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Scan to Cloud HR Document Management Solutions

Andrew Roberts

4 Advantages of an Electronic Employee Filing System for 2023

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Discover the Top Benefits of Upgrading Your HR Employee Document Management Solution for the New Year

Discover the Top Benefits of Upgrading Your HR Employee Document Management Solution for the New Year

Managing HR employee files with outdated and manual paper-based filing systems can be exhausting, and it takes valuable time away from focusing on core business goals. By adopting a digital employee document management solution and automating processes, you improve workflow efficiencies and can create an entirely paperless employee records management lifecycle. 

With the New Year just around the corner, now is an ideal time to rethink your HR document management strategy so you can get a jump on January and gain momentum for a successful 2023. 

Let’s look at some of the top benefits of moving to an electronic Human Resource filing system. 

1. Increased Efficiency 
If you are managing paper-based HR documents across multiple locations or have personnel files scattered throughout numerous legacy systems with inconsistent file naming conventions, tracking down a single employee record can cost you hours weekly. Even if your company has a great HCM in place, that software often has limitations regarding employee document management. In the end, inefficient and administratively cumbersome filing practices mean your team is always playing catchup on their daily tasks and never getting to the work that matters.

DynaFile’s secure, cloud-based platform centralizes your employee files to give you instant access to essential documents, saving hours weekly and increasing productivity. Powerful integrations will enable you to seamlessly connect with HCM systems like Workday to collect employee documents in your secure DynaFile cloud for faster filing and retrieval. Documents are filed with metadata, so with a simple Index Search, an employee’s electronic file is in your hands with just a couple of clicks.

On top of that, you can implement an end-to-end electronic employee onboarding process for new employees and go digital with online forms and esignatures. Integrations with DocuSign, signNow, JotForm, PandaDoc, and Adobe Sign allow new hires to fill out and legally sign all their onboarding documents online before their first day. Once completed, all onboarding paperwork is automatically filed in the employee’s folder, creating a completely paperless employee filing lifecycle.

2. Improved Accuracy
A significant disadvantage of a paper-based system is that it is difficult to track down certain information when needed. All too frequently, it might be misfiled, lying on an employee’s desk, sitting in your inbox, or lost among overstuffed filing cabinets. 

By digitizing employee records, the likelihood of documents missing, misfiled, or even lost en route to other departments or locations is removed from the equation. If a form is filled out incorrectly, any errors can instantly be corrected across the entire employee folder. Additionally, a centralized electronic document management system can also provide version control, ensuring everyone is working with the most updated employee files.

3. Improved Record Compliance
Keeping employee records up to date can be highly tedious, and the HR team is responsible for ensuring employee files are managed with compliance. When an auditor inevitably requests to check on your files, HR must know their records are current with all required information. 

A centralized digital employee filing solution will reduce time-consuming administrative tasks dealing with employee records storage and retention and create audit readiness. DynaFile’s built-in compliance toolkit helps you stay organized with audit reports, role-based access, and retention schedules.  

Custom audit reports ensure your employee folders are updated with all required documents so your team is always prepared for an audit. When making your files available to the auditor, give them limited access to just the requested files through encrypted document links.

In addition, policies and procedures are often changing, and waiting for on traditional paper systems can mean you may gain signatures the same day those forms are outdated. By utilizing integrations with digital signature platforms, you can quickly and easily gain secure sign-off from all employees across the company without using a single printed piece of paper. 

4. Increased Security
Handling sensitive employee records is a serious task, and HR is entrusted that confidential staff files do not get into the wrong hands. An effective digital document management system safeguards employees’ private data, including protected health information (PHI) and personally identifiable information (PII). 

Utilizing a cloud document management system provides secure, instant access to your staff files regardless of where your admin or HR team is located. Other security features, such as segmented access rules, let you keep one comprehensive file per employee without sacrificing compliance. You can assign your team members to access only the staff folders and types of documents they should be authorized to view, giving you precise control over what any user (or group of users) can do or see inside the system.

