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Cloud Storage

Electronic Employee Files Help Protect Employee Information

March 16, 2017 by Andrew Roberts

It can be a challenge to securely manage staff information. Electronic employee files can help!


Navigate the challenge of securely managing staff data with electronic employee files. Protect private employee information, ensure compliance, and offer restricted access to sensitive data with DynaFile's electronic filing system. Embrace secure, efficient, and user-friendly document management for HR. Contact DynaFile for a smarter approach to employee file management today!

The HR department is responsible for storing and managing information on your staff. Tax information, emergency contact forms, disciplinary actions, performance reviews and more all need to be securely managed in the employee’s folder. It starts to become a challenge when you think about how each employee’s information has to be stored and retrieved by the right employees, at the right time. How can you maintain compliance with regulations like HIPAA and keep your employee files secure, yet accessible to authorized staff?

For businesses of all sizes, keeping employee information secure and accessible is sometimes a costly hassle. When managing documents on paper, it is just too easy for files to be lost or misfiled. What if there’s a file audit and you cannot produce the documents being requested? Not to mention the fact that filing cabinet drawers inevitably get left open, making the files inside available to anyone passing by. 

Private information is most likely to be abused by someone the victim knows. Your employee information is least secure when physically exposed to staff. The location you keep documents often has through traffic and multiple uses. Filing cabinets can often include budgets, employee files, business contact information and more. The best way to secure access to your documents is by using an electronic filing system.

An electronic filing system gives you the ability to customize who sees which documents. This gives you very granular control over ensuring only authorized personnel can see the documents they are supposed to see. For example, you can give Payroll staff the ability to only see payroll documents in employee folders; or give managers access to only performance documents for just their own staff. 

This security offers protection for your employees so that you don’t have to spend nearly as much capital, time, or energy in securing documents on site. With electronic employee files, the documents are stored securely online, with access limited to employees and management who need to use the information. 

Please contact us to learn more about using an electronic filing system like DynaFile to help secure and manage your employee files more efficiently. 

Filed Under: Cloud Storage, Electronic Filing, Record Compliance

Human Resources Online Filing Cabinet Streamlines Employee File Management

March 8, 2017 by Andrew Roberts

An online filing cabinet can help HR departments streamline employee file management.


Revolutionize HR processes with a Human Resources Online Filing Cabinet. Streamline document management, enhance security, and access files on-the-go. Simplify onboarding, reduce paperwork, and ensure data compliance. Dive into a seamless, efficient HR experience with DynaFile. Reach out to us for an advanced HR solution!

Most Human Resources departments have huge amounts of paperwork and many HR professionals spend a lot of time processing personnel documents. An average personnel file contains more than 40 different records. The moment a prospective employee fills out an application for a job at your company; their employee file begins and continues to grow throughout their career. The volume of files and information for each employee can be overwhelming. Storage and management of personnel documents in paper format is no longer a sustainable option for most HR departments.

An online filing cabinet is an excellent system that HR departments can use to go paperless. Online filing cabinets can help HR scan, index and store documents with a much higher level of organization, security and accessibility. Your HR team can access the online filing cabinet from anywhere, at any time to securely access and share files. It allows for the consolidation of files for easier management while maintaining compliance with HIPAA and HITECH regulations.

Paperless HR solutions like an online filing cabinet can really help to streamline everyday tasks. For example, new hires can complete all onboarding paperwork online and then have it automatically saved into their electronic folder. Going forward, HR staff can simply drag-and-drop documents directly into employee’s folders. Some online filing cabinets, like DynaFile, include value-added scanning automation features that provide a shortcut to converting your paper files. When your HR team no longer has to print, copy, scan, fax, file or hunt down physical paper files, it’s incredible how much time and money you can save.

An electronic system like an online filing cabinet can also keep your employee information stored more securely. The documents are stored offsite and are automatically backed up in the event of data loss or disaster. You can add custom document control for specific users to make sure that only authorized individuals view different types of important documents. A bonus feature is you can securely share files with internal staff or even external auditors by using encrypted links instead of unsecured e-mail attachments.

Interested in exploring an online filing cabinet for your HR department? Contact us today. We’ve been helping companies go paperless to increase efficiency and cut costs for over 17 years. 

