updates, and seamless management. Adapt quickly with our expertise. Reach out to get started today!

If personnel files are on paper or just difficult to access from outside of the office, now is the time to prioritize HR’s file management strategy.  Here are a few things to consider when it comes to personnel files and remote access for your HR team during the coronavirus shutdown. 

Instant Access

How long does it take to find a specific document for any given employee?  What if you’re working from home and unable to be in the office?  It’s crucial to know that HR can reach important personnel documents with just a couple clicks – from anywhere.  A secure HR file cloud provides an easy to way to stay connected. 

Audit Readiness

A file request can come from an auditor, attorney, or management at anytime.  Are your personnel files ready when the time comes?  Ensuring folders include all required documents – and that those documents are not expired – keeps your team prepared.  With the right HR file solution, you can track important documents to always know personnel files are ready for upcoming audits.

Document Updates

What if your personnel files are missing critical documentation?  Are you able to append and update files remotely?  HR should be able to easily add documents to personnel folders and have staff complete forms online if need be.  Nowadays, there’s no reason not to have an up-to-date personnel file, even when working from home.  

Get Up To Speed Today

DynaFile is a secure HR file cloud that makes managing personnel documents easy from anywhere.  Be up and running fast with expert assistance and over 20 years of experience.  Contact us to get setup today. 

Remote Access to Employee Files for HR Teams During the Coronavirus (COVID-19) Pandemic

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Is your HR team working remotely due to the Coronavirus disease (COVID-19)?  Make sure employee files are accessible while staff are working from outside of the office.

Enable seamless HR operations during COVID-19 with DynaFile. Ensure 24/7 remote access to critical employee files, maintain compliance, and utilize online forms for uninterrupted workflows. Discover more with a live demo today!

Due to the Coronavirus (COVID-19) pandemic affecting the world, the Center for Disease Control and Prevention (CDC) is urging people to practice “Social Distancing.”  

“Many public schools, libraries, universities, places of worship, and sporting and cultural institutions have shut down for at least the next few weeks. These measures are an attempt to enforce distance between people, a proven way to slow pandemics.  Experts have also been urging people to practice voluntary ‘social distancing.'” – The NY Times. 

This includes avoiding gatherings of more than 50 people and a strong recommendation to work from home.  Since the global health crisis is not expected to subside anytime soon, HR teams need to ensure they can still access critical documentation if they are not in the office.

Access Files 24/7

It’s essential that your HR team maintains access to important documents, even if they are out of the office.  A secure cloud provides a way for them to instantly get to the documents they need remotely.  New documents can also be added to employee folders from anywhere, at any time.

Maintain Compliance

File requests can come at anytime.  You might have an auditor, attorney, or manager that simply cannot wait to receive a copy of critical employee documentation.  It’s crucial to be sure folders are up-to-date and available for remote file requests.

Utilize Online Forms

Business does not grind to halt when individuals are out of the office.  When pen-and-paper processes become difficult to accomplish, online forms and e-signatures can keep the HR department running smoothly.  Allow staff to complete and e-sign forms no matter where they are located. 

Is Your Team Ready?

DynaFile is an HR file cloud that gives your team instant, remote access to the documents they need – no matter where they are located.  With over 20 years of helping organizations manage employee files more efficiently, DynaFile is a trusted name in HR and can be implemented extremely quickly.

Contact us today for more information or a live demo.

4 Advantages of a Good Cloud Storage System for Employee Files

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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

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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. 

Enhance your HR operations with 2020 solutions for personnel forms. Embrace custom templates, automatic filing, and audit tracking with DynaFile. Streamline processes and ensure compliance. Discover how San Diego Zoo benefits from our solution. Join us for more insights.

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:

  1. Save all documents in the correct location;
  2. Control access to sensitive documents like I-9 and Medical;
  3. 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

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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.