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HR Uses Scan to Cloud Filing System for a Shortcut to Electric Files

December 5, 2017 by Andrew Roberts

Starting with electronic employee files and paperless onboarding this January is simple. Here’s how HR can get there fast with a scan to cloud filing system.

Accelerate your HR's transition to a digital workspace this January! Embrace the power of DynaFile's scan-to-cloud filing system for rapid electronic file conversion. Eliminate paper influx with electronic onboarding and streamline HR processes. Dive into a more efficient, organized, and paper-free HR environment in just 30 days. Request a free demo today and transform your HR operations!

Switching away from paper forms and files to a more digital office environment can happen quicker than you might think. Many times, HR teams can go paperless in 30 days or less with a scan to cloud filing system.

Here’s how your Human Resources department can start paperless this January with scan to cloud filing.

Scanning Automation

Scan-to-cloud filing systems are a unique type of electronic filing solution. These solutions include scanning automation tools designed to work directly with the filing system for a shortcut to electronic files.

Barcode Sheets can be used to convert and file an entire folder for an employee at once.

Going forward, Batch Processing makes it easy to add paper to different staff folders in bulk.

If you have a lot of paper already piled up or don’t have the bandwidth to do your scanning project in-house, you can also use a scanning company to convert all of your initial paper files for you.

Electronic Onboarding

Once you’ve eliminated most of the current paper in the office, it’s time to think about reducing the production of that paper in the first place.

A lot of times, Human Resources professionals find that much of the paper coming across their desk is created in the onboarding process.

These days, pen-and-paper processes like onboarding can be replaced with online forms, esignatures, and automated workflows. The same methods can be used for other common forms, too, like policy acknowledgements, performance appraisals, and more.

Going Paperless in 30 Days

Interested in starting HR paperless in January? DynaFile’s scan to cloud filing solution makes it easy to switch to electronic.

Use scanning automation tools for a shortcut to electronic files or use our conversion partner to do the scanning for you.

Going forward, paperless workflows replace clumsy paper processes like onboarding, file audits are automated, and compliant file management is easier than ever.

How Water-Tight is HR’s Disaster Recovery Plan?

September 19, 2017 by Andrew Roberts

In the wake of hurricanes Harvey and Irma, Human Resource departments review Disaster Recovery Plans and consider electronic employee files.

As natural disasters challenge traditional HR practices, find out why paper files are a vulnerability. Learn how cloud-based electronic employee files fortify HR's defense against calamities. Experience robust security, real-time backups, and quick fail-over times with DynaFile. Secure, streamline, and safeguard your HR files today. Request a demo!

In the wake of Hurricanes Harvey and Irma, companies are taking a closer look at their file management processes. The Human Resources office is one spot where a natural disaster can cause serious damage. It’s critical for HR to have a strong disaster recovery plan in place as it seems that these days, we should expect the unexpected.

The Challenge of Paper Files

Paper files can be a real headache to manage. They are easily misfiled, misplaced, crumpled or lost – it is just so easy for filing cabinets to become disorganized. For these reasons, many companies are moving to electronic employee files.

Going paperless with your employee files also provides another huge benefit: Built-In Disaster Recover.

Electronic Files Ease The Pain

Electronic employee files provide a HR with a step up from traditional paper filing cabinets. With electronic files, employee documentation from various folders can be consolidated into one comprehensive system. This eliminates the problem of Record Silos while improving compliance. Simply use Access Rules to control what types of documents different users can see in the system.

With all of your employee files consolidated in one system, managing documents becomes extremely easy. Instantly retrieve documents from anywhere, keep track of expiring and renewable documents in employee folders, give auditors remote access to the files they request, and much more.

Best of all, with electronic employee files, disaster recovery is a breeze. Many times, a disaster recovery plan for your employee files is automatically built-in to your electronic filing system.

Most Resilient HR Filing Systems

When disaster protection and recovery is important to your team, you’ll want to consider a cloud filing system. When your employee files are stored in the cloud, they are no longer physically stored at your office location. This way, no matter what happens at your office, your files are always safe in the cloud.