Filed Under: Cloud Storage, Electronic Filing

Benefits of an Online Filing Cabinet

February 8, 2017 by Andrew Roberts

It can be a real challenge keeping all of the paperwork that comes through your office organized. By taking your filing cabinet online you can save money, have quicker access to files and free up valuable office space.


Tired of overflowing cabinets and lost documents? Switch to an Online Filing Cabinet. Enjoy secure 24x7 access, instant retrieval, collaborative features, and integrated eSignatures. Eliminate clutter, enhance security, and streamline operations. Dive into the paperless revolution; reach out to learn more!

Is your office packed with overflowing filing cabinets or file boxes? Can you find what you’re looking for easily? Or is it like finding a needle in a haystack? If your office space feels more like a storage unit than your work space, consider switching to an online filing cabinet.

Although paper is still needed in some aspects of business, for the most part our world is going paperless. We fax from our computers and email documents. Court systems nationwide are going with online filing, reducing the need for paper and eliminating the trek down to the clerks office. Now you can implement the same organizational method within your own business. With online filing, secure access to your files is at your fingertips, 24×7.

Scan to the cloud.
Wondering how this all works? It’s simple. All of your paper documents are scanned into your online filing cabinet and organized automatically with barcode or text recognition. You can label your folders with a level of security that allows you to give access to only those who need it. Organization is the beauty of this system. You can organize your files by document type, client, case number, etc – whatever makes sense for your business. 

Instant document retrieval.
Once in the system, finding what you are looking for is easy and only a few clicks away. You never have to worry about wasting time looking for files. You can use search to quickly pull up the documents you’re looking for and filter your results to narrow it down further if needed.

Secure storage and file sharing.
Security is a real issue in business and online filing will let you rest easy knowing your information is safe. Documents in an online system are stored offsite and backed up automatically so you never have to worry about losing information in any kind of natural disaster or other emergency. Custom document control can be added for specific users, user groups, files, folders, departments, etc. This ensures that only authorized eyes are viewing your critical documents. Best of all, you can securely share any files in the system using encrypted links, a much safer alternative to email attachments.

Cloud collaboration.
Once a document is scanned, it isn’t set in stone. You can collaborate on documents directly from your web browser. Plus, with integrated eSignatures, you can get forms and contracts filled out and legally signed online in seconds.

If your working from home and realized you left the document you needed sitting on your desk, you no longer have to drive back to the office. All of your documents are available, any where, at any time.

Online filing will save you time and money (less paper, ink cartridges, stamps and it opens up office space for new possibilities). Get ready to clear out the clutter and contact us today to find out more.

Filed Under: Cloud Storage, Electronic Filing, Paperless Onboarding, Scanning Automation

Going Paperless with Scan to Cloud Filing

June 2, 2016 by Andrew Roberts

Scan to cloud filing is making the transition to the paperless office easier than ever. Here’s how.


Step into the future with scan to cloud filing! Revolutionize your office operations, save space and enhance efficiency with scanning automation tools designed for the modern age. From converting bulk files to managing digital documents, discover how scan to cloud systems simplify processes. Enjoy swift document retrieval, powerful file management, and stringent access controls. Make the shift from paper clutter to digital ease with DynaFile. Join countless businesses in embracing a paperless transformation. Request a free demo today!

Changing how your business operates may seem like a scary decision to make, but you’ll know when change is necessary. When filing cabinets start to become disorganized and finding important files starts becoming a frustrating experience, its time to consider going digital. Scan to cloud filing is a practical way to take an entire department paperless quickly and easily. By utilizing scanning automation tools that are designed to work directly with a cloud filing system, converting paper files to electronic format turns out to be a simple process. Here are three ways scan to cloud filing is becoming popular in offices around the country. 

Scanning Methods for Different Situations

The typical process for scanning and filing documents is pretty clunky. You have to scan each individual document to your desktop, find the file, name it appropriately, find the appropriate folder to save it in and add the file to the folder. Thankfully, scanning automation allows you to skip many of these steps. Here a couple of examples of scanning automation methods and how they are typically used to convert paper files and get them in to a scan to cloud filing system.