For additional security and compliance, DynaFile automatically tracks both file access and actions performed in your system using a comprehensive audit trail. By monitoring “digital footprints,” you can see which documents any given user has viewed, downloaded, or shared, and the usage log also allows for more targeted tracking. For example, suppose you notice an outdated version of your handbook is being uploaded to the file system. In that case, you can work backward to find the team member committing the error and correct the mistake directly.

Industry Tested. HR Approved
Give time back to your team to focus on strategic initiatives and drive business goals forward. Update your HR employee document management solution to one with a proven track record of providing robust digital filing solutions to boost compliance, create audit readiness, and streamline workflows.

Learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. Contact our team today for more information about paperless HR employee file management!

“Great experience overall. 
It made digitizing our personnel and training files a breeze. That ease of use saves a lot of headaches. The multiple options to get documents into the system is a plus. We are able to give controlled access to regulators as needed so they can check on the information they are looking for without having to provide any sort of paper file.”
– Becky M. | Chief People Officer

DynaFile Teams Up with Integration Gurus TopBloc to Simplify Workday Document Management

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Seamlessly connect your Workday HCM data to DynaFile and Streamline HR workflows.

Human Resources document management is a tremendous responsibility, so having an effective electronic filing solution for HR is critical. Even with a powerful HCM like Workday, employee files can be tricky to locate, and keeping employee records up-to-date and compliant can be extremely tedious. When you need to produce important documents for an audit, HR should have immediate access to the files they need. 

Seamless Integrations to Streamline Workflows
To address these challenges of managing employee records, DynaFile has partnered with TopBloc, a leading Workday Services Partner, to streamline electronic filing for HR. With a seamless Workday integration, employee documents can be automatically filed in your DynaFile cloud. From there, the Workday document integration uses your HCM data in DynaFile to complement your workflow and boost productivity.

By leveraging the robust electronic employee filing solutions of DynaFile, your admin tasks have now been automated. HR can utilize the built-in compliance toolkit to ensure folders include all required documents – and those documents are not expired – giving your team the power to simplify record audits.  Additionally, after documents are filed, you’ll have instant role-based access, retention schedules for older documents, the ability to create approval workflows, and much more. As a result, your team can focus more on the people that keep your business booming and less on unproductive tasks. 

Innovative HR Filing Solutions
For over 20 years, DynaFile has been the industry-leading electronic filing solution for HR. Let’s start the conversation and see how DynaFile can help you eliminate manual admin processes, increase compliance, and boost efficiency with powerful cloud software tools that simplify HR employee file management.

Contact our team today to learn more about enhancing your Workday document management experience.

View the Workday document integration press release. 

About TopBloc
TopBloc is a leading Workday Services Partner that specializes in helping customers improve and sustain their businesses with Workday. Providing full spectrum Workday services, TopBloc leverages proprietary technology to deliver fast and efficient Workday deployment services and flexible post-production support that optimizes existing Workday solutions. To learn more about how TopBloc makes Workday work for you, contact [email protected]. 

Recession-Proof Your Organization with Document Management Automation

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How HR Tech & Employee Record Filing Automation Can Help Your Business Survive the Economic Downturn.

Recession-Proof Your Organization with Document Management Automation

As we face the current economic downturn, with inflation running at its highest level in more than 40 years and the strong possibility of an upcoming recession, many organizations are turning to investments in digital transformation to brace for uncertain times. 

Leveraging industry-leading HR technology to automate many of our day-to-day tasks can help enterprises address these workforce challenges and allows employees to use their time and skillset more effectively.

Here is a look at how workflow automation tools such as a cloud-based electronic employee filing system can streamline processes and help ease the burden of increased operational costs.

Free Up Time to Focus on Core Business Goals
Filing cabinets quickly become disorganized, and papers can easily be misfiled or lost. Modernizing the time-consuming and labor-intensive admin processes such as employee record filing will save money and give your HR team time to drive goals forward and focus on employee experience and retention. To make filing and retrieving your documents as quick and easy as possible, DynaFile indexes them with metadata and automatically files them to the cloud. Documents are always stored in the right place so your team can instantly access what they need from anywhere. 

