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Scan to Cloud HR Document Management Solutions

Digital Transformation

In the Era of the Great Resignation, Onboarding Automation can be a Key Strategy for Building an Engaged Workforce.

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With Electronic Employee Filing Tools, HR is Better Prepared to Fill the Growing Demand for New Hires.

Thrive amidst the Great Resignation with DynaFile's Electronic Employee Filing. Optimize onboarding in this digital age, ensuring an engaged & inspired workforce. Witness HR transformation. Book a demo now!

The Great Resignation
It has been almost a year since Anthony Klotz, a psychologist, and professor of business administration at Texas A&M University, coined the now-famous phrase when he said, “the great resignation is coming.” His prediction still holds up based on government statistics, with a U.S. quit rate of at least 4 million people leaving their jobs each month since July 2021. Likewise, the numbers go the other way, with a staggeringly high rate of new hires in every major industry. Given these figures, it is time for organizations to move from a reactive state of pandemic survival to a new proactive phase where strategies are put in place to plan for growth. Therefore, companies must lean on HR to find ways to innovate and maintain their ability to attract and retain the right talent.

Empower HR and Adapt to the Future of Work
There is no doubt that HR serves one of the most critical functions in a corporation. They are responsible for employees’ performance, productivity, and efficiency, but more than ever, they need to be the driver to keep the workforce engaged and inspired. In this new era of onsite, remote- and hybrid work environments, they must determine how people can function at their best. In addition, there is a higher awareness of what challenges employees face both inside and outside of work and how to provide extra mental and physical health support to battle the workforce fatigue. Investing in a digital transformation and implementing an electronic filing solution to streamline processes such as onboarding new employees can give HR time to focus on the people who make businesses succeed.

Let’s dive into some of the features of a digital document management system that can add efficiency to your team.

Automated Onboarding Integrations
Streamline onboarding workflows with seamless Integrations.
As companies experience a shift in their workforce, HR can get bogged down with the admin work involved in onboarding a flood of new hires. Implement an electronic employee onboarding solution that gives you the tools to complete the onboarding process remotely. Go digital with online forms from trusted sources such as DocuSign and iCIMS automatically create new hires’ folders. Such systems make it easy for new employees to complete their forms online and all documents are automatically added to their employee records once finished. Powerful integrations sync with your HRIS and streamline personnel record management across the entire employee lifecycle to save time and improve compliance. 

Seamless Integrations & Electronic Signatures
Replace paper forms and contracts with digital versions that can be completed and signed online.
A good document management solution is ready for the challenges of managing employee files in today’s hybrid and distributed workforce. With a quickened pace of changing policies, they often must get written and approved in days, not months. A complete solution will use electronic signatures for internal approval processes or get documents filled out and legally signed without paper forms. If that same system can play well with others and includes integrations with DocuSign, signNow, JotForm, PandaDoc, and Adobe Sign, you can securely send documents to be signed online. Whether used for an internal approval process, onboarding new employees, or getting signed contracts, e-signature integration can help streamline your business process.

Scanning Automation
Automate Administrative Processes with Electronic Employee Filing
Paper filing systems can cause your Human Resources department a great deal of frustration. With all of that paperwork floating around, it becomes easy for documents to get misfiled, lost, or generally inaccessible. Scan-to-cloud document management systems have powerful scanning automation tools built right in. They can include automation tools like barcode recognition that let you spend significantly less time converting paper employee files to electronic format. Another good feature is Batch scanning tools that make it easy to scan in a stack of paper and easily file it away in the correct place from your computer screen. 

Cloud Collaboration
Cloud file storage lets you access and manage employee documents securely from anywhere.
Another successful strategy to keep up with today’s environment ensures that HR can get to shared digital versions of necessary documents anywhere. In a fast-paced workplace, you need to find employee records with a click so you can move on to more significant tasks. Effective systems index documents with metadata properties to be filed automatically and retrieved quickly. The metadata also allows you to run reports on-the-fly across your entire online filing cabinet at once. You can keep track of required and expiring documents in staff folders automatically, so there is never a scramble in the event of an audit. It’s a huge plus and compliance booter if there is segmented access, so permissions can be set for individual users or groups of users and applied to specific types of documents. You can give auditors access to specific documents while eliminating file requests from payroll, location partners, and department managers and they can view them remotely from the cloud.

Discover Industry-Leading Electronic Employee Filing & Welcome in the Great Retention
A paperless, cloud-based HR employee file management system could offer your organization many vital benefits and quickly become HRs best friend. Automating your document management solution gives time back to your team to focus on strategic initiatives and drive business goals forward. 

Learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. Contact our team today for more information about paperless HR employee file management!

Top Benefits of Digitzing HR Employee Filing in 2022

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Transform your employee filing strategy with a cloud document management system to streamline processes, cut time, and save costs.

As 2022 unfolds, consider the transformative power of digitizing HR employee files with DynaFile. Boost efficiency, enhance productivity, streamline processes, reduce paper waste, and ensure compliance. Dive into the digital age, minimize hassle, and supercharge HR operations. Discover why leading HR experts trust DynaFile. Get started today!

Top Benefits of Digitizing HR Employee Filing in 2022
Looking to streamline processes, maximize efficiency, and increase productivity? It’s no secret that employees work more productively when they aren’t weighed down by old-fashioned paper files and can find what they need immediately. As 2022 grows closer, many organizations are looking to improve processes for the coming year. One of the most significant areas to consider is your document management strategy. The following are some of the top benefits of making the digital transformation in the New Year.

Maximizing Efficiency
One way to maximize efficiency is by eliminating unnecessary steps that waste time. With many HR professionals working from home, timely access to your files is a real issue. By digitizing all employee records into one location, employees can securely access those files from anywhere with internet access, helping streamline processes and increase productivity without compromising compliance. 

DynaFile’s indexed filing solution allows you to store your documents in a secure cloud for instant access from anywhere, at any time. Instead of just dropping files in a folder and hoping you can find them later, every single document is indexed. That means you can effortlessly search to find it 2 or 10 years down the line. You can scan, upload, and retrieve documents quickly in batches instead of going one by one. And, best of all, HR can determine precisely how things are labeled and organized, making it a quick and easy transition to a new system. 

Increasing Productivity
Good HR cloud storage software should make your work life run smoothly by giving you the tools you need to support the HR department and the entire company. A paper-based employee file can be nearly impossible to keep organized. An extensive employee count, rapid growth, or high turnover only make it more difficult.  

DynaFile’s secure, cloud-based platform gives you instant access to essential documents and saves hours weekly, allowing you to give more time back to your team while increasing productivity. Powerful integrations will enable you to seamlessly connect to HRIS/HRMS solutions like ADP, Ceridian, Kronos, Oracle, Paychex, Paylocity, PeopleSoft, SAP, UltiPro, and Workday.

Streamlining Processes
HR employee filing can be a significant pain point for businesses. What happens when there’s a new hire or an employee resigns? Without an efficient HR file management system, you could spend hours searching through paper files and manually inputting data into HRIS systems. 

Implement an electronic employee onboarding solution that gives you the tools to complete the onboarding process remotely. Go digital with online forms from trusted sources such as DocuSign and iCIMS that automatically create new hires’ folders inside DynaFile. From there, your team can easily add documents to staff folders. Streamline document management across the entire employee lifecycle to save time and improve compliance long term. 

Minimize Paper Use
Dealing with paper documents is a hassle. It’s not just that they’re heavy and bulky; it’s also more challenging to access them than electronically stored files. A single employee or hiring manager can end up with a lengthy paper trail including hundreds or thousands of pages. 

Scan-to-cloud document management systems have powerful scanning automation tools built right in. These allow you to digitize and file entire employee folders with one scan. Batch scanning tools make it easy to scan in a stack of paper and easily file it away in the correct place from your computer screen. 

Avoiding Compliance Issues
Keeping employee records up-to-date and compliant can be highly tedious, and the HR team is responsible for ensuring employee files are up-to-date and managed with compliance. When an auditor inevitably requests to check on your files, HR must know their files are current with all required information. 

The right document management solution lets you quickly see if staff folders are current with required documentation, making audits seamless and hassle-free. Reports keep track of required and expiring documents in staff folders automatically, so there is never a scramble in the event of an audit. Files are indexed and highly organized so that you can control access to sensitive types of documents like I-9’s, medical, vaccination status, and other confidential records. You can give auditors access to specific documents while eliminating file requests from payroll, location partners, and department managers, and they can view them remotely from the cloud.

Make the Digital Transformation in 2022
A paperless, cloud-based HR employee file management system could offer your organization many key benefits in the New Year. Automating your document management solution gives time back to your team to focus on strategic initiatives and drive business goals forward. 

Learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. Contact our team today for more information about paperless HR employee file management!

How to Digital HR Strategy Personnel Files Onboarding Retention

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Optimize Your Digital HR Strategy from Outreach to Exit Interview

Boost your Digital HR Strategy with DynaFile. From outreach to offboarding, streamline employee lifecycle management in a remote work era. Get a DynaFile demo today!

Ensure your team has a solid digital HR strategy in place for the remote work environment.

