Cloud Storage

Managing HR files on paper can be tricky. Because of this, many companies have started to move towards electronic personnel files. However, it is very common for a paperless project to be put on hold or stalled midway due to a variety of reasons. For these companies, HR file management can be a nearly impossible task. When employee information is spread across various HR, Payroll and home-grown systems; files are all of a sudden stored in a mix of filing cabinet folders, computer desktops and email inboxes. With all of this important information stored in various silos, it’s no wonder HR has a hard time managing personnel files. Here’s how to break the HR record silos.

Finding an HR file management solution

The key to breaking down record silos and improving HR file management lies in choosing an appropriate solution. There are many, many file management options on the market, but some will work better for Human Resources than others. When looking at different HR file management solutions, it is important to consider their ease of:

• Converting existing paper files
• Managing miscellaneous paper on an ongoing basis
• Adding electronic documents to an employee’s folder
• Document retrieval
• Access from different office locations
• Connecting with your existing systems
• Replacing paper workflows with electronic ones
• Keeping track of files

Although these are just some of the factors to consider when choosing an HR file management solution, they are at the top of the list regarding importance for most organizations. It may be useful to compile your own list specific to your teams needs to aid in your search as well.

The cornerstone of HR information

It is important to remember that your HR file system really is the central location for your HR related information. When browsing different solutions, ensure that your system of choice allows your team to add information from existing systems, emails, computer files and paper documents from all of your office locations. You should have the ability to:

• Automatically file completed new-hire documents from your Onboarding system
• Add tax and pay information from your Payroll system
• Sync with your HRIS for status and name change updates
• Drag-and-drop electronic documents directly into an employee’s folder
• Add paper documents to an employee’s folder

This allows your team to quickly and easily add information to an employee’s electronic file from any system, from any location, at any time. Just imagine how quickly you can consolidate all of that information and break down your record silos when all of your documents have a central storage area.

Keeping your files organized and HR streamlined

Once your HR file system is in place, it’s time to think about automation and integration. Many times you can replace your pen-and-paper workflows with electronic ones. A great place to start is your onboarding process. If you don’t have an onboarding solution in place already, it may be worth a look as you can eliminate much of the paper being generated in HR right off the bat. When integrated with your HR file system, completed onboarding forms can be automatically filed in a new hire’s folder once they have filled out and signed everything.

Another important automation feature of HR file management software is the ability to keep track of information in employees’ folders. You can create custom audit reports that will notify you in case an employee is missing documents from their folder. Each week your team can receive an automated email that will tell you which employees are missing a required document from their folder and which employees have a time-sensitive document coming up for renewal. In this way, your HR file system ensures that you’re always prepared for a file audit with complete and up-to-date personnel folders.

Break the HR record silos with DynaFile

DynaFile is a paperless HR solution that helps consolidate employee information and streamline the entire department. Our software has helped companies break down their HR record silos for over 15 years; allowing our customers to cut costs, improve compliance and achieve a higher level of efficiency. With DynaFile you can take your existing paper files digital fast and then easily consolidate employee documentation from anywhere. Integration with popular Onboarding, HRIS, ATS and Payroll solutions gives your team the opportunity to sync systems for reduced redundancy and simplified workflows. At DynaFile, we are your paperless HR experts. Contact us today for more information and a free demo!

Hackers make headlines in America yet again. From recent past attacks on Home Depot, Target, and Sony, to the new breach on Anthem Blue Shield, and Ransomware, they’re getting in and getting information one way or another. They’re going after files, credit card numbers, social security numbers, emails, phone numbers, entire computers, tax records, income reports, and home addresses. With these new threats, having a secure document management solution in place is key for all businesses.

The new type of malware called Ransomware is currently adversely affecting at least one million Americans. From small businesses to government agencies, these hackers are not limiting their sights. The hackers break into company computers via email. They send out an email claiming to be a trusted organization like the DMV or a health company to get people to open the email. They then trick the users into downloading a file, and at that point they’re in. Once they have the files, they hold the computer ransom until they are paid the said amount in the specified window of time they’ve provided. 