Go Paperless & Save Money on Costly Office Space
Let’s face it; commercial property is not cheap, so paying for extra office space to store paper files doesn’t make good business sense. You can take an entire department paperless through scanning automation tools and ditch the filing cabinets and employee records rooms. DynaFile’s scan-to-cloud document management system has powerful scanning automation tools. Barcode recognition automatically organizes and files your documents to an employee’s folder as they are scanned. On top of that, batch processing can handle the stacks of unrelated papers, so you can import them to DynaFile and utilize on-screen processing to break apart and index them directly from your web browser. If you are already paperless, electronic documents can be brought into the system via drag-and-drop drive, saved to DynaFile directly out of the application you’re working on, or “virtually printed” into an employee’s digital folder.

Powerful Integrations Make for Seamless Automated Onboarding
Employers are battling a constant demand for labor and record high quit rates due to the Great Resignation phenomenon. According to the Labor Department, employers added 528,000 jobs in July. With such a competitive job market, onboarding automation tools can help HR be better prepared to fill open positions. Robust integrations sync with your HRIS and streamline personnel record management across the entire employee lifecycle to save time and improve compliance. New hires can review, fill out and legally sign all their onboarding documents online through DocuSign, iCIMS, signNow, JotForm, PandaDoc, and Adobe Sign before their first day. Once completed, all onboarding paperwork is filed automatically in the new employee’s folder. After they are onboarded, your team can easily add documents to staff folders in formats you use every day: paper, emails, electronic files, ATS, HRIS, and more. 

Address Security Issues that come with a Remote Workforce
Allowing private data to get into the wrong hands can set your company up for a data breach and severe adverse consequences. As businesses navigate the new working environment in post-pandemic times, they should closely look at the systems and policies in place regarding handling sensitive employee records. Maintaining compliance & employee records security while working offsite is vital to your staff’s privacy. Utilizing a cloud document management system provides secure, instant access to your staff files regardless of where your admin or HR team is located. When the time comes for a compliance audit, or you want to collaborate with other members of your team, encrypted document links and segmented access rules give access to only the staff folders and types of documents they should be authorized to view.

Automate Admin Tasks & Boost Your Productivity with DynaFile
Investing in the Digital Transformation of your HR employee filing will streamline workflows, cut costs, and increase your team’s productivity. Implementing DynaFile will not only future-proof your document management solution but will also give you quick-to-implement, cost-efficient, and effective automation to weather the economic uncertainties ahead. 

Learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. Contact our team today for more information about paperless HR employee file management!

Post-Pandemic Data Breach Lesson 101

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Maintaining Compliance & Employee Records Security While Working Remotely.

In a post-pandemic world, data breaches are a growing concern. Discover how DynaFile's electronic filing system ensures HR compliance and record security, even when working remotely. From encrypted sharing to automated onboarding and controlled access, safeguard your sensitive data and adapt to the new work dynamics. Learn more about DynaFile's trusted solutions today!

Recent news of the Supreme Court of the United States Data Leak has only strengthened the argument that companies behind the times on security measures put themselves at risk of exposing proprietary information to the public. As businesses navigate the new working environment in post-pandemic times, they should closely look at the systems and policies in place regarding handling sensitive employee records.

Think about how many confidential employee files your HR department processes. Each employee on your staff can have hundreds of paper files with personal information ranging from their address, medical information, payroll data, CVs, and application forms, to tax information. Now think about how many of your employees work remotely or in a flexible-hybrid scenario. When working in the office, security issues are mitigated by physical control of employee records, firewalls on electronic devices, secured networks, document shredding, and locked filing cabinets. Although you may have secure digital workflows in place when your team is in the office, managing sensitive employee files when working offsite can often lead to unintentional mishandling of data. Next time you are working remotely, take a moment to look at your personal email or shuffle through the papers on your desk. Did you come across a printout of an employee’s job application, or did you forward a work email to your individual account so you could print it from your home printer? If so, you may have inadvertently set your company up for a data breach and severe adverse consequences.