There are different levels of cloud security and disaster recovery. The most resilient systems to look for will include features like these:

Automatic Backups

You’ll want to make sure that your cloud filing system is automatically backing up your data and documents in case the cloud were to ever go down.

Continuous Data Protection (CDP)

Automatic Backups can happen at various times. Look for a system that practices Continuous Data Protection (CDP) methodology. This means that whenever documents or data are added to the system, a backup of that is automatically created and saved in real-time.

Redundant Backups

Cloud systems can be backed up at various stages. Look for a cloud system that backs up every level of their infrastructure – from the database to the data center.

Fail Over Time

Just in case the cloud goes down, you’ll want to be sure that you can still access all of your files when you need them. Look for systems with quick fail-over time so that you can access your backups as quickly as possible.

Moving To The Cloud In 30 Days

If you need a safer way to store employee files, give us a call today at DynaFile. Our cloud filing system gives HR the assurance they need that employee files are safe. DynaFile’s disaster recovery plan is HIPAA, HITECH and Privacy Shield certified so your files are always stored securely, yet easily accessible when needed.

Best of all, DynaFile has built-in scanning automation tools so you can take a shortcut to electronic employee files. Interested in making the switch? Contact us for a free demo.

Companies Look to Paperless HR Solutions for Improved Employee File Access

September 12, 2017 by Andrew Roberts

Paperless HR solutions give companies the power of eliminating record silos to consolidate files while improving compliance.

Boost your HR's efficiency with DynaFile's paperless solution. Secure cloud storage ensures instant file retrieval, enhanced compliance, and streamlined onboarding. Transition from paper to digital effortlessly. Book a free demo now.

Has accessing employee files become a challenge at your organization? It’s a problem that is all too common for Human Resources professionals. The speed at which paper files can go from tidy to a disorganized mess is astounding.

Many companies are now moving to a paperless HR solution to help manage critical employee information. Here are some of the reasons why:

Instant File Retrieval

With a paperless HR solution, your employee files are securely stored in the cloud. Team members from different offices can access the files they need instantly without the lag time usually associated with retrieving documents.

Since your files no longer need to be physically stored at the office, disaster recover is also one less thing your team has to worry about. Your documents are automatically backed up to ensure they are available to your team at all times.

Easier Document Management

Maintaining compliance can be tricky when managing employee files on paper. Any documentation considered private or sensitive needs to be stored in a separate folder to ensure only authorized staff can see it.

One of the best parts about a paperless HR solution is that you can consolidate your employee files while actually improving compliance. With electronic employee files, you can consolidate documents from different sensitive folders like Medical, Benefits and I-9 into the same filing system. Simply use access rules to ensure HR, Payroll, Leadership and Managers can only see the types of documents they are authorized to see. Everything else in the system is completely hidden to them to maintain compliance.

Electronic employee files also give your team the advantage of utilizing automated reports for things like file audits. A file audit report, for example, can show your team exactly which files are missing or expired in staff members folders. That way, when audit time arrives, you can be sure all folders are up-to-date with the required documentation. You can even make the files the auditor is requesting securely available to them online so they don’t have to come into the office to do their audit.

Electronic Forms & Onboarding

If you’re storing and managing your employee files electronically, why continue to use paper forms? Paperless HR solutions make it easy to get forms completed and signed online.

Due to the high volume of forms, the onboarding process is the most common place to start. HR can create templates for all their forms, design the routing and workflow that goes along with the signing process, and have everything filled out and signed online. Once finished, completed forms are automatically filed in the employee’s digital folder.

Although onboarding is the most popular scenario, you can use the process above for just about any type of documentation that typically gets filled out and signed through HR. Once your team is comfortable using it for onboarding, you can always expand to policy acknowledgements, PTO request forms, performance appraisals – the options are limitless!