The number of employees working from home has never been higher. With a solid remote HR strategy in place, working from home can be a real game changer for both employees and the organizations they support. When building an online HR strategy it’s important to consider the entire employee lifecycle and make sure each stage has a streamlined digital plan in place.

Outreach

The very first phase of the employee lifecycle begins with someone finding your open positions. Luckily most companies already understand the importance of a strong online presence to attract applicants. Websites like Craigslist paved the way for more sophisticated online talent acquisition strategies utilizing sites like Glassdoor, Indeed, and LinkedIn.

The other part of the equation is showcasing all of the amazing benefits working for your company provides. To ensure you become (and stay) the employer of choice, though, it’s critical to reenforce those positive impressions through channels like: a well-designed website, active social media presence, and other online communities.

Recruitment

The next step in the employment lifecycle ensures that you are not just reaching any potential applicant, but honing in on qualified candidates that are the best fit for the position. Clear job descriptions, reasonable interview processes, and a transparent hiring timeline will help ensure that in-demand talent isn’t lost during recruitment. This way you always have a steady stream of high-quality candidates to engage with.

Onboarding

First impressions matter and your onboarding processes is a reflection of what your new teammate can expect from your company. Getting organized and staying organized is essential to creating the kind of first impression that makes a new hire excited to join the team – instead of being worried about what they just got themselves into.

Onboarding digitally can get complicated. Lost emails and muddled instructions can leave both sides feeling frustrated. Even when clear communication is achieved, the process can be just as bulky as paper. Many times PDF’s are email, printed, completed on paper, scanned back in, and emailed back in a series of tedious and time consuming steps. Utilizing online onboarding tools like DocuSign and iCIMS help your team stay on track while setting your new hire up for success.

As documents make their way back to your team, a cloud solution is key to staying organized. Unless the plan is to print and create more paper, a robust electronic filing system is absolutely necessary to ensure sensitive documents are locked away – all while giving your team the exact access they need. The best digital document storage solutions tie everything together to save time and increase compliance long-term. Solutions like DynaFile, for example, work with other HR platforms to synchronize employee data, automatically file documents, and eliminate paper long-term. Make sure online onboarding is as flawless and welcoming as your in-person onboarding processes.

Development & Training

Sometimes viewed as a necessary evil online training and development is finally shifting from something your new hires have to “get through” to an engaging and truly informative online experience. New learning management systems (LMS) aim to make learning your companies protocols and policies as captivating as possible with interactive elements and gamification. These tools make training effortless so new hires stay on track and you stay on schedule. Completed trainings can be added to your existing online employee record to centralize document management in the cloud.

Performance

Making sure your employees are thriving is equal parts training and performance management. When business unit decision makers have easy access to view and add performance related documentation, they are better able to make sound employment decisions. When nothing is misplaced and quickly available, supervisors get the best understanding of an employee’s history and there’s no need for dozens of file requests going through HR. Of course, you will want to make sure your document management solution allows gives you control over exactly who can view what with role-based access controls and restrictions for sensitive files.

Offboarding

Often an employee’s exit is treated like an elephant in the room – awkward and ignored. Keeping some professional distance and not taking the exit personally provides a great opportunity to harvest valuable insight on your employees’ experience with your company. Repurposing some of your onboarding tools, like DocuSign, can simplify information gathering during offboarding, too. Why not streamline the process for HR and give your former employees a little time to gather their thoughts? That way, instead of a rushed exit interview, you are receiving much more critical insight from the employee perspective.

After offboarding, those documents should flow into your long-term cloud storage for record retention. Be sure your filing system includes audit tools to track missing documents and control purging schedules for files that have reached their retention date.

Optimize Your Digital HR Strategy

A cloud system for your employee files is a key part of your digital HR strategy. DynaFile provides a powerful, easy to use solution that is built for HR. Streamline document management across the entire employee lifecycle to save time and improve compliance long-term. You can connect to other platforms, simplify audits, and control access for different roles – all while ensuring documents are instantly available from anywhere. Contact us today to learn more or see a demo.

After iCIMS, DynaFile Helps HR Centralize File Management

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DynaFile now connects with iCIMS for automatic filing and easy long-term file management after onboarding.

Boost HR efficiency with DynaFile’s seamless integration with iCIMS. Streamline your post-onboarding file management, centralize records, and empower your HR team with automated filing and easy access. Dive into 15+ years of expertise. Contact us to unveil the future of HR document management and witness a transformative demo today!

iCIMS is a popular talent acquisition suite that includes savvy tools for recruiting through onboarding.  Now iCIMS users can also tap into the power of DynaFile to streamline HR file management after onboarding.  

