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Digital Transformation

7 Steps to Digitize HR Paper Files Without Disrupting Your Workflow

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Learn how to eliminate paper files, streamline HR workflows, and support compliance with a secure, cloud-based document management strategy.

digitizing HR records

Managing paper HR files may seem like business as usual, but it often leads to inefficiency, compliance risks, and unnecessary stress, especially during audits, onboarding, or staff transitions. The good news? Going digital is easier than you think.

In this post, we’ll break down how to digitize HR files in a way that supports your existing workflows, enhances compliance, and sets your team up for long-term success.

1. Start with the Right File Priorities

Before scanning anything, identify which HR documents are most critical to digitize. Start with:

  • Active employee files
  • Compliance documents (e.g., I-9s, certifications)
  • Files accessed frequently across departments

By focusing on high-impact records first, you can create immediate value and build momentum for a broader digital transformation.

2. Use Barcode Coversheets for Scanning Automation

One of the most significant barriers to digitization is the manual work required to organize files after scanning. DynaFile’s barcode recognition tools solve that by automatically categorizing and filing documents during the scanning process, with no renaming or dragging files into folders required.

This automation reduces errors and eliminates the need for manual document sorting.

3. Eliminate Backlogs with Batch Scanning

If your HR team is managing filing cabinets or years of legacy records, batch processing can be a valuable solution. DynaFile enables you to scan entire folders of documents in a single pass. The system handles indexing and filing based on your custom rules.

Batch processing of human resource records saves time, reduces bottlenecks, and enables you to digitize without interrupting daily operations.

4. Move to a Secure, Cloud-Based Filing System

Once scanned, your files need to reside in a location that’s both secure and accessible. A cloud-based HR document management system offers:

  • Encrypted storage
  • Centralized file access for authorized users
  • Built-in redundancy and retention policies

Unlike basic document storage platforms, a proper HR document management system also includes role-based permissions, workflow automation, and audit support.

5. Index Files for Quick, Filtered Retrieval

Digitized files are only helpful if you can find them. That’s where document indexing comes in. With DynaFile, files are tagged with metadata like employee name, document type, and department, making retrieval fast, filterable, and audit-ready.

No more digging through folders or manually labeling PDFs.

6. Enable Secure Access for Hybrid and Remote Teams

HR teams today often work across multiple locations, campuses, or remotely. A cloud-based solution ensures team members can securely access the documents they need, without waiting on scanned emails or digging through shared drives.

Role-based access controls ensure that sensitive files are accessible only to those with the appropriate permissions.

7. Automate Retention and Stay Audit-Ready

Manually managing retention schedules increases the risk of missed deadlines, outdated records, and audit exposure. DynaFile helps reduce that risk with automated retention rules and purge policies that ensure documents are archived or removed according to your compliance needs.
This level of control is crucial for HR teams navigating an increasingly complex list of regulatory requirements. Depending on your industry, that may include:

  • FERPA – for student records and academic HR files
  • HIPAA and HITECH – for healthcare and benefits documentation
  • SOC 2 – for data security and access control
  • OSHA – for safety training and incident records
  • EEOC – for equal employment opportunity reporting
  • FMLA – for leave tracking and documentation
  • Internal HR policy and retention standards

DynaFile supports compliance by providing secure cloud storage, role-based access, real-time audit trails, and automated policy enforcement, all within a single platform.

Final Thoughts: Start Small, Scale Quickly

Digitizing HR files doesn’t have to happen all at once. With the right tools, your team can scan smarter, store securely, and improve compliance, without disrupting your workflow.
Whether you’re just beginning your digital transformation or looking to improve an existing system, DynaFile makes it easy to take the next step.

Want a deeper dive?

Read the full guide: How to Digitize HR Paper Files

Schedule a demo today to see it in action!

Frequently Asked Questions About Digitizing HR Files

Q: What types of HR documents should be digitized first?

A: Start with high-impact files, such as onboarding forms, compliance documents, benefits paperwork, and any records regularly accessed by your HR or payroll team.

Q: Will digitizing our files disrupt our current HR workflows?