“Ransomware is a growing Internet scam that preys on fear. The online shakedown uses sophisticated methods to hold data hostage unless the user pays a fee of up to six hundred dollars. Bruce Snell of McAfee Security offers consumer tips on how to avoid ransomware attacks: Think before you click. If something looks suspicious or too good to be true, it is probably best avoided. Don’t click on unexpected links or attachments in e-mails. If a friend sends an e-mail with an attachment out of the blue, contact that person directly to make sure he actually sent it. A quick phone call or text message asking “Did you send me a file?” will do wonders for keeping you safe,” CNN.

Some companies have lost years worth of files. Eric Young of Tennessee said, “We had 72 hours and, as he tried to find solutions, the cyberthieves were slipping into every company computer — starting with Victim No. 1 and ending in the company’s servers. Our database was encrypted, and we lost everything we had built for 14 years,” NPR.

Security experts also believe that by paying the ransomers are only making the situation worse. However, it is unknown what the hackers will do with the files and information if the owner does not pay up. It’s likely that people who don’t pay the thieves will end up suffering from identity theft down the road. However, for those businesses that have taken the time to store data else where, document retrieval is possible and can save the important files despite losing computers. Experts advise using external hard-drives, a cloud document management solution, and being sure to properly disconnect computers from the hard-drives as good ways to prevent losing information.

Prevention is worth its weight in gold, and experts suggest large companies focus far more efforts on keeping their data secure than they have been. Don’t lose years of important data, documents, and files because you are hacked. Please contact us to get your data in a secure environment before it is too late.

Changing over to a paperless office can be beneficial for both your business and your clients. Attempting to keep hard copies of business records reduces your ability to keep company and customer data controlled and secured – not to mention the looming threat of those files being lost or destroyed. By having an electronic system that can provide secure storage as well as improve operational efficiency through saving time and space, you can create a positive impact on your bottom line. Record management success is achieved by using an indexed filing system that knows exactly how to organize electronic files efficiently. Here are 4 reasons why an indexed filing system is key to keeping your electronic files organized.

Instant Retrieval

Indexed filing systems utilize metadata properties to categorize or classify the documents you store inside. These metadata index values allow documents to be filed automatically and retrieved rapidly. Metadata is often classified as a resource discovery tool. This means it allows resources to be found by searching on related criteria (for example, all documents that have to do with specific Employee or Customer). You can even cross-reference multiple index fields to bring back a more specific result (for example, all I-9 forms for all Active employees).

Better Organization

Indexed filing systems let you stop worrying about how to organize electronic files because your documents are filed in the correct location every time. Since your documents are automatically filed according to their metadata properties, less time is spent worrying about naming conventions and the correct folder to save things in. Trying to locate a document now becomes very quick and easy. It is common to be able to pull up the document(s) you need in about 3 seconds with an indexed system – without ever leaving your desk.

Controlled Access

Now that your documents are indexed, the question changes from, “how to organize electronic files?” to “how to control access to those files?” Indexed filing systems give you the ability to be very granular when controlling access to documents stored inside. Administrators can assign access according to specific index values. For example, you can create a Group for all of your Regional Sales Managers and give them access to just the Performance Review and Time & Attendance sections of employee files – just for Active staff in their Region.

Robust Reporting

Indexed filing systems also allow you to run reports based on various index values. Some systems will even let you create custom reports from your existing business rules. For example, HR departments commonly like to run internal Audit Reports to ensure all employee folders are complete and up-to-date. On a weekly basis, HR can automatically receive an email with an report detailing exactly which employees are missing which required documents from their folders and which employees have training or certification coming up for renewal in the next 30 / 60 / 90 days.  

Keeping track of files can be painful because drawers quickly become disorganized and papers can easily be misfiled or lost. Fortunately, businesses can now go paperless fast by automating the process and getting massive amounts of paper scanned, indexed and stored in a safe and secure electronic system. Increased productivity and more control of time and space are just some of the benefits to your business.

Stop worrying about how to organize electronic files! To make filing and retrieving your documents as quick and simple as possible, please contact us at DynaFile today for more information. Our indexed filing system has been helping companies go paperless and manage their files more efficiently for over 15 years. Contact us for a free demo!