Connect To iCIMS

DynaFile’s integration with iCIMS allows for automatic filing after the onboarding process has been completed.  The new hire’s folder is automatically created in DynaFile, with all iForms filed in the correct location inside.  All of your access rules around sensitive documents are automatically applied and the newly added forms are immediately visible in audit reports.  This integration requires the iCIMS Connector (available from iCIMS). 

Centralize HR File Management

After iCIMS, DynaFile helps the HR team centralize file management.  Consolidate employee documentation across iCIMS, paper, locations, groups, and different systems to eliminate record silos.  DynaFile also includes scanning automation tools to quickly convert paper folders and easily manage paper going forward. 

Give Time Back to the HR Team

DynaFile helps save HR professionals time when filing and managing employee documentation.  Use audit reports to ensure staff have all required forms in their folder and to keep track of renewable/expiring documentation.  Use powerful access rules to control exactly who can see sensitive types of files in the system, segment access for different roles, and provide limited access to managers or auditors.  With a couple of clicks, your teams can access the files they need instantly, from anywhere, at any time. 

Learn More and See a Demo

DynaFile has been helping organizations improve file management in the HR space for over 15 years.  Contact us today to learn more about the DynaFile document management solution for HR and our integration with iCIMS for automatic filing after onboarding. 

American Businesses Produce 1.6 Trillion Pieces of Paper in 2016

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Going paperless has never been easier. Time to think about moving to electronic files.

Transition to the future with an electronic filing system in 2016! Amidst American businesses producing a staggering 1.6 trillion pieces of paper, the shift to digital is vital. Discover how DynaFile streamlines office tasks, enhances efficiency, and safeguards the environment. Over 15 years of expertise in scan-to-cloud solutions. Explore a transformative, paperless journey. Request your free demo now!

Traditionally, paper has been a critical piece of the business process. It’s difficult for an organization to run smoothly without the ability to record information and share it with colleagues in an effective manner. Issues arise in the office when that information needs to be stored for an extended period of time or needs to be shared quickly with team members in different physical locations. For these reasons, among others, many companies are switching to an electronic filing system for storing, managing and sharing documentation around the organization. 

Halfway To The Moon

It may not seem like a lot of paper gets wasted around the office, but you may be surprised. In a recent article from The Wall Street Journal, Christopher Mims writes;

“Every year, America’s office workers print out or photocopy approximately one trillion pieces of paper. If you add in all the other paper businesses produce, the utility bills and invoices and bank statements and the like, the figure rises to 1.6 trillion. If you stacked all that paper up, it would be 18,000 times as high as Mount Everest. It would reach nearly halfway to the moon.”

A bit startling, isn’t it? By the end of 2016, we could reach the moon by simply stacking the paper American businesses produced over the past two years. Now, how to make a change?

Show Me The Value

It can be easy to recognize that your office is using a lot of paper, but it can be much tougher to convince management to make a change. It’s important to remember that creating paper waste not only hurts the planet – it also significantly affects a business’s bottom line. Paper process are slow, out-dated and incredibly inefficient. Moving to an electronic filing system can actually save a company money and produce a big bump in staff productivity. 

A good way to start looking at electronic filing is by identifying the most paper-heavy departments within the organization first. Many times, you will find that the Human Resources office is an area that sees TONS of paper files. Although a lot of employee data is now recorded in HRIS solutions, much of the actual documentation for the employee is still printed out and filed in bulky, disorganized filing cabinets. Many organizations still have all of their staff files on paper. For a tenured employee, you can imagine how thick these files can get. Being able to identify this within your own business is essential because the offices that handle the most paper will see the biggest value in taking their files electronic.

Keeping It Practical

For a paperless strategy to work, you need a practical approach. Even if you take all of your existing files electronic, you’ll need a way to digitize your pen-and-paper workflows to ensure you’re not just adding more paper to the pile. For this reason, it’s important to look at electronic filing systems that include a few key features:

Scanning Automation
These tools are designed to work with your electronic filing system and allow your team to take a shortcut to paperless files. Scanning automation tools will help automate the conversion of your current paper files to electronic format. They will also help you deal with miscellaneous paper coming into the department on an ongoing basis because – let’s face it – you’ll still have staff coming into your office and handing you a paper document. 

Online Forms, eSignatures and Workflows
From onboarding new employees in the HR department, to approval workflows and contracts; these features help your team go from pen-and-paper processes to completely digital ones. Replace paper forms with online forms that can be delivered to the recipient immediately and completed in a fraction of the time. Electronic signatures or eSignatures can be used to sign off on these forms from anywhere, at any time and they are just as good as ink. Finally, digital workflows can deliver your forms to the next person in the chain automatically once it is their turn to review, approve or sign. The best part is, once the workflow is finished, completed and signed forms can be automatically filed in your electronic filing system.

