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Updates to Employee Record System Save HR Time

December 3, 2019 by Andrew Roberts

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.

Is Your HR File Management Strategy Ready for 2020?

October 22, 2019 by Andrew Roberts

Iron out your HR file management strategy now to start fresh in 2020. Your team will thank you!

Now is a good time to start thinking about your employee files. Are documents easy to find when you are audited? Can teams access the files they need from different locations? Is paper still slowing down your current process? Time to get your HR file management strategy ready for 2020.

Compliant Cloud

Not all ‘document clouds’ are created equal. Many are simply a storage place that can become a ‘virtual junk drawer’ instead of an organized, useful system. This can cause compliance issues down the line.

HR document management software is the solution. These systems allow you to consolidate employee documentation in one compliant cloud. Files are indexed and highly organized so you can control access to sensitive types of documents like I-9’s, Medical, and other Confidential records.

Audits now become seamless. Reports keep track of required and expiring documents in staff folders automatically so there is never a scramble in the event of an audit. You can give auditors access to just the files they need to see while eliminating file requests from payroll, location partners, and department managers.

Paperless Shortcuts

If you’re still dealing with paper, a scan-to-cloud document management system can help. HR can digitize existing files fast and easily manage future paper. These filing solutions make going paperless easier by skipping many of the steps in the scanning process.

In order to eliminate paper from the start, your onboarding forms can be completed online, too. Replace a slow signature process with forms in the cloud. Once finished, all signed forms are filed in the new hire’s folder – and labeled – automatically. That means that your audit reports, access rules, and retention schedules start working for you immediately.

Start Fresh In 2020

If you’re looking for a better way to manage employee files, DynaFile can help. Most HR teams are up and running in under 30 days so you can start fresh in 2020. With a shortcut to paperless and lasting compliance advantages, DynaFile is has been helping organizations streamline the HR department for over 20 years. Contact us today to learn more.

Scan to Cloud Filing Give HR a Shortcut to Digital When Paper Piles Up

March 19, 2019 by Andrew Roberts

A quick switch to digital and lasting ROI are important when taking HR paperless. Here’s how scan to cloud filing systems provide a powerful paperless HR solution.

Boost HR efficiency with scan to cloud filing solutions. DynaFile's innovative technology provides shortcuts for a paperless transition, making HR document management hassle-free. Enjoy seamless digital integration and stay effortlessly paperless. Experience the revolution in HR documentation; see what DynaFile can do for you – book a demo now!

If your Human Resources team is still managing employee files the old fashioned way, you’ve probably considered going paperless. Digitizing personnel folders brings lasting advantages that streamline HR document management long-term.

A fast and quality-approved process for employee file conversion is critical to ensure a seamless transition. Just as important, though, is providing an efficient HR file management system for after scanning is completed.

Here’s where a scan to cloud filing system for HR shines by providing a shortcut to digital, along with many time-saving paperless solutions that last.

Go Paperless Fast

Scan to cloud filing systems are unique in that they include shortcuts to paperless for your HR team. DynaFile, for example, provides unique scanning automation tools to digitize entire employee folders at once, as well as easily handle future paper coming in. This reduces the time required for scanning and filing dramatically.

The beauty of a system like this is that it allows you to skip many of the steps in the typical conversion process by scanning directly to the cloud. This makes digitizing personnel folders in-house a breeze for HR, temps, or interns; but also gives you the option to outsource the scanning if you like.

Manage Files Easier

There should be a long-term strategy in place for when scanning employee records is finished as well. Simplifying compliance and building in efficiencies to save your teams time are what make taking HR paperless a big win.

The ability to centralize employee files in one secure place makes HR document management so much easier. Now you can eliminate record silos to give teams access to the specific files they need, simplify your audit process, and streamline all of your form workflows.

Stay Paperless

A big challenge with going paperless is actually staying paperless. Scan to cloud filing systems include shortcuts to batch in paper or digital documents alike as time goes on – so there’s never a need to print.