A: Not at all. With the right system, you can digitize files in phases without pausing daily operations. Tools like batch scanning and automated indexing help you maintain productivity as you transition to a paperless workflow.

Q: How is document indexing different from just naming folders?

A: Indexing extends beyond folder names by tagging each document with metadata, such as employee name, document type, and department, making search and retrieval far more efficient.

Q: What happens to outdated or expired documents in a digital system?

A: In a secure document management system like DynaFile, you can set retention rules that automatically archive or delete documents when they reach their expiration date, thereby reducing risk and maintaining compliance.

Does Your HRIS Fall Short on Employee Document Management?

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Learn why a document management system is essential for compliance, efficiency, and control over your employee records.

HRIS vs Document Management System

Is Your HRIS Built to Handle Documents?

Your Human Resource Information System (HRIS) is ideal for managing payroll, benefits, and employee profiles. However, when it comes to employee files, many HRIS platforms fall short. They often lack the necessary tools to organize, secure, and maintain documents throughout the employee lifecycle. That is where a document management system (DMS) steps in.

If your team still relies on disconnected files, clunky processes, or compliance headaches, it might be time to ask: Is your HRIS enough?

What an HRIS Handles Well

HRIS platforms are designed to store and manage core employee data. They often include tools for tracking attendance, processing payroll, managing benefits, and overseeing performance. These platforms focus on the data side of HR, not document control. While some may offer basic document uploads, they are not built to manage files with the same depth or precision as a purpose-built DMS.

What a Document Management System Brings to the Table

A DMS complements your HRIS by offering robust document control, security, and automation features tailored for HR. With DynaFile, for example, your team can:

  • Organize documents using custom metadata indexing
  • Track version history and audit logs
  • Automate retention schedules
  • Share secure access with auditors
  • Route paperwork instantly using barcode scanning
  • Edit and structure documents directly in the browser without rescanning

These are critical capabilities missing from most HRIS platforms.

Comparison: DynaFile vs. HRIS Document Capabilities

Understanding where your HRIS stops and where DynaFile begins is essential for building a more compliant and efficient HR operation. This simplified comparison highlights key functionality gaps between the two. For a more comprehensive evaluation that also compares DynaFile with SharePoint, paper filing systems, and other document management solutions, download the full HR Document Management Feature Matrix.

FeatureHRISDynaFile

In-Browser Document Structuring: Split, Merge,
Reorder Pages & Update Metadata of HR Files
❌		✅

Automated Metadata Tagging & Indexing + Data
Synchronization from HRIS or System of Record		❌✅

Cross-Reference Search by Employee,
Department, Location, and Document Type		❌✅

Customizable HR Specific Indexing & Reporting		❌✅

Barcode Scanning for Cloud-Based HR Filing		❌✅

Automated Retention Policy Enforcement
for HR Documents		❌✅

Real-Time Audit Trails & Compliance Reporting
for HR		❌✅

Flexible HR Document Storage & Pricing Model		❌✅

Compliance Matters More Than Ever

HR teams today must navigate a complex and growing landscape of compliance requirements. From HIPAA and GDPR to SOC 2 and FERPA, organizations must control access, maintain retention policies, and provide secure audit trails to ensure compliance with relevant regulations. And that is just the start.

Depending on your industry, HR compliance may also involve meeting standards for OSHA safety records, FMLA leave documentation, EEOC reporting, I-9 verification, and beyond. Managing these obligations efficiently requires more than basic file storage. It demands complete visibility, control, and automation.

DynaFile delivers secure cloud storage that helps schools meet FERPA compliance standards while enabling hybrid teams to eliminate paper-based filing. Across every sector, DynaFile supports real-time audit trails, automated retention and purging, secure document sharing, and role-specific access controls. These tools are crucial for meeting regulatory requirements in a digital-first environment.

Built for Every Industry

Highly customizable, DynaFile adapts to the unique needs of various industries, including Human Resources, Education, Healthcare, Legal, Real Estate, and others. With flexible tools such as customizable indexing, automated workflows, and seamless integrations, it ensures your files are organized, secure, and easily accessible.

No matter the sector, DynaFile empowers your team to work efficiently, stay compliant, and focus on driving your business forward.