5 Ways an Electronic Employee Filing System Can Keep Your Records Safe
Ensuring employee files are secure, organized, and accessible is critical to keeping HR running smoothly no matter where your employees work. Let’s explore some of the features and benefits of upgrading your current document management strategy to maintain compliance and keep your employee records private.

Share Files with Staff without Printing
Use encrypted document links to share documents with staff or auditors. Select the document(s) you would like to share, and you can copy and paste an encrypted link to those files in an email or elsewhere. A nice feature is the ability to include an expiration date for the access link so your team can limit the access window for the documents they are sending out. Encrypted links are also an excellent solution for getting requested records from a staff member’s folder out to them electronically or as an alternative to giving auditors limited access to specific files in the system.

Online File Storage
Electronic documents can be brought into the system via drag-and-drop drive, saved to DynaFile directly out of the application you’re working on, or “virtually printed” into an employee’s digital folder. Utilizing a cloud document management system provides secure, instant access to your staff files regardless of where your admin or HR team is located. A simple Index Search returns an employee’s electronic file with just a couple of clicks.

Remote Automated Electronic Onboarding
New hires can review, fill out and legally sign all their onboarding documents online before their first day. Once completed, all onboarding paperwork is automatically filed in the new employee’s folder. Forms filled out and signed through DocuSign, iCIMS, signNow, JotForm, PandaDoc, and Adobe Sign can also be automatically published in the employee’s folder once completed.

Worry-Free Compliance Toolkit
Another critical benefit is stress-free HR audit preparation. In a fly-by-the-seat-of-your-pants mentality, policies change at a moment’s notice and need to be sent to every employee quickly. Custom audit reports ensure your employee folders are updated with all required documents, so your team is always prepared for an audit. When the time comes to make your files available to the auditor, give them limited access to just the requested files so they no longer have to go into the office.

Controlled Access
Segmented access rules let you keep one comprehensive file per employee without sacrificing compliance. Assign your team members access to only the staff folders and types of documents that they should have the authorization to view. When they log in, records they don’t have access to will be completely hidden from them. For example, you can limit access to specific sections of employee files like Medical or Benefits that contain Protected Health Information (PHI). Access Rules can be controlled on a per-user basis or for an entire group of users. This makes giving Payroll staff limited access to just payroll documents, an effortless task. 

Redefine Employee File Management
The post-pandemic workforce has become used to remote work, and it has proven to be a success in many instances. It is vital to review your document management processes and ensure your employees know the guidelines that are in place to protect the team’s privacy. Policies need to be updated and training given to all employees in the best practices of handling sensitive information when working from home. Implementing an electronic employee file management system means your team will spend less time filing and set up a winning environment for easier audits, smoother onboarding, and controllable access. 

Learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. Contact our team today for more information about paperless HR employee file management!

In the Era of the Great Resignation, Onboarding Automation can be a Key Strategy for Building an Engaged Workforce.

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With Electronic Employee Filing Tools, HR is Better Prepared to Fill the Growing Demand for New Hires.

Thrive amidst the Great Resignation with DynaFile's Electronic Employee Filing. Optimize onboarding in this digital age, ensuring an engaged & inspired workforce. Witness HR transformation. Book a demo now!

The Great Resignation
It has been almost a year since Anthony Klotz, a psychologist, and professor of business administration at Texas A&M University, coined the now-famous phrase when he said, “the great resignation is coming.” His prediction still holds up based on government statistics, with a U.S. quit rate of at least 4 million people leaving their jobs each month since July 2021. Likewise, the numbers go the other way, with a staggeringly high rate of new hires in every major industry. Given these figures, it is time for organizations to move from a reactive state of pandemic survival to a new proactive phase where strategies are put in place to plan for growth. Therefore, companies must lean on HR to find ways to innovate and maintain their ability to attract and retain the right talent.

