Electronic Filing

Access Personnel Files from Anywhere During the Coronavirus Shutdown

March 24, 2020 by Andrew Roberts

With COVID-19 disrupting business processes across the globe, a secure HR file cloud has become more important than ever. When there is an urgent need to access crucial personnel documents, is your team prepared?

Empower HR with DynaFile during COVID-19 for instant, remote access to personnel files. Ensure audit-readiness, easy document updates, and seamless management. Adapt quickly with our expertise. Reach out to get started today!

If personnel files are on paper or just difficult to access from outside of the office, now is the time to prioritize HR’s file management strategy. Here are a few things to consider when it comes to personnel files and remote access for your HR team during the coronavirus shutdown.

Instant Access

How long does it take to find a specific document for any given employee? What if you’re working from home and unable to be in the office? It’s crucial to know that HR can reach important personnel documents with just a couple clicks – from anywhere. A secure HR file cloud provides an easy to way to stay connected.

Audit Readiness

A file request can come from an auditor, attorney, or management at anytime. Are your personnel files ready when the time comes? Ensuring folders include all required documents – and that those documents are not expired – keeps your team prepared. With the right HR file solution, you can track important documents to always know personnel files are ready for upcoming audits.

Document Updates

What if your personnel files are missing critical documentation? Are you able to append and update files remotely? HR should be able to easily add documents to personnel folders and have staff complete forms online if need be. Nowadays, there’s no reason not to have an up-to-date personnel file, even when working from home.

Get Up To Speed Today

DynaFile is a secure HR file cloud that makes managing personnel documents easy from anywhere. Be up and running fast with expert assistance and over 20 years of experience. Contact us to get setup today.

Remote Access to Employee Files for HR Teams During the Coronavirus (COVID-19) Pandemic

March 17, 2020 by Andrew Roberts

Is your HR team working remotely due to the Coronavirus disease (COVID-19)? Make sure employee files are accessible while staff are working from outside of the office.

Enable seamless HR operations during COVID-19 with DynaFile. Ensure 24/7 remote access to critical employee files, maintain compliance, and utilize online forms for uninterrupted workflows. Discover more with a live demo today!

Due to the Coronavirus (COVID-19) pandemic affecting the world, the Center for Disease Control and Prevention (CDC) is urging people to practice “Social Distancing.”

“Many public schools, libraries, universities, places of worship, and sporting and cultural institutions have shut down for at least the next few weeks. These measures are an attempt to enforce distance between people, a proven way to slow pandemics. Experts have also been urging people to practice voluntary ‘social distancing.'” – The NY Times.

This includes avoiding gatherings of more than 50 people and a strong recommendation to work from home. Since the global health crisis is not expected to subside anytime soon, HR teams need to ensure they can still access critical documentation if they are not in the office.

Access Files 24/7

It’s essential that your HR team maintains access to important documents, even if they are out of the office. A secure cloud provides a way for them to instantly get to the documents they need remotely. New documents can also be added to employee folders from anywhere, at any time.

Maintain Compliance

File requests can come at anytime. You might have an auditor, attorney, or manager that simply cannot wait to receive a copy of critical employee documentation. It’s crucial to be sure folders are up-to-date and available for remote file requests.

Utilize Online Forms

Business does not grind to halt when individuals are out of the office. When pen-and-paper processes become difficult to accomplish, online forms and e-signatures can keep the HR department running smoothly. Allow staff to complete and e-sign forms no matter where they are located.

Is Your Team Ready?

DynaFile is an HR file cloud that gives your team instant, remote access to the documents they need – no matter where they are located. With over 20 years of helping organizations manage employee files more efficiently, DynaFile is a trusted name in HR and can be implemented extremely quickly.

2020 Solutions for Personnel Forms in the HR Department

December 17, 2019 by Andrew Roberts

Are there still gaps in the HR signature process? Use these tips to fine tune your 2020 personnel form process and start next year strong.

Paper forms are still a reality for many professionals in the Human Resources department. Even if some forms can be completed and signed digitally, there is often an opportunity to streamline the process further. Here are a few solutions for personnel forms to get your team ready for 2020.

Custom Templates

One of the most common challenges with your HRIS or Payroll system’s “onboarding” module is the limitation on types of forms that can be completed. Many times you are limited to only standardized tax forms.