How DynaFile Enhances Your Existing HR Tools

DynaFile is not a replacement for your HR Information System (HRIS). Instead, it works alongside it. Integrations with applicant tracking systems, e-signature platforms, and your HRIS ensure employee records flow seamlessly between systems. By layering in document management, your team gains visibility and control over documents without disrupting core HR operations.

How Organizations Use DynaFile: Real Results

From education to healthcare, organizations across various industries utilize DynaFile to streamline HR documentation, mitigate risk, and save time. Discover how real teams are transforming their workflows and enhancing compliance in our customer success stories.

Ready to Close the Gaps?

Schedule a demo today to see how DynaFile can enhance your HR systems and empower your team with the tools to achieve more.

FAQs

Q: What is the difference between a document management system and an HRIS?

An HRIS is designed to manage employee data, such as payroll and benefits. A document management system handles the secure storage, control, and compliance of employee files across their lifecycle.

Q: Can a DMS replace an HRIS?

A: No. A document management system, such as DynaFile, complements your HRIS. It focuses on advanced document control and compliance tools that most HRIS platforms do not provide.

Q: Does DynaFile integrate with my current HR systems?

A: DynaFile offers role-based permissions, audit trails, automated offboarding workflows, and encrypted storage. These features work together to prevent unauthorized access and maintain complete visibility over document usage.

Q: Does DynaFile integrate with my current HR systems?

A: Yes. DynaFile integrates with leading HR platforms, applicant tracking systems, and e-signature providers to streamline your HR document workflows.

Q: Is DynaFile only for HR teams?

A: No. While it is purpose-built for HR, DynaFile is also used across Education, Healthcare, Legal, and other industries that need secure, efficient document management.

How MorningStar Senior Living Streamlined HR and Strengthened Compliance with DynaFile

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A real-world case study in how a leading senior living organization modernized HR workflows with a secure, cloud-based document management solution built for compliance-driven industries.

HR document management system for healthcare and senior living

From Filing Cabinets to Cloud Confidence: How MorningStar Modernized HR

In senior living and healthcare settings, every minute spent managing paperwork is a minute not spent supporting residents. MorningStar Senior Living recognized this challenge across its 38 communities. With more than 3,200 employees in 11 states, their HR department struggled with manual filing, slow onboarding, and increasing compliance demands.

At the time, new hire paperwork had to be printed, scanned, faxed, and manually filed. Filing cabinets crowded offices. In addition, audits took valuable time away from strategic priorities. Clearly, MorningStar needed a better way to manage employee files, one that aligned with its mission to deliver compassionate, people-centered care.

As a result, they chose DynaFile.


Why MorningStar Chose DynaFile to Support Its Caregiving Mission

MorningStar required a secure and scalable document management solution that could simplify HR operations across all of its locations. Additionally, it needed to support fast onboarding and ensure secure access to sensitive employee records for a care-focused workforce.
DynaFile met every need.

By integrating with existing tools such as DocuSign and human resource information systems, including ADP and UKG, DynaFile made it easy for HR teams to complete, store, and retrieve employee records in a single digital workflow. Furthermore, the ability to upload large batches of files and organize them using indexed filing eliminated manual processes and reduced paperwork.

Security and compliance were essential. Since staff members support assisted living, memory care, and wellness programs, MorningStar needed strong protections for sensitive data. DynaFile provided granular access controls, allowing HR leaders to restrict file visibility by department, role, or location. Moreover, every file interaction was automatically tracked through detailed audit trails. These features created a safer, more transparent environment for managing workforce records.

The Results MorningStar Achieved

Since moving to DynaFile, MorningStar Senior Living has experienced significant improvements across its HR operations. Most importantly, their team can now focus more on people and less on paperwork.
Here are a few of the outcomes:

  • More than a 90 percent reduction in paper-based employee records
  • Filing cabinets were eliminated across all 41 communities
  • Lower paper usage and reduced supply and storage costs
  • Faster onboarding experience for new hires
  • Streamlined audits with real-time document access and visibility
  • Greater efficiency for HR teams across multiple states

It feels so seamless

What we’ve loved about DynaFile is how easy and intuitive it is to use. We refer to it as our ‘digital filing cabinet’ because it’s simple to get things into and has as many features as we want to sort, organize, and pull out what we’ve stored in the system. It feels so seamless to get things into and out of the system. There is no longer a need for piles of paper on the desk taunting you that it needs to be scanned and organized.