Empower HR and Adapt to the Future of Work
There is no doubt that HR serves one of the most critical functions in a corporation. They are responsible for employees’ performance, productivity, and efficiency, but more than ever, they need to be the driver to keep the workforce engaged and inspired. In this new era of onsite, remote- and hybrid work environments, they must determine how people can function at their best. In addition, there is a higher awareness of what challenges employees face both inside and outside of work and how to provide extra mental and physical health support to battle the workforce fatigue. Investing in a digital transformation and implementing an electronic filing solution to streamline processes such as onboarding new employees can give HR time to focus on the people who make businesses succeed.

Let’s dive into some of the features of a digital document management system that can add efficiency to your team.

Automated Onboarding Integrations
Streamline onboarding workflows with seamless Integrations.
As companies experience a shift in their workforce, HR can get bogged down with the admin work involved in onboarding a flood of new hires. Implement an electronic employee onboarding solution that gives you the tools to complete the onboarding process remotely. Go digital with online forms from trusted sources such as DocuSign and iCIMS automatically create new hires’ folders. Such systems make it easy for new employees to complete their forms online and all documents are automatically added to their employee records once finished. Powerful integrations sync with your HRIS and streamline personnel record management across the entire employee lifecycle to save time and improve compliance. 

Seamless Integrations & Electronic Signatures
Replace paper forms and contracts with digital versions that can be completed and signed online.
A good document management solution is ready for the challenges of managing employee files in today’s hybrid and distributed workforce. With a quickened pace of changing policies, they often must get written and approved in days, not months. A complete solution will use electronic signatures for internal approval processes or get documents filled out and legally signed without paper forms. If that same system can play well with others and includes integrations with DocuSign, signNow, JotForm, PandaDoc, and Adobe Sign, you can securely send documents to be signed online. Whether used for an internal approval process, onboarding new employees, or getting signed contracts, e-signature integration can help streamline your business process.

Scanning Automation
Automate Administrative Processes with Electronic Employee Filing
Paper filing systems can cause your Human Resources department a great deal of frustration. With all of that paperwork floating around, it becomes easy for documents to get misfiled, lost, or generally inaccessible. Scan-to-cloud document management systems have powerful scanning automation tools built right in. They can include automation tools like barcode recognition that let you spend significantly less time converting paper employee files to electronic format. Another good feature is Batch scanning tools that make it easy to scan in a stack of paper and easily file it away in the correct place from your computer screen. 

Cloud Collaboration
Cloud file storage lets you access and manage employee documents securely from anywhere.
Another successful strategy to keep up with today’s environment ensures that HR can get to shared digital versions of necessary documents anywhere. In a fast-paced workplace, you need to find employee records with a click so you can move on to more significant tasks. Effective systems index documents with metadata properties to be filed automatically and retrieved quickly. The metadata also allows you to run reports on-the-fly across your entire online filing cabinet at once. You can keep track of required and expiring documents in staff folders automatically, so there is never a scramble in the event of an audit. It’s a huge plus and compliance booter if there is segmented access, so permissions can be set for individual users or groups of users and applied to specific types of documents. You can give auditors access to specific documents while eliminating file requests from payroll, location partners, and department managers and they can view them remotely from the cloud.

Discover Industry-Leading Electronic Employee Filing & Welcome in the Great Retention
A paperless, cloud-based HR employee file management system could offer your organization many vital benefits and quickly become HRs best friend. Automating your document management solution gives time back to your team to focus on strategic initiatives and drive business goals forward. 

Learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. Contact our team today for more information about paperless HR employee file management!

Top Benefits of Digitzing HR Employee Filing in 2022

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Transform your employee filing strategy with a cloud document management system to streamline processes, cut time, and save costs.