Tell Me More!

DynaFile is an electronic filing system that has been helping companies achieve a higher level of efficiency for over fifteen years. Our unique scan-to-cloud tools work directly with DynaFile to allow you to automate the conversion of paper files to digital format and easily handle miscellaneous paperwork on an ongoing basis. Once in DynaFile, you can retrieve files instantly from anywhere, report on required and expiring documents and segment access for different staff roles and types of documents in the system. Finally, our integration with DocuSign allows your team to replace all of your pen-and-paper processes with online forms, esignatures and digital workflows. Once forms have been signed, they can be automatically published in the correct folder back in DynaFile.

Would you like to learn more about going paperless with DynaFile? Contact us today for more information and free demo!

Human Resource Management: HR Manages Employee Files with Hybrid Filing System

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HRIS and HRMS can be very beneficial but don’t always provide a practical way to manage employee files. Consider including a hybrid filing system in your HRM strategy.

HR Manages Employee Files with Hybrid Filing System

Human Resource departments have a lot going on. There is a ton of data that needs to be tracked and aggregated. Most companies will utilize a variety of systems to help them do this. Human Resources Information Systems (HRIS) and Human Resources Management Systems (HRMS) are popular choices. Unfortunately, many do not include a practical solution for employee file management.


The Problem With Paper

Although most companies already utilize some sort of HRIS or HRMS, many still rely on a traditional paper-based filing system to manage their employee files. However, as anyone who has worked in HR can tell you, dealing with paper files can be frustrating. To maintain compliance, each employee typically has 3 – 5 separate files. This causes information to be duplicated across the organization, making finding what you’re looking for a complete nightmare. Distributing documentation becomes a serious chore, and information security becomes nonexistent. Working with paper is inherently tricky, but you can only go paperless to a certain extent. Employees will inevitably deliver applications, onboarding forms, PTO requests, and the like to your office in paper format, no matter how hard you try to avoid it.


A Hybrid Filing Solution

Human Resource departments have been increasingly looking towards hybrid filing systems to help them manage their employee files easier. A hybrid filing system combines a couple of key components:

  1. Document Management System
    • Stores employee files in electronic format
    • Instant document retrieval for authorized staff
    • Allows for safe distribution of information
    • 24×7 secure access from anywhere
    • Ability to control access to specific sections of employee files for groups of staff
  2. Scanning Automation Tools
    • Automates conversion of paper files to digital
    • It makes it easy to get misc. paper documents into the system on an ongoing basis
  3. Online Forms & e-signatures
    • Allows for paperless onboarding
    • Replaces any pen and paper process where forms need to be filled out and signed

With a hybrid filing system, you no longer waste time rummaging through filing cabinets. Sign in to your digital filing cabinet and do a quick search to bring back exactly what you’re looking for in seconds.


Benefits of a Hybrid Filing System

The benefits of a hybrid system are huge! Your department will realize the value instantly with hours saved and costs reduced. Here are just a few of the ways a hybrid filing system can benefit your organization:

  • Significantly reduce the time it takes to file/retrieve documents from employee folders
  • Consolidate employee information into one folder per employee
  • Control access to specific sections of employee files for different groups of staff
  • Run internal audits and exception reports on the fly to ensure employee documentation is up to date
  • Provide external auditors limited access to individual employee files or specific sections of employee folders
  • Share information safely and much more efficiently between different offices
  • Use paperless onboarding to get new hires “papered up” without a single sheet (use the same process for PTO requests, pay grade increases, benefits enrollment, and more)
  • Free up valuable office space by eliminating the need for bulky filing cabinets
  • Save on costs associated with paper, folders, filing cabinets, printers, copiers, postage, etc

The list goes on and on. Going paperless in your Human Resources department makes a lot of sense, but be sure you have a quick and straightforward solution to get your paper files into electronic format in the first place. And, on an ongoing basis, a practical way to deal with the miscellaneous paper coming in. A hybrid filing system makes this easy and lets you replace pen and paper forms with a completely digital process so you stop generating paper in the first place.

Our hybrid filing solution has been helping HR go paperless and manage employee files more efficiently for over 15 years. Scanning automation tools help you quickly convert your current paper files to electronic format and then securely manage your employee documentation from the cloud. Integrated online forms and e-signatures allow for a simple and effective employee onboarding process that is entirely digital.

Schedule a demo today and learn how to upgrade your filing system with DynaFile.