Chris Livesay, Chief Human Resources Officer,
MorningStar Senior Living


A Smarter HR Approach for Senior Living and Healthcare Support

MorningStar’s success shows how HR transformation can directly benefit care-focused organizations. Whether your team operates in senior living, assisted living, rehabilitation services, or another healthcare-related field, paper-based systems slow down operations and increase compliance risk.

DynaFile is a cloud-based document management system designed specifically for human resource teams in senior living, healthcare, education, manufacturing, legal, distribution, and other compliance-driven or document-intensive industries. It helps care providers, healthcare organizations, and multi-location teams eliminate paperwork, protect employee data, and maintain regulatory compliance with ease.

With DynaFile, HR teams can:

  • Go fully digital with bulk uploads and indexed file organization
  • Control access using role-based security and permission settings
  • Track compliance with real-time version history and document audit reports
  • Support fast onboarding through integrated workflows
  • Keep documents secure using encrypted storage in the cloud
  • Reduce costs by eliminating paper use and physical storage needs
DOWNLOAD CASE STUDY

Is Your HR Department Ready to Move Away from Paper

If your HR team is still relying on manual files, spending hours preparing for audits, or struggling to keep up with compliance requirements, it is time to rethink your document strategy.

DynaFile gives your team the tools to work faster, stay organized, and protect sensitive information. Whether you work in healthcare, senior living, education, or another regulated industry, the right solution can make all the difference.

Ready to see how DynaFile can help your organization? Schedule a customized demo today and take the first step toward a more innovative HR document system that prioritizes care, compliance, and efficiency.

Insider Threats in HR: When Trust Fails, and Data Leaks Begin

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How internal breaches are putting employee data in jeopardy

The Growing Threat of Insider Data Breaches in HR

Cybersecurity threats are no longer limited to faceless hackers from outside an organization. In many cases, the danger is much closer to home. A former employee, a disgruntled team member, or even a simple internal misstep can expose your organization to significant risks. These insider threats can compromise everything from employee files to payroll records, putting your compliance, reputation, and operations in serious jeopardy.

No industry is safe. In fact, DynaFile serves industries such as education, healthcare, human resources, aviation, legal, financial services, and others where secure document management is critical. Consequently, regardless of your field, insider breaches are becoming increasingly common, sophisticated, and damaging.

Real Incidents That Hit Close to Home

Here are several recent examples of insider-related data breaches. Specifically, these incidents demonstrate how both intentional misuse and internal errors can lead to severe consequences. Therefore, they underscore the importance of secure document controls, strict access policies, and a robust offboarding process.

Pegasus Airline Employee Exposes 23 Million Files

An employee at Pegasus Airlines improperly configured a cloud storage bucket, making confidential flight charts, crew data, plaintext passwords, and other sensitive materials accessible online.

900 U.S. Schools Impacted by Student Data Breach

The National Student Clearinghouse confirmed a breach caused by a compromised file transfer tool. As a result, student data from nearly 900 schools was exposed because internal access controls were not properly managed.

Credit Union Employee Deletes 21 Gigabytes in Retaliation

Following the employee’s termination, they deleted 21 gigabytes of data, including customer mortgage files and anti-ransomware tools. As a result, the credit union experienced significant business disruption.

Disney Accuses Fired Employee Of Hacking Menus

A terminated employee allegedly gained unauthorized access to the menu systems of a global entertainment company, modifying allergen data on its platform. This act of retaliation could have posed serious health and legal risks.

Twitter/X Insider Leaks 2.8 Billion Profiles

A disgruntled former employee allegedly leaked a massive data dump containing 2.8 billion Twitter profiles. The exposed data included user information dating back to the platform’s early days.

Kill Switch Attack Cripples Ohio Software Firm

An ex-employee of an Ohio-based company deployed a “kill switch” malware after being restructured out of their role. The sabotage caused major disruptions and significant recovery costs.