Convert Existing Files Fast

When you’re dealing with a large number of documents for a specific entity, it would be a huge time-saver to be able to convert their entire folder into electronic format at once. That specific entity may be a Client, Employee, Vendor, etc. Barcode Recognition will allow you to get an entire folder into your scan to cloud system in one simple process. Simply slide in reusable barcode cover sheets to split the folder down in to its various different sections. When the entire folder is scanned at once, the barcodes on these cover sheets will tell your scan to cloud filing software how to categorize the documents in each section. The system will then automatically file your documents in the correct location for you. This process is only useful for a large number of documents for a specific entity. Our next scan to cloud feature is more useful for miscellaneous documents.

Add Miscellaneous Files With Ease

Once your initial back-file conversion process is finished, you may still have a need to get miscellaneous paper into your scan to cloud filing software. In any given week, it is very common to have a stack of documents where each relates to a different client, employee, vendor, etc. In this situation, using barcode cover sheets is not the easiest way to scan these files into your system. Instead, Batch Processing allows you to scan a stack of unrelated paperwork into your filing system and split that batch of pages down into individual documents from your computer screen. Simply select the pages that belong to each document, select or enter the name of the entity and the type of document you’re adding to the system. Your scan to cloud filing software will automatically file all of your newly categorized documents into the correct location for you automatically. 

Manage Files Easier In Digital Format

With a cloud filing system, your files are stored electronically by certain categories. These categories vary depending on what types of documents will be stored and for what purpose the system will be used for. Common categories, however, are things like Entity Name, Document Type and Expiration Date. The values entered into these categories allow the system to file your documents in the correct location automatically. You can then search for documents based upon any of the information in these categories. This makes it very easy to pull up all documents for a specific client, employee or vendor, for example; or pull up all Contracts that Expire in the 60 days. With scan to cloud filing, just a couple of clicks can bring back the documents you’re looking for. 

Control Access to Files Automatically

With a scan to cloud filing software, you can control access to files based upon any of the categories set up in your system. For example, you can specify that only certain people within your organization can view “Contract” documents; or that only certain people can view documents related to a specific Vendor or Client. This makes controlling access extremely simple because you do not have to go in and manually select individual documents to make available to staff. Simply create the access rules that should apply to them and that rule will carry over for new documents added to the system as well so there is no need to update. You can of course manually select documents to make available as well, but this is more commonly used for people working outside the organization that are requesting specific information from your filing cabinet.

Learn More

If you are considering taking your office paperless, contact us today at DynaFile. Our scan to cloud filing software has been helping companies make a smooth transition from paper to electronic filing for over 15 years. Scanning automation features work directly with our cloud filing system to allow for a quick and easy conversion process. From there, instant document retrieval, in-depth file management and robust access controls make storing and managing files easier than ever. Contact us today for a free demo!

Filed Under: Cloud Storage, Electronic Filing, Scanning Automation

3 Easy Tips to Streamline HR with Electronic Personnel Files

April 12, 2016 by Andrew Roberts

Keeping your Human Resources department running smoothly can be a real challenge. Electronic personnel files can make a huge difference.


Discover the transformative power of electronic personnel files for your HR department. Experience instant file retrieval, custom audit reports, and flexible segmented access. See how DynaFile's 15+ years of expertise can usher in unparalleled efficiency, making paper trails a thing of the past. Elevate your HR processes and contact us for a free demo!

The Human Resources department is a busy place. New employees are constantly being hired and active staff can require just as much assistance. Dealing with all of the paperwork that goes along with working in HR can be seriously challenging. Many companies have moved to electronic personnel files to help manage their HR documents easier. Moving away from paper and towards digital has a number of benefits, but this article will focus on 3 of the biggest. Hereโ€™s how electronic personnel files can help streamline your entire HR department.

Instant File Retrieval

When your HR files are on paper, finding an important document can be a time-intensive and stressful experience. Electronic personnel files allow your staff to access the documents you need quickly and easily from anywhere, at any time.

โ€œIndexedโ€ systems allow you to tag your electronic personnel files by categories like the Employee Name, Document Type, Status, Office Location, Department, Expiration Date, etc. That way, you can search for documents based on their โ€œindexingโ€ information. For example, with just a couple of clicks, you can pull up all: Handbook Acknowledgements expiring within the next 60 days for Active employees working in the Sales department out of the Chicago office.