Some solutions, like DynaFile, can even tie in to your existing systems to automatically file forms after completion. This can save time across the entire HR team by streamlining the onboarding process, as well as workflows for post-hire forms.

Paperless In 30 Days

DynaFile is a scan to cloud filing system designed for Human Resources professionals. With over 18 years of delivering document management solutions that boost efficiency and cut costs, DynaFile is your paperless pro.

Most HR departments can be start paperless in 30 days or less. Want to see if DynaFile is a good fit for your team? Contact us today to see a demo!

Best Document Management Software of 2019 Updates HR for Big Benefits

January 8, 2019 by Andrew Roberts

In 2019, the best document management software focuses on teams that deal with the most files. Think of HR for one of the best document management upgrades in 2019.

Discover 2019's top document management software tailored for HR. Centralize documents, simplify compliance, and transition smoothly to a paperless environment with DynaFile. Elevate your HR operations, improve productivity, and reduce costs. Experience modern HR file management. Schedule a DynaFile demo today!

As January ramps up, a lot of organizations are looking to improve processes for the coming year. One of the biggest areas to consider is the filing or document management process.

But what exactly should professionals look for in the best document management software? 2019 is here and so is an ever-growing paperless trend. It’s a good idea to start with areas of business that deal with the highest volume of paperwork first.

Here’s why you should think of the Human Resources team for one of the best document management upgrades in 2019.

Centralized Document Management

These days, it is common practice for organizations to have remote staff and teams dispersed across many locations. This tends to make document management difficult for HR as files can inevitably become silo’d in different places.

For HR, the best document management software of 2019 will allow for centralized access to files. Cloud solutions ensure files are instantly available across different teams, making record requests faster than ever before.

Simplified Record Compliance

When files are on paper or spread out across different systems, maintaining compliant employee records can be a huge challenge. The best HR document management solutions in 2019 will make compliance easier for everyone involved.

Long-gone are the days of manually tracking required, expiring, and renewable documentation in staff folders. Today’s document management systems can automate your folder checklists to show you exactly what files are missing, coming up for renewal, or expiring soon. In a similar way, you can automate your retention rules to digitally shred documents once they’ve reached their term limit. This can save compliance and credentialing teams a ton of time.

With files centralized in the cloud, you can easily lock down access to sensitive types of files, as well as define group-level access for roles like Payroll, Benefits, or Legal. This cuts back on internal file requests significantly, while still giving you the option to make specific requested files available to an auditor or an attorney remotely.

Long-Term Paperless Answers

Many groups are still working with paper files and the Human Resources department is no exception. If you’re coming from a paper environment in 2019, the best document management software could be a scan-to-cloud solution.

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 single scan. Going forward, 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.

To eliminate paper from the very beginning, look for a document management solution that includes online forms and e-signatures. This allows for onboarding and other forms to be templated online to be used time and time again. Staff can review, complete, and legally sign forms from the cloud without any paper generation. Once finished, their forms are automatically filed in the correct location in the employee’s digital folder.

Upgrade In Under 30 Days

Considering filing options for this year? DynaFile is one of 2019’s best document management systems for HR. For over 18 years, DynaFile has been helping organizations eliminate paper, increase productivity, and cut costs.

DynaFile is a scan-to-cloud document management system designed specifically for Human Resources professionals. Contact us today for more information or a demo to see how DynaFile can give time back to your team.

HR Forms are Online to Simplify Employee Document Management

November 13, 2018 by Andrew Roberts

With HR forms online, employee document management becomes so much easier. Here’s how to streamline your onboarding and other HR forms in the cloud.

Transform your HR processes by moving forms online. With centralized document management, streamline onboarding, eliminate paper, and harness digital tools like DocuSign™ and iCIMS™. DynaFile brings instant file access, enhanced compliance, and effortless audits since 2000. Dive into the future of HR – Book a demo to see how!

Paper can be a real nightmare to deal with, but so can PDF’s. Many HR teams are now moving their HR forms online. Employee document management can then easily be centralized for lasting benefits.

Spend less time managing files in the HR department and more time where your attention is needed.