Internal Misconfiguration Exposes 31 Million Patient Records

A massive healthcare breach occurred when a medical software platform failed to properly configure its security settings, resulting in more than 31 million patient records being publicly accessible. The exposure did not stem from malicious intent but instead resulted from an internal oversight. This breach example serves as a clear reminder that insider threats can arise from negligence just as easily as from deliberate actions.

Supporting Research: Insider Threats Are Rising

Recent research from Binghamton University found that organizations are significantly more vulnerable to data breaches during layoffs or staff transitions. Improper offboarding was a significant factor in elevated risk.

Additionally, a report from Security Info Watch revealed that 44 percent of organizations experienced an increase in insider threat activity over the past year, particularly associated with employee exits.

CIMCOR also tracks internal breach cases across sectors, showing that human error and negligence remain leading causes of exposure.

HR’s Role in Preventing Insider Breaches

Human Resources departments manage some of the most sensitive records in an organization. When internal systems lack proper controls or monitoring, they become easy targets for exploitation. Whether intentional or accidental, insider errors can lead to significant compliance violations and costly incidents.

Common vulnerabilities include:

  • Poor or delayed offboarding procedures
  • Unsecured or misconfigured cloud storage
  • Lack of visibility into file access and activity
  • There is no system for tracking employee permissions or usage

These risks increase in environments that rely on outdated paper-based processes or generic cloud storage platforms lacking HR-specific safeguards.

How DynaFile Stops Insider Threats Before They Start

DynaFile is a secure cloud-based document management system built for HR and operations teams. It helps organizations take control of sensitive files and reduce the risk of insider threats through key features designed for proactive protection.

  • Granular Role Permissions: Only authorized team members can access specific files based on their department, role, or credentials. This granular control limits exposure and keeps data protected.
  • Complete Audit Trails: Audit trails provide a real-time record of file access and activity, promoting accountability and facilitating the early identification of suspicious behavior.
  • Automated Offboarding Workflows: No manual steps are required, and access is immediately revoked upon an employee’s departure, reducing the risk of oversight or delay.
  • Secure Cloud Configuration: DynaFile’s cloud environment utilizes encryption, strict authentication, and configuration protocols to prevent accidental exposure or unauthorized file access.

Ready to Lock Down Your HR Files?

Insider threats continue to grow. Consequently, if your HR team is still using paper files, shared drives, or outdated systems, you may be exposing your organization to avoidable risk.

With DynaFile, you can:

  • Protect sensitive employee and organizational data
  • Automate access controls and offboarding procedures
  • Reduce your exposure to internal and external threats
  • Ensure compliance with data privacy regulations like HIPAA, FERPA, and GDPR
  • Tailor access controls, permissions, and audit capabilities to your specific industry, policies, and audit requirements
  • Streamline your HR workflows securely

Every organization is different. DynaFile offers a highly customizable solution that fits the way your team works and supports your specific document management needs.

Take control before an insider does. Schedule your demo today.

Insider Threats and HR Security: FAQs

Q: What is an insider threat in HR?

An insider threat is a risk that originates from within an organization. A current or former employee, contractor, or partner with access to internal data can misuse it, either intentionally or by mistake.

Q: Why are HR documents vulnerable to insider threats?

A: HR departments manage sensitive files, including employee records, payroll details, benefits, compliance documents, and performance data. Lax access control puts this information at risk of theft or misuse.

Q: How does DynaFile help mitigate insider threats?

A: DynaFile offers role-based permissions, audit trails, automated offboarding workflows, and encrypted storage. These features work together to prevent unauthorized access and maintain complete visibility over document usage.

Q: What industries benefit most from secure HR document management?

A: Education, healthcare, aviation, legal, staffing, real estate, and financial services are especially at risk. However, any organization handling sensitive employee information should implement a secure solution.

Q: What should HR teams include in their offboarding process?

A: Access should be revoked immediately, accounts should be disabled, and all related document permissions should be reviewed. DynaFile makes this process easy with automation and real-time updates.