As 2022 unfolds, consider the transformative power of digitizing HR employee files with DynaFile. Boost efficiency, enhance productivity, streamline processes, reduce paper waste, and ensure compliance. Dive into the digital age, minimize hassle, and supercharge HR operations. Discover why leading HR experts trust DynaFile. Get started today!

Top Benefits of Digitizing HR Employee Filing in 2022
Looking to streamline processes, maximize efficiency, and increase productivity? It’s no secret that employees work more productively when they aren’t weighed down by old-fashioned paper files and can find what they need immediately. As 2022 grows closer, many organizations are looking to improve processes for the coming year. One of the most significant areas to consider is your document management strategy. The following are some of the top benefits of making the digital transformation in the New Year.

Maximizing Efficiency
One way to maximize efficiency is by eliminating unnecessary steps that waste time. With many HR professionals working from home, timely access to your files is a real issue. By digitizing all employee records into one location, employees can securely access those files from anywhere with internet access, helping streamline processes and increase productivity without compromising compliance. 

DynaFile’s indexed filing solution allows you to store your documents in a secure cloud for instant access from anywhere, at any time. Instead of just dropping files in a folder and hoping you can find them later, every single document is indexed. That means you can effortlessly search to find it 2 or 10 years down the line. You can scan, upload, and retrieve documents quickly in batches instead of going one by one. And, best of all, HR can determine precisely how things are labeled and organized, making it a quick and easy transition to a new system. 

Increasing Productivity
Good HR cloud storage software should make your work life run smoothly by giving you the tools you need to support the HR department and the entire company. A paper-based employee file can be nearly impossible to keep organized. An extensive employee count, rapid growth, or high turnover only make it more difficult.  

DynaFile’s secure, cloud-based platform gives you instant access to essential documents and saves hours weekly, allowing you to give more time back to your team while increasing productivity. Powerful integrations will enable you to seamlessly connect to HRIS/HRMS solutions like ADP, Ceridian, Kronos, Oracle, Paychex, Paylocity, PeopleSoft, SAP, UltiPro, and Workday.

Streamlining Processes
HR employee filing can be a significant pain point for businesses. What happens when there’s a new hire or an employee resigns? Without an efficient HR file management system, you could spend hours searching through paper files and manually inputting data into HRIS systems. 

Implement an electronic employee onboarding solution that gives you the tools to complete the onboarding process remotely. Go digital with online forms from trusted sources such as DocuSign and iCIMS that automatically create new hires’ folders inside DynaFile. From there, your team can easily add documents to staff folders. Streamline document management across the entire employee lifecycle to save time and improve compliance long term. 

Minimize Paper Use
Dealing with paper documents is a hassle. It’s not just that they’re heavy and bulky; it’s also more challenging to access them than electronically stored files. A single employee or hiring manager can end up with a lengthy paper trail including hundreds or thousands of pages. 

Scan-to-cloud document management systems have powerful scanning automation tools built right in. These allow you to digitize and file entire employee folders with one scan. Batch scanning tools make it easy to scan in a stack of paper and easily file it away in the correct place from your computer screen. 

Avoiding Compliance Issues
Keeping employee records up-to-date and compliant can be highly tedious, and the HR team is responsible for ensuring employee files are up-to-date and managed with compliance. When an auditor inevitably requests to check on your files, HR must know their files are current with all required information. 

The right document management solution lets you quickly see if staff folders are current with required documentation, making audits seamless and hassle-free. Reports keep track of required and expiring documents in staff folders automatically, so there is never a scramble in the event of an audit. Files are indexed and highly organized so that you can control access to sensitive types of documents like I-9’s, medical, vaccination status, and other confidential records. You can give auditors access to specific documents while eliminating file requests from payroll, location partners, and department managers, and they can view them remotely from the cloud.

Make the Digital Transformation in 2022
A paperless, cloud-based HR employee file management system could offer your organization many key benefits in the New Year. Automating your document management solution gives time back to your team to focus on strategic initiatives and drive business goals forward. 

Learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. Contact our team today for more information about paperless HR employee file management!