But, what about forms that are specific to your organization or industry? There are tons of companies that still use paper forms for things like policy acknowledgements, performance evaluations, employee change forms, PTO requests, and more.

A digital signature solution that is flexible enough to handle your custom forms is essential for driving paper out of the HR department. DocuSign, for example, is a popular option that does not limit the types of forms that can be used.

Automatic Filing

After forms are completed and signed digitally, where do they land? A lot of HR teams find that their HRIS or Payroll system does not provide a compliant way to manage employee documents digitally. So, onboarding forms are still printed and added to a traditional paper personnel folder.

An electronic filing solution that is designed for HR should make long-term compliance easy. DynaFile, for example, will automatically file your completed forms in the cloud after the signature process. Each form is tagged individually so the system can:

Save all documents in the correct location;
Control access to sensitive documents like I-9 and Medical;
Show you missing or expiring documents in staff folders

Audit Tracking

Receiving a file request from an auditor can be a stressful scenario, but it doesn’t have to be. With your personnel files being tracked, you can always be sure staff folders are up-to-date with required documents.

Reports can show your team if folders are missing documents or include forms that need to be updated. You can even provide a secure link to auditors so they receive a copy of the documents they request remotely.

Next Steps for 2020

If you would like to fine tune your forms and file management process for 2020, contact us today. DynaFile provides a shortcut to the cloud and lasting compliance tools that save HR time long-term.

Take a look at how organizations like San Diego Zoo utilize DynaFile and DocuSign to streamline the HR department:

Case Study: San Diego Zoo – Paperless HR

Is Your HR File Management Strategy Ready for 2020?

October 22, 2019 by Andrew Roberts

Iron out your HR file management strategy now to start fresh in 2020. Your team will thank you!

Now is a good time to start thinking about your employee files. Are documents easy to find when you are audited? Can teams access the files they need from different locations? Is paper still slowing down your current process? Time to get your HR file management strategy ready for 2020.

Compliant Cloud

Not all ‘document clouds’ are created equal. Many are simply a storage place that can become a ‘virtual junk drawer’ instead of an organized, useful system. This can cause compliance issues down the line.

HR document management software is the solution. These systems allow you to consolidate employee documentation in one compliant cloud. Files are indexed and highly organized so you can control access to sensitive types of documents like I-9’s, Medical, and other Confidential records.

Audits now become seamless. Reports keep track of required and expiring documents in staff folders automatically so there is never a scramble in the event of an audit. You can give auditors access to just the files they need to see while eliminating file requests from payroll, location partners, and department managers.

Paperless Shortcuts

If you’re still dealing with paper, a scan-to-cloud document management system can help. HR can digitize existing files fast and easily manage future paper. These filing solutions make going paperless easier by skipping many of the steps in the scanning process.

In order to eliminate paper from the start, your onboarding forms can be completed online, too. Replace a slow signature process with forms in the cloud. Once finished, all signed forms are filed in the new hire’s folder – and labeled – automatically. That means that your audit reports, access rules, and retention schedules start working for you immediately.

Start Fresh In 2020

If you’re looking for a better way to manage employee files, DynaFile can help. Most HR teams are up and running in under 30 days so you can start fresh in 2020. With a shortcut to paperless and lasting compliance advantages, DynaFile is has been helping organizations streamline the HR department for over 20 years. Contact us today to learn more.

HR Document Management Soothes Compliance Concerns for Personnel Forms

September 24, 2019 by Andrew Roberts

With the right HR document management strategy, concerns about personnel form compliance are a thing of the past.

Simplify HR compliance with advanced document management solutions. Go paperless with digital personnel forms, streamline signatures, and ensure sensitive data is protected with role-based access. DynaFile offers two decades of expertise in revolutionizing HR processes, ensuring you're always compliant. Discover the future of HR documentation; reach out to us to explore the potential of DynaFile.

Maintaining compliant employee records is an important part of any organization. Documentation typically includes onboarding forms, policy acknowledgements, medical information, performance evaluations, credentials, trainings, and more.

The responsibility of keeping personnel folders compliant usually falls on the shoulders of the human resources team – and it’s not an easy job. However, with the right HR document management strategy, compliance concerns are a thing of the past. Here are some tools that can make the process much easier.

