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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. 

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. 

Is Your HR File Management Strategy Ready for 2020?

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

Elevate your HR processes with an optimized file management strategy for 2020. Ensure compliant cloud storage, seamless audits, and fast paperless transitions with DynaFile. Equip your HR team for the new decade's challenges. Discover two decades of trusted solutions. Reach out to learn more!

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

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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

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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.