โ€œCloudโ€ systems allow you to securely access your files online. These are extremely popular with companies that have multiple offices so that staff in each location can access the files they need easily.

Custom Audit Reports

When you make the move to electronic personnel files, keeping track of documents becomes a lot easier. Maintaining compliance around storing and managing personnel files can be rigorous on paper. You need to ensure that each employeeโ€™s folder contains all required documentation and that all of those files are up-to-date. An electronic system can do this for you automatically.

An audit or โ€œexception reportโ€ is commonly used by HR staff to automatically check your electronic personnel files for required and expiring documents. The report is then automatically emailed to your HR team showing which employees are missing which required documents from their folders and which employees have a time-sensitive document expiring soon. This can make your HR audits significantly less stressful.

Segmented Access

One of the challenges of paper files is keeping protected information separated into different folders. With electronic personnel files, this is no longer an issue. Instead of having 3-5 different folders for every single employee, simply use โ€œsegmented accessโ€ to make certain types of documents only available to specific staff.

For example, allow Payroll users to ONLY see Payroll documents when they view an employeeโ€™s folder. Or, lock down I-9โ€™s so that only relevant HR staff can view them. Or, finally, give managers access to only certain types of documents in just their own staffโ€™s folders. This allows your team to consolidate without sacrificing compliance.

Ready for Electronic Personnel Files?

If you’re interested in moving your HR department onto electronic personnel files, contact us today. DynaFile has been helping companies go paperless to improve their internal processes and cut costs for over 15 years. Our paperless HR solution allows you take the entire department paperless quickly and easily. From there, your staff have direct access to the files they need at any time from the DynaFile cloud. You can easily create segmented access for your HR, Payroll and supervisor staff and keep track of required and expiring documentation in employee folders using custom audit reports. Contact us today for more information and a free demo!

Filed Under: Cloud Storage, Electronic Filing, Record Compliance

Cloud Document Management at Universities

March 17, 2016 by Andrew Roberts

Cloud document management can help colleges and universities keep their files better organized and improve collaboration between different teams.


Explore how cloud document management revolutionizes operations in colleges and universities. From seamless operations and reduced costs to fostering e-learning and boosting student productivity, experience how DynaFile offers tailor-made solutions for academic institutions. Enhance efficiency and collaboration โ€“ connect with us for more insights!

Cloud document management solutions are popular among many types of large organizations. They offer state-of-the-art technology and security measures that protect enormous amounts of data. For these reasons, many colleges and universities have started using cloud document management for better file organization and easier collaboration between different teams. 

A few good reasons to consider using this kind of document management system are:

  • You do not have to purchase, support, or maintain additional servers or alter your networkโ€™s infrastructure. You can continue to use your existing Internet connection and devices.
  • You benefit from initial cost savings on hardware and the approval and financing processes are easier. In addition, flexible month-to-month subscription-based licensing models are available.
  • You can partner with a vendor and this helps to free up your IT resources. Their experts can install, maintain, and upgrade your solution.

Many document storage providers offer services to colleges and universities. The solutions improve efficiency for students, faculty, and staff. Almost 70 percent of higher education institutions in North America have moved their email systems to the cloud, and about half have adopted a cloud-based collaboration system.

In addition to document management, the cloud can help colleges and universities streamline efforts in a number of different ways. Here are a few more ways the cloud enhances higher education.

Streamline Operations: The cloud deploys apps that operate on the business side of higher education including enrollment, financials, and housing. Colleges and universities rely on it for lower costs and improved functions.

Extend Their Reach: The massive open online courses are cloud-based learning platforms that are extremely popular. People from around the country can enroll in them.

Improve Student Productivity: The cloud allows students and teachers to integrate technology into the learning experience. Students can watch lectures online and there are tools teachers can use to augment conventional classrooms with social media.

To learn more about cloud document management, please contact us at DynaFile. Our cloud document management solution has been helping large organizations become more organized and streamline document processes for over 15 years. Contact us today for more information.

Filed Under: Cloud Storage, Education Document Management, Electronic Filing

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