Sources

Ditch the Paper: How Automated Document Scanning and Barcode Filing Are Transforming HR, Education, Healthcare, and Beyond

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Tired of chasing paper? See how automated document scanning and barcode filing are helping industries streamline workflows, strengthen security, and fast-track digital transformation.

Automated Document Scanning and Barcode Filing

In today’s fast-moving, digitally connected world, companies that still rely on paper or hybrid filing systems are feeling the pressure. Between lost productivity, compliance risks, and frustrated employees, the hidden costs of paper files add up fast.

As studies have shown, according to an International Data Corporation (IDC) white paper sponsored by Adobe, organizations lose 21.3% of overall employee productivity due to document-related challenges. These disconnected document processes can significantly impede business operations, affecting revenue, compliance, cost, productivity, and customer experience. In another IDC study, it was found that more than a third of business leaders report problems with agreements that are missing signatures, initials, or dates, or that have been signed by the wrong person. Nearly half (46%) are unsure they have copies of all signed agreements. Just over half (51%) say they have problems with documents that are misfiled or lost.

The good news? You don’t have to overhaul your operations overnight to make a significant impact. Instead, with automated document scanning and barcode recognition technology, organizations across various industries are accelerating their digital transformation, simplifying workflows, enhancing compliance, and saving valuable time every day.

Let’s dive deeper into exactly how businesses in HR, education, healthcare, staffing, and other industries are transforming paper chaos into digital control.

The Hidden Costs of Paper and Hybrid Filing Systems

To begin with, let’s start by looking at the real impact of sticking with outdated filing systems.

Paper may feel familiar, but in a hybrid or remote-first environment, it creates major roadblocks:

  • Wasted hours searching for lost or misfiled documents
  • Compliance risks from missing or incomplete records
  • Slower workflows that frustrate employees and hurt retention
  • Limited collaboration with distributed teams

Every delay in finding, filing, or securing paperwork chips away at organizational efficiency and exposes businesses to unnecessary risks.

What Is Automated Document Scanning — and Why It Matters

In response to these challenges, many organizations are turning to more innovative filing solutions.

Automated document scanning converts paper files into organized, searchable digital documents using intelligent tools, such as barcode scanning. Instead of manually naming, tagging, and filing every document, barcode cover sheets guide files directly into the correct digital folders — instantly indexed by employee, document type, date, or any other customized tag your business needs.

With DynaFile’s barcode recognition and batch processing, your team can digitize hundreds of documents at once, eliminating manual entry, human error, and wasted effort. As a result, it’s the easiest way to bring paper archives and daily workflows into the digital age without slowing down.

Why One-Size-Fits-All Doesn’t Work: The Power of Custom Metadata Indexing

Furthermore, every organization operates differently, and your document management solution should too.

That’s why DynaFile offers completely customizable and configurable metadata indexing tailored to your workflows.
Examples include:

  • Education: Tagging student files by FERPA compliance needs, graduation year, and credential requirements.
  • Healthcare: Indexing licenses, certifications, and credentialing documents for HIPAA and Joint Commission audits.
  • Staffing: Filing new hire paperwork, background checks, and client-specific onboarding forms.
  • Real Estate, Legal, Finance: Organizing contracts, applications, financial records, and regulatory documents by client, property, or transaction.

With DynaFile, your digital filing system mirrors the way your teams actually work. This ensures fast, intuitive access to information every day.

Edit and Manage Files Seamlessly with Inter-Document Page Editing

In addition, updating or correcting digital documents should be just as effortless.

DynaFile’s inter-document page editing tools allow users to move, split, merge, or remove pages right inside the system — no re-scanning required.
This robust feature means fewer errors, faster updates, and more accurate digital employee record keeping.

Centralized, Secure, and Integrated for Future-Ready Workflows

Once your documents are digitized, the next step is ensuring they remain accessible, secure, and integrated with your systems.

Documents scanned into DynaFile are stored securely in a centralized cloud repository. Authorized users can access them from anywhere, at any time.

DynaFile also integrates seamlessly with leading HRIS, HCM, SIS, and e-signature platforms like DocuSign, Adobe Sign, iCIMS, Workday, and more. Whether your team needs to pull an employee file during an audit or update a student record remotely, everything is at your fingertips.

