Electronic Filing

It’s that time of the year again.  Office life is winding down and staff are thinking about all of the amazing possibilities the new year can bring.  Is a more streamlined HR department on your team’s wishlist?

Here’s how to take your Human Resources office paperless in 30 days to start 2018 off strong.

Scan To Cloud Filing

Converting your existing paper files can be a fast and easy process with the right tools.  Scan-to-cloud filing systems allow your team to skip many of steps typically found in the traditional conversion process, providing a shortcut to electronic employee files. 

Barcode cover sheets can be used to categorize your folders during scanning to automate the conversion of an entire employee folder.  As the whole folder is scanned at once, the system knows how to file everything based off the barcode information.  

You can also scan a batch of unrelated paperwork to the system and break it down into separate documents for different employees from your computer screen.

Paperless Forms

Most HR departments find that a majority of paper is created from various signature processes.  From the initial onboarding packet to ongoing forms like policy acknowledgements and performance appraisals, forms can can be a huge part of an employee’s file.

Moving away from pen-and-paper processes can help alleviate much of hard-copies typically generated in the HR office.  Nowadays, online forms, esignatures, and digital workflows are replacing traditional paper-intensive processes.

This can benefit both HR and staff with a more streamlined form-completion process, plus automated filing after signatures.

Easier File Management

Cloud filing systems are extremely popular for electronic employee file storage.  Since your files are managed from the cloud, staff can access the documents they need from anywhere, at any time for simplified audits and quicker collaboration.

There’s no longer a need to manually keep track of required and expiring documents in employee folders.  A simple audit report ensures your HR team knows exactly which staff are missing certain documents; and which staff have document coming up for renewal in the near future.  When an auditor requests documents, simply make the specific files they ask for available to them remotely.

Tired of payroll staff and supervisors asking for copies of files?  Simply give them access to just the types of files they should have access to in the system, for the just the staff they oversee.

Start Paperless in 30 Days

DynaFile is a scan-to-cloud filing system for HR departments.  Our paperless HR solution has helped companies realize a higher level of efficiency by eliminating hard-copies for over 15 years.  

Want to see how it works?  Contact us today for a free demo.

Traditional pen-and-paper workflows are going digital these days to give time back to the HR team.  One of the big ways Human Resources professionals have started to cut back on paper is by switching to an electronic onboarding process. 

Replacing paper with electronic onboarding solutions like iCIMS and DocuSign can significantly streamline the process for everyone involved.  But what happens afterwards, when all of the forms have been completed?  

It turns out that lots of companies are still printing new hire documents after e-signature and attempting to manage them as paper files.  Here’s how to skip the printer for easier file management in HR.

iCIMS and DocuSign Integration

Popular electronic onboarding solutions like iCIMS and DocuSign allow the HR team to get new hire forms completed electronically.  After signature, completed forms are automatically sent to DynaFile where they create the employee’s folder and file all of their documentation inside. 

There’s no longer a need to print, scan or fax after signature.

Hybrid Filing Solution

If eliminating paper is a goal for HR, a hybrid filing solution is key.  These filing systems include easy ways to add both paper and electronic files to employee folders on an ongoing basis.

Simply drag-and-drop electronic documents into employee folders going forward.  Or, scan miscellaneous paper directly to their file in the cloud. 

Lasting Benefits for HR

Switching to an electronic filing system and away from paper brings huge benefits to the HR team:

• Audits become stress-free with automatic reports to show missing documents and upcoming renewals in staff folders.
• Finding files is no longer a challenge with instant retrieval and segmented access controls for different roles.
• Your files are safe from natural disasters and automatically backed up in real-time.

If you’d like to learn more about electronic filing for iCIMS and DocuSign, give us a call today. 

DynaFile is a cloud filing system that has been helping companies take HR paperless for over 15 years. 

Connect to iCIMS and DocuSign for a seamless electronic filing process across the entire department.  Contact us for a free demo below to see how it works.

Making the switch from paper to electronic employee files doesn’t have to a frightening experience. There are paperless HR solutions available now that make it easy to transition from filing cabinets to a true electronic filing system. Best of all, these systems aren’t just an interim solution – they provide robust file management and online workflows to ensure your files stay paperless going forward.

Automate Paper Employee File Conversion

Paperless HR solutions should include an easy way for your team to automate the conversion of your existing paper files. A popular method here is Barcode Recognition. Re-usable barcoded cover sheets are slipped in front of each folder section to identify them before scanning. You can then scan the entire folder to the cloud at once. The system will know where to automatically file everything inside from your barcode sheets. 

Going forward, you can also scan a stack of paper for different employees directly to the cloud (skip the barcode sheets). You can then break the scan down into separate documents for different employees from your screen.

Onboarding and Other Forms in the Cloud

Some paperless HR systems can connect to onboarding solutions. This opens up an entirely new level of efficiency. New hires can review, fill out, and legally sign all of their onboarding forms online. Once completed, they are automatically filed in the employee’s electronic folder. 

The same process is extremely useful for forms that might be outside the onboarding process, too, like policy acknowledgements or renewals on earlier forms. Either way, there’s no need for paper forms anymore. 

Built-In Disaster Recovery and File Audits

One of the advantages of a paperless HR system is that it is often-times compliant right out of the box. Built-in disaster recovery and file audit tools are a few of the big ones. These types of systems should be designed with security features like real-time, redundant backups that allow for uninterrupted access to your files. 

Since file audits are so common for Human Resources professionals, audit reports should be available to your staff as well. These automatically keep track of required and expiring / renewable documents in employee folders to ensure everyone is up-to-date in the event of an audit. 

Taking HR Paperless In 30 Days

If you’re interested in taking the Human Resources department paperless, don’t be scared! DynaFile has been helping companies go paperless to boost efficiency for over 15 years. Our paperless HR solutions makes it easy to automate the conversion of your paper files, replace pen-and-paper with workflows in the cloud, and control employee files long-term with powerful document management tools.

Contact us today for a free demo to see how your HR office can be paperless in 30 days!

Has the Human Resources team become a little wary of wrestling paper this year?  It might be time to consider making the switch to a paperless HR office. 

Moving away from paper towards electronic files and forms can help streamline the entire department.  Best of all, with today’s paperless HR solutions, most HR departments can go paperless in under 30 days. 

Here’s how to hit the ground running this January with electronic files and forms. 

Paper Conversion Automation

If you want to go paperless fast, look for a filing solution that can help you automate the conversion of your existing paper files.  Some paperless HR solutions include scanning automation tools to help your team take a shortcut to electronic files. 

If you would prefer to let the pro’s do the scanning, some paperless HR solutions work with a partner to convert all of your back files for you.

Electronic Onboarding and Other Forms

Scanning your existing paper files is a big step towards a paperless HR office, but there’s still the challenge of producing more paper in the first place. 

Going paperless with your form and signature processes like employee onboarding can significantly reduce the amount of paper being generated in HR.

Look for a paperless HR solution that includes online forms, electronic signatures and digital workflows.

Streamlined File Management

When your employee files are created and stored electronically, managing that documentation becomes a lot easier.

Paperless HR solutions make compliance nearly automatic.  Features like file audit reports, segmented access rules for different roles, built-in disaster recovery, and much more give time back to the HR team.

Going Paperless in 30 Days

Want to start 2018 on the right foot?  Contact us today to learn more.

DynaFile is a paperless HR solution that has been helping companies achieve a higher level of efficiency for over 15 years.

Convert existing paper fast, replace paper processes with online forms, and easily manage employee files with compliance.

Contact us for a free demo!