Streamline Your Signature Process

You can replace much of your paper process with online personnel forms and digital signatures. Now all of your forms can be signed and filed in the cloud where you can find them instantly without dealing with paper or manually setting up folders.

You’re not limited to just tax forms, either. Policy acknowledgements and other company-specific forms can be done the same way. The best part is that each form is individually identified and automatically filed after the signature process. This means that tracking files long-term becomes incredibly easy.

Always Know What’s in the Folder

It can be difficult to keep track of forms after everything is completed and signed. With digital personnel forms, HR can save a ton of time on long-term document management through reports. There’s no need to manually go into each folder to check.

For example, you can automate your onboarding checklists, track expiring documents (or documents that get renewed), and easily control retention rules. That way, you are sure that your employee records are always up-to-date with all required documentation.

Control Access for Different Teams

A big part of personnel record compliance is keeping sensitive information separate and safe. This means limiting access to view documents like I-9 forms, medical files, or confidential folders to just authorized staff. With the right document management system, HR can easily segment access to these files from the cloud.

It’s common to use role-based access to allow Payroll to only add or view payroll-related documents, for example. In a similar way, you can give location or department managers access to just their own staff files. You can even provide auditors or legal entities a copy of just the files they request without the need for any paper. All of this cuts back on traditional file requests and the long waiting periods associated with it.

Take the Next Step for Your Files

If you have an interest in streamlining your HR form and file management process, please let us know. DynaFile is the paperless HR solution with twenty years of experience. Your team will save time and increase compliance without ever having to print, make copies, or scan paper documents. Contact us today for a quick intro to see if DynaFile is a good fit.

Scan to Cloud Filing Give HR a Shortcut to Digital When Paper Piles Up

March 19, 2019 by Andrew Roberts

A quick switch to digital and lasting ROI are important when taking HR paperless. Here’s how scan to cloud filing systems provide a powerful paperless HR solution.

Boost HR efficiency with scan to cloud filing solutions. DynaFile's innovative technology provides shortcuts for a paperless transition, making HR document management hassle-free. Enjoy seamless digital integration and stay effortlessly paperless. Experience the revolution in HR documentation; see what DynaFile can do for you – book a demo now!

If your Human Resources team is still managing employee files the old fashioned way, you’ve probably considered going paperless. Digitizing personnel folders brings lasting advantages that streamline HR document management long-term.

A fast and quality-approved process for employee file conversion is critical to ensure a seamless transition. Just as important, though, is providing an efficient HR file management system for after scanning is completed.

Here’s where a scan to cloud filing system for HR shines by providing a shortcut to digital, along with many time-saving paperless solutions that last.

Go Paperless Fast

Scan to cloud filing systems are unique in that they include shortcuts to paperless for your HR team. DynaFile, for example, provides unique scanning automation tools to digitize entire employee folders at once, as well as easily handle future paper coming in. This reduces the time required for scanning and filing dramatically.

The beauty of a system like this is that it allows you to skip many of the steps in the typical conversion process by scanning directly to the cloud. This makes digitizing personnel folders in-house a breeze for HR, temps, or interns; but also gives you the option to outsource the scanning if you like.

Manage Files Easier

There should be a long-term strategy in place for when scanning employee records is finished as well. Simplifying compliance and building in efficiencies to save your teams time are what make taking HR paperless a big win.

The ability to centralize employee files in one secure place makes HR document management so much easier. Now you can eliminate record silos to give teams access to the specific files they need, simplify your audit process, and streamline all of your form workflows.

Stay Paperless

A big challenge with going paperless is actually staying paperless. Scan to cloud filing systems include shortcuts to batch in paper or digital documents alike as time goes on – so there’s never a need to print.

Some solutions, like DynaFile, can even tie in to your existing systems to automatically file forms after completion. This can save time across the entire HR team by streamlining the onboarding process, as well as workflows for post-hire forms.

Paperless In 30 Days

DynaFile is a scan to cloud filing system designed for Human Resources professionals. With over 18 years of delivering document management solutions that boost efficiency and cut costs, DynaFile is your paperless pro.

Most HR departments can be start paperless in 30 days or less. Want to see if DynaFile is a good fit for your team? Contact us today to see a demo!

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