Built-In Security and Compliance You Can Trust

Security is built into every layer of DynaFile’s system. Users can only access authorized files and folders, with sensitive data protected through encryption. Role-based permissions and multi-factor authentication (MFA) prevent unauthorized logins, while enterprise-level encryption protects sensitive employee and student data both in transit and at rest.

And with DynaFile’s built-in compliance toolkit — including audit reporting, version history, and role-based access controls — you’re always ready for internal reviews, external audits, or policy changes without scrambling.

Real Results: Organizations Across Industries Are Transforming

The benefits of automated document scanning aren’t just theory — real organizations are already seeing transformational results.

When BioTelemetry, a leading healthcare technology provider, needed to digitize its growing HR department’s paper files, it turned to DynaFile. They eliminated paper bottlenecks and improved the onboarding process. HR records also became instantly accessible across remote teams.

“We were like… lightbulb moment! We could fix so many things with one product. We can securely transfer all of that information without having to send attachments through email. And it was a big win from the audit perspective as well. Our audit team was impressed… better than we could have expected and much more cost-efficient than having to implement an entire onboarding module within our HRIS system.“
— Jill Purcell, HR Analyst, BioTelemetry

Similarly, at the San Diego Zoo, the HR department embraced a full digital transformation by combining DynaFile’s automated document scanning with DocuSign’s digital transaction management solutions. They moved their entire archive — 87 boxes of personnel and medical folders — into secure cloud storage and eliminated paper-based processes.

“DynaFile allowed us to automate the scanning process and house the 87 boxes of personnel and medical folders we had previously kept in physical storage in the cloud; and now, with DocuSign, we are taking our business digital.”
— Stephanie Crise, Senior Human Resources Representative, San Diego Zoo

Clearly, across industries, organizations are proving that automated document scanning and barcode filing are not just upgrades— they are essential for thriving in a digital-first world.

Q: How does barcode filing work?

A: Barcode filing uses cover sheets with barcode labels to automatically route scanned documents into the correct digital folders. This ensures that each file is instantly indexed by employee name, document type, date, or any custom field your organization needs.

Q: Which industries benefit most from automated document scanning and barcode recognition?

A: Industries like HR, education, healthcare, staffing, finance, legal, and distribution benefit the most. Any organization managing high volumes of employee, student, or client files can save time, boost compliance, and improve security by digitizing their paperwork.

Q: Is DynaFile’s document scanning system customizable?

A: Yes, DynaFile offers completely customizable metadata indexing and filing structures. Organizations can tailor the system to fit their exact needs, from HR compliance tracking to student record management to medical credentialing.

Q: How secure is a cloud-based document management system like DynaFile?

A: DynaFile uses enterprise-level encryption, granular role-based access controls, multi-factor authentication (MFA), and detailed audit reporting to protect sensitive information. Files are securely stored in the cloud and accessible only to authorized users.

Ready to Trade Paper Frustration for Digital Efficiency?

It’s time to ditch outdated processes and future-proof your workflows.
Explore how DynaFile’s automated document scanning and barcode recognition technology can help your organization make the leap to digital with ease.

Schedule a Demo Today and discover the more innovative way to manage your files!

7 Signs It’s Time to Switch Your Document Management System

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Is your current DMS holding you back? Discover the warning signs and how to future-proof your HR file management.

7 Signs It’s Time to Switch Your Document Management System

Are your HR teams constantly battling paperwork, slow systems, or frustrating searches for employee files? You’re not alone. As organizations scale and compliance requirements grow stricter, legacy systems and manual processes often hold HR teams back.

If your current approach to document management feels disorganized, disconnected, or outdated, it might be time for a change. Here are 7 telltale signs it’s time to upgrade to a smarter, cloud-based document management system (DMS) built for modern HR.

1. Your Team Is Wasting Hours Searching for Files

According to a study by Glean, American employees spend an average of 2 hours per day searching for documents, amounting to 25% of the workweek lost to inefficiency. That’s time that could be better spent on strategic initiatives like employee engagement, compliance preparation, or benefits planning. A robust HR document management system makes finding files instant and intuitive with indexed search, metadata tagging, and centralized digital storage.

