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Companies Look to Paperless HR Solutions for Improved Employee File Access

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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

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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

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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

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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

Electronic Employee Files Help Protect Employee Information

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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. 

Human Resources Online Filing Cabinet Streamlines Employee File Management

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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.