Getting Started

If you’re interested in moving to electronic employee files, give us a call today at DynaFile. Our paperless HR solution has been helping organizations operate more efficiently for over 15 years. Change your existing paper into electronic employee files fast, replace pen-and-paper processes with online forms and esignatures, and manage all of your HR documents easier going forward. Contact us for a free demo below!

HR Can Now Scan to the Cloud for a Shortcut to Electronic Employee Files

September 6, 2017 by Andrew Roberts

Scan-to-cloud filing systems are helping HR move to electronic employee files fast!

Transform HR with DynaFile's scan-to-cloud solutions. Achieve paperless, organized, and compliant employee files in just 30 days! Optimize processes, eliminate paper tasks, and ensure always-ready files. Schedule a free demo.

It’s only a matter of time until paper employee files become unmanageable. It seems that no matter how hard the Human Resources team tries to keep folders organized and up-to-date, there is always a missing form or expired document that can get the company in hot water when an audit rolls around.

For an easier way to manage employee files, many HR departments are switching to electronic employee files; the most popular solution being a cloud filing system. These allow your HR, Payroll and leadership teams to securely access and manage the documents they need from anywhere, at any time.

One of the quickest way to make the transition from paper to electronic files is with a scan-to-cloud system. These unique solutions include scanning automation features that are designed work directly with the cloud filing system.

With a practical scan-to-cloud filing solution, your HR department could be paperless in 30 days!

Accelerated Scanning

Think for a second about the standard scanning process: It’s slow, has many repetitive steps, and is highly prone to user error when naming and creating so many files and folders. A scan-to-cloud filing solution removes these roadblocks to give your HR team a shortcut to electronic employee files.

Scanning automation tools like Barcode Recognition and Batch Processing allow your team to convert an entire employee’s folder at once. No need to individually name each document or create any folders – the system will take care of that for you!

Want to add more documents to the folder later? No problem. Simply scan paper or drag-and-drop digital documents directly into the employee’s folder from anywhere.

Conversion Partners

Have a big project or just not looking forward to scanning your files in-house? Scan-to-cloud solutions make it easy to team up with a conversion partner to do the scanning for you. Once the project is completed, your HR team gets all the benefits of electronic employee files going forward without having to do any of the back-scanning.

Huge Benefits

Companies that move their HR department to a cloud filing system receive incredible benefits. Here are some of the ongoing advantages of scanning employee files to the cloud:

No More Lost Files
All files are highly organized by employee name, ID, status, department, etc.
Instant Document Retrieval
Secure access from anywhere, at any time.
Paperless Onboarding and Other Forms
Onboarding, policy and other forms can be completed, signed and filed online.
File Audit Reports
Ensures all folders are up-to-date with required documents.
Compliant Consolidation
Eliminate record silos while maintaining compliance.

Getting There in 30 Days

If you’re ready to ditch the paper, give us a call at DynaFile. Our unique scan-to-cloud filing solution has been helping HR departments go paperless for over 15 years. Powerful scanning automation tools and experienced conversion partners make the transition fast.

From there, redundant pen-and-paper tasks are replaced with reusable workflows for forms and other processes. Best of all, your HR team will always be sure files are up-to-date, in full compliance, and ready to be accessed when needed. Contact us for a free demo below!

Cloud Document Management System Saves Staff Time and Frustration

May 17, 2017 by Andrew Roberts

Organizations are increasingly turning to cloud document management systems to help staff handle files easier from anywhere.

Boost efficiency with DynaFile's cloud document management system. Replace cumbersome paper files with a secure, organized electronic system. Offering scan-to-cloud features, instant file access, e-signatures, and automated workflows, DynaFile ensures streamlined operations and satisfied employees. Explore the future of document management – contact us for a tailored solution!

With physical storage of documents in the workplace, worker productivity is lost due to dealing with poorly organized documents and records. With a user-friendly cloud document management system, productivity increases and employees experience improved job satisfaction. For these reasons and many more, companies are finding that an effective cloud document management system is critical for any area of business.

What is cloud document management?