2. Employees Are Frustrated by the System

Poor document workflows don’t just drain productivity—they hurt retention. That same Glean study found that 43% of employees would consider leaving their job if their company lacked an efficient way to access records. The number jumps to 57% for employees aged 35–44. If your HR system frustrates your workforce, it’s time to rethink the foundation.

3. You’re Still Relying on Inefficient Paper Processes

A report by Xerox found that 46% of employees at small to midsize businesses waste time daily on inefficient paper-based processes. Whether you’re printing onboarding packets or manually filing performance reviews, these outdated workflows introduce errors, slowdowns, and security risks. A digital-first DMS software eliminates these paper chases.

4. Your File Access Is Inconsistent or Confusing

In a 2023 Adobe Acrobat survey, 48% of employees said they struggle to find documents quickly, while 47% feel their company’s online filing system is confusing and ineffective. If your current solution leaves HR teams second-guessing where files live—or worse, relying on disconnected drives and emails—it’s time to invest in smarter electronic document storage.

5. Your HRIS or HCM System Doesn’t Handle Documents Well

Many HR leaders assume their HRIS or HCM can manage employee files, but these platforms often fall short when it comes to advanced document control. From versioning and role-based access to retention rules and audit trails, your enterprise document management needs likely extend beyond what a payroll or benefits system can offer.

Want to keep your HR tools connected? DynaFile integrates seamlessly with systems like Workday, ADP, Paylocity, UKG, and e-signature solutions including DocuSign, Adobe Sign, PandaDoc, and more.

6. You’re Not Confident About Audit Readiness

If preparing for an audit sends your HR team scrambling, your document control system isn’t working. A robust document control solution keeps your files secure, organized, and audit-ready, complete with permission tracking, signature verification, and compliance reporting features.

“I have to say my favorite part of DynaFile has been being able to share access with the auditors. It used to take me 1 whole day to scan the files they requested and now it takes me less than 15 minutes to share the access.”
– Lindsey Yearsley | Financial Aid Leader Paul Mitchell School

7. You’ve Outgrown Your Current System

What worked for a 10-person team won’t scale to 100 or 1,000. If your current system can’t handle multi-departmental access, hybrid teams, or secure external sharing, it’s time to switch to a flexible cloud document management solution that grows with your business.

Q: What platforms does DynaFile integrate with?

A: DynaFile integrates with leading HR, HCM, and e-signature platforms such as DocuSign, Adobe Sign, PandaDoc, signNow, JotForm, Workday, ADP, SAP SuccessFactors, Ceridian Dayforce, UKG, Paylocity, iCIMS, Oracle Taleo, Rival, and IBM Kenexa BrassRing—among others. These integrations streamline document workflows across the entire employee lifecycle.

Q: What industries does DynaFile serve?

A: DynaFile serves HR teams across industries like education, healthcare, legal, staffing, real estate, distribution, and finance. From K12 schools to healthcare systems and law firms, DynaFile helps organizations securely manage employee documents and maintain compliance, no matter the sector.

Q: Can DynaFile work with paper, email, and legacy systems?

A: Yes. DynaFile includes scanning automation tools to digitize paper files using barcode cover sheets. Emails and digital documents can be uploaded directly into a centralized, secure filing system, making it easy to consolidate all HR records in one place.

Q: Is DynaFile secure for storing sensitive HR documents?

A: Yes. DynaFile offers role-based access controls, encryption, audit trails, and automated retention policies to help ensure compliance with HIPAA, FERPA, and other industry regulations.


Choose the Best Document Management System for Your Business

When selecting a new DMS, look for a platform that:

  • Integrates with your existing HR systems
  • Supports remote and hybrid workflows
  • Automates file organization and retention
  • Secures access with audit-level controls
  • Scales with your team’s growth.

Ready to Make the Switch?

DynaFile is the trusted solution for HR teams that need speed, security, and simplicity. Schedule a personalized demo and see how DynaFile can help your team save time, reduce risk, and eliminate paper and inefficient systems, once and for all.

Schedule a Demo