Workflows in the Cloud

If your employees are still completing paper forms or emailing PDF’s, you might consider a smoother process. With DocuSign™ and iCIMS™, for example, you can create templates for your onboarding and other forms. Instead of wasting time assembling packets of forms, your templates can be used over and over again.

Staff can review, complete, and sign their forms online. Once your signature workflow has finished, all employee forms can be automatically filed in their correct tab in DynaFile.

Centralized File Access

Since you now start your HR forms online, employee document management doesn’t take as much time. Cut back on file requests between teams by giving payroll, benefits, and compliance access to just the specific types of documents they need to see.

If auditors need to see forms or files in the system, simply give them access to the specific documents they request. They can view them remotely from the cloud.

Lasting Record Upgrades

Some HR document management software will include powerful ways to simplify long-term record keeping, too. DynaFile, for example, can automate your document checklist to ensure each folder includes all of your required forms and files.

Better yet, you can also keep track of renewable documentation by expiration date and have staff complete their updated form online. When files have reached their retention period, simply run a report to digitally shred your old records.

Get Started in Under Thirty Days

The DynaFile HR document management system has been helping companies operate more efficiently since 2000. Digital signature integration offers streamlined workflows for forms and signatures with automatic filing.

HR teams that are coming from paper employee files can use scan-to-cloud tools to automate filing as you scan in-house. Or use a scanning partner.

The lasting benefits are real with easier audits, instant file access across teams, and no more record silos. Contact us today for a quick call or to see a demo!

HR Files in the Cloud for Smoother Audits, Forms, and Team Access

October 9, 2018 by Andrew Roberts

When HR files in the cloud, employee records become easier to manage. Audits, form processes, and access across teams are all a little smoother.

Unlock the future of HR management with cloud-based employee files. Experience streamlined audits, effortless team access, and automated filing. DynaFile offers an efficient, secure solution tested over 18 years. Upgrade your HR file system for enhanced productivity. Explore our San Diego Zoo Case Study and book a demo now!

Employee files due for an upgrade? You may not realize just how much time your HR team spends managing employee files. Between file requests, audits, and new documentation getting misfiled or silo’d across systems, HR has their hands full.

Moving to employee files to the cloud can save a lot of time in the Human Resources department, but not all filing solutions are created equal. Here are some of the top benefits you should look for.

Smoother Audits

With cloud employee files, your filing system can be backed by a database. That means that you can report on your files way easier than with a manual spreadsheet.

Simply use a report to show you what required documents are missing from staff folders. Run a similar report to check on renewable documentation to make sure everyone’s folder is up to date.

Best of all, when it’s time for an audit, you can do it remotely. Make just the documents your auditor requests available to them securely from your cloud filing system.

Easier Access

The cloud is also essential for centralizing employee file management. In particular, larger organizations and companies with many offices see big benefits from consolidating HR records in the cloud.

Staff can add new documents and review the records they need from anywhere. There’s no longer a need for lengthy file requests or backlogs of folders that need to go back to the file room.

Security controls can be used to limit access to specific sections of files for different roles and teams. This ensures only authorized eyes can see sensitive documentation, making compliance easier.

Automated Filing

One of the biggest time savers of the cloud is reducing paper and automating HR’s filing process. Forms, paper, and entire folders for employees can be filed much faster in the cloud.

Starting forms in the cloud is a great way to streamline onboarding and post-hire signature workflows. Once staff have completed their forms, they are automatically filed in their folder with all of your access rules and reports applied. No paper needed.

If you’re coming from paper files, a scan-to-cloud solution like DynaFile can give you a shortcut to digital. Barcodes help automate filing while you scan to convert entire folders at once. Working with paper moving forward is also easier with batch scanning where you can file right on your screen.

Upgrade Today

Ready for an upgrade? Contact us for a 10 minute call to learn more or get setup for a demo.

With DynaFile, your HR team can be managing employee files easier from the cloud in less than 30 days. Our solution has been helping organizations save time and cut costs for over 18 years.

Grab our San Diego Zoo Case Study for a closer look at paperless HR forms and files with DynaFile.

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