Document management software replaces your paper filing cabinets with a more secure, highly organized, electronic filing system. By choosing a “cloud” document management system, your teams can securely access the files they need instantly, from anywhere. This can eliminate paper files, bulky filing cabinets, time wasted searching for documents, and redundant copies of documents.

What are the benefits of moving to the cloud?

A cloud document management system can bring big benefits to your office. By removing the need to perform many redundant tasks around filing and retrieving documents, your teams can save significant time and money by moving to the cloud. Some benefits include:

Secure, instant access to files from anywhere, at any time
The ability to securely share electronic files online
Report on files to ensure required and time-sensitive documents are up-to-date
Drag-and-drop documents directly into the system from your computer
Online forms, esignatures and workflows to replace pen-and-paper processes
Scan documents directly to the system with scan-to-cloud features

What is the easiest way to start?

If you’re currently using paper filing cabinets, but you want to move to a cloud document management system, look for scan-to-cloud solutions. Some document management software includes “scan-to-cloud” or “scanning automation” features. These scanning features are designed to work directly with the document management system.

You can use these scanning features to automate the conversion of entire paper file folders to electronic format. These tools are also extremely helpful for getting paper into the system going forward. If you have a stack of paper on your desk that needs to get filed away electronically, you can take advantage of certain scanning tools to get those files into the system quickly and easily.

Learn More

DynaFile has been helping companies go paperless to recognize a higher level of efficiency for over 15 years. Our scan-to-cloud document management system provides a simple way to move from paper files to an electronic filing system. Scanning automation tools allow you to take an entire department paperless quickly and easily.

From there, your teams can securely access files from anywhere at any time. Replace pen-and-paper processes with online forms, electronic signatures and digital workflows. Best of all, your teams can always be sure all folders are up-to-date with required documentation through automated file audit reports. Contact us a call today to see if DynaFile would be a good fit for your office!

Scan to Cloud Technology: Why Sooner is Better than Later

March 22, 2017 by Andrew Roberts

Scan to the cloud now to save your business time and money down the line.

Avoid costly pitfalls by embracing scan to cloud technology now! Witness how an outdated paper-based system in the construction industry resulted in massive expenses and challenges. Stay ahead with DynaFile's scan to cloud solutions. Streamline data accessibility, ensure compliance, and protect vital business information. Dive into the future of document management by contacting DynaFile today!

Scan to cloud technology has evolved along with the advancements in the cloud itself and continues as a benefit to small business and big industries. Let me share a story with you about how it is beneficial to make this move sooner rather than later.

Many years ago, I worked for a construction firm that drilled water wells for both consumers and businesses. It was a family owned and ran business that the owner had inherited from his father and that he would in-turn pass to his brother-in-law or son-in-law, who had both worked for him since they were teenagers for over three decades.

State Required Reporting

When a company drills a water well, they must turn in what is commonly referred to as a well log in the industry, or more precisely, the State calls it a Well Completion Report, or WCR for short. This document contains all the vital information about the well itself, the exact location shown on a hand-drawn map (today they use GPS coordinates), depth of the well, construction information and other legally required data like the materials used and depth of the well seal.

After more than fifty years in the industry, the number of these confidential documents, completed on paper and filed in a locked room, filled a 12′ x 12′ space from floor to ceiling in storage boxes. Even though I begged the owner to upgrade his office systems, especially those paper-based processes, to something closer to the 20th (or even 21st) century, he and his family insisted on their old school strategy, citing things like power outages as a detriment to using today’s modern technology.

Legal Issues

Here’s where the story gets interesting. In order to sell or transfer the business into another name, the State is requiring all these reports be available in a digital, scanned format. Obviously I am no longer employed there, but upon my departure, they had barely begun to scratch the surface of this arduous task by outsourcing this mountain of work to a third-party and had already spent tens of thousands of dollars on this time-consuming endeavor.

This is just one of the many reasons to make the switch to electronic files using a scan to cloud filing system. Start storing this valuable information online in the cloud. For more information on scan to cloud filing, contact DynaFile today.

– A guest post by D.J. Sartell

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