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Electronic Employee Files: an HR Filing Solution that Works for You

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Employee files tough to manage?  Here’s how to setup an HR filing solution that works for you by using electronic employee files.

Revolutionize HR file management with electronic employee files. Transition from paper effortlessly, streamline onboarding, and simplify compliance. DynaFile offers a seamless solution with scan-to-cloud and robust tools, proven over 18 years. Ready for a filing solution that truly works for your HR team? Book your demo today!

Human Resources professionals have a difficult job managing all of the documentation regarding company employees.  On paper, files are impossible to keep track of. 

Going digital brings huge benefits, but not all HR filing solutions are the same.  Here’s what to look for with your electronic employee file strategy.

Paperless Shortcuts

If you’re using paper right now, the transition to electronic employee files can seem daunting, but it doesn’t have to be.

There are scan-to-cloud filing solutions that help automate paper conversion by skipping many of the steps in the typical scanning process.  DynaFile’s barcode recognition feature, for example, can automatically file an entire employee folder in one scan.

Streamlined Forms

When your HR team moves to electronic employee files, switching to paperless forms makes so much sense.  Onboarding packets can be completed online before orientation and automatically filed afterwards.  Acknowledgements and other forms can also be templated in the cloud and used over an over again.

Simplified Compliance

With electronic employee files, compliance becomes a lot easier.  Say goodbye to document checklists and manual spreadsheets for tracking files.  Instead, simply run a report to show you exactly which staff are missing required files in their folders or have a document coming up for renewal. 

Cut back on file requests by using role-based access for your different teams.  At the same time, easily make specific files and folders available to auditors and other external individuals remotely, from anywhere.

A Solution That Works for You

DynaFile’s been helping HR teams manage files easier for 18 years.  By combining time-saving scanning automation tools with a powerful cloud document management system, most HR departments can be paperless in 30 days with DynaFile.

Want to improve file management for your HR team?  Contact us today for a short call or demo to learn more.

Employee Files in Cloud are Making Document Management Easier for HR

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Human Resources professionals are moving towards cloud document management solutions more and more these days for an easier way to administer employee files. 

Redefine HR efficiency with cloud document management solutions. Dive into DynaFile's transformative tools, from eliminating record silos to auto-filing forms and managing paper effortlessly. Streamline HR tasks, and let your team focus on what truly matters: the people. Harness over two decades of expertise – Contact us to discover a smarter way to manage HR documents.

Cloud document management solutions for HR can bring big benefits to the entire team.  When HR can spend less time worrying about saving, finding, and keeping track of files – everyone wins. 

A good HR file management system will allow your team to consolidate files for easier management while automating redundant processes.  This allows HR to focus less on the mundane and more on people-oriented goals.  Here are some of the ways to achieve this with an HR filing solution like DynaFile.

Eliminate Record Silos

When it comes to filing in the cloud, there are three main flavors for HR: Cloud Storage, In-House File Share, and Cloud Document Management. 

Lots of HR departments evaluate the document storage that is offered through their HRIS, but tend to run into issues in a few key areas.  Most importantly, files can be hard to keep organized, you may not have the ability to control access to sensitive documents, and there may not be a way to know if someone’s folder is incomplete. 

In-house file shares tend to have the same issues as HRIS storage, plus a few extra red flags.  An in-house system adds the burden of your IT team being required to keep the system and environment running smoothly.  There can then be a compliance problems that occurs if IT has access to the files. 

A true cloud document management system for HR allows teams to:

  • Instantly access files from anywhere,
  • Run audit reports to keep track of required and renewable documents in employee folders,
  • and maybe most importantly – maintain rigid control over access to sensitive documents.

Since you have full control over the files that different teams, roles, and individuals can access in the system, there is no longer a need for record silos.  Consolidation is a powerful thing when you can centralize file management across the HR office, yet easily maintain compliance.

Staff can now access the files they need from anywhere, at any time without the lag time typically associated with a record request or employee verification.

Auto-File Staff Forms

A good portion of an employee’s file typically consists of forms they have either completed as part of the onboarding process, or post-hire forms like performance appraisals and the like.  Getting these forms completed on paper can be a serious challenge, so many HR professionals look for a digital solution.

A lot of HRIS providers have an onboarding module where new hires can complete their onboarding forms.  This works well for standardized documents like tax forms, but you are limited to the types of forms the HRIS allows to flow through the process.  

Many companies have moved to a more flexible process for their forms in the Human Resources department.  Electronic signature solutions like DocuSign, for example, can be used to get any type of form completed and signed online.  It can be used for onboarding forms, but also for post-hire forms like performance appraisals, policy acknowledgments, and requests. 

The best part about a more flexible solution like this is that it can also connect to an HR-specific filing system like DynaFile.  When everything is completed and signed, it is automatically filed in the employee’s digital folder in your filing system. 

Easily Manage Paper

A big hurdle a lot of HR folks run into is paper.  No matter how paperless your HR department goes, your team will inevitably still have someone handing you a piece of paper from time to time and you need an easy way to get it into their electronic folder. 

The other side of coin is that a lot of Human Resources offices haven’t made the transition to digital files just yet, which makes this subject all the more important to mention.

Scan-to-cloud filing systems have become exceptionally popular with HR.  These systems include scanning automation tools that allow your team to take a shortcut through the file conversion process.

DynaFile, for example, provides a barcode scanning method where you can convert and file an entire employee’s folder in one scan.  The system picks up from the barcodes exactly how to create the employee’s folder and file everything in the appropriate spot.  Going forward, you can also scan a batch of paper to the system and break it apart into different individual documents from your computer screen.  Using these two tools, most HR departments can be paperless in 30 days.

Learn More

If your HR filing system needs a face lift, give us a call today to see how DynaFile can help.  Our cloud document management solution is designed specifically for HR and has been helping companies work more efficiently since 2001. 

You can go paperless fast with scanning automation, streamline all of your form processes with automatic filing, and centralize file management for the entire team to eliminate record silos. 

Contact us to see how it works!

DocuSign Connects to DynaFile to Streamline HR Forms and File Management

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DynaFile now connects to DocuSign to automatically file completed HR forms for long-term document management.

Revolutionize your HR processes with DynaFile's integration with DocuSign. Seamlessly file digital onboarding and HR forms, enjoy centralized file management, and access HR documents anytime, anywhere. Benefit from 15+ years of HR file management expertise. Book a demo to explore this transformative integration today.

DocuSign is a popular way to get onboarding and other HR forms completed digitally.  Now DocuSign users can tap into the power of DynaFile to streamline file management after signature. 

Connect To DocuSign

DynaFile’s integration with DocuSign allows for automatic filing after forms have been completed and signed.  Once your DocuSign workflow has finished, the signed forms are automatically saved in the correct location in the employee’s folder inside of DynaFile.  The best part is that all of your access rules for sensitive documents are automatically applied and your newly signed forms immediately appear in audit reports.  DocuSign’s flexible drag-and-drop template builder, along with “template matching”, make this a time saver for onboarding forms and post-hire forms alike.  DynaFile is a partner of DocuSign and can help you procure, upgrade, or connect your DocuSign account.

Centralize HR Filing

DynaFile helps the HR team save time by centralizing file management.  Quickly eliminate challenging record silos by consolidating files from DocuSign, paper, locations, groups, and other systems into one easy-to-manage place. The scanning automation tools included with DynaFile also make it easy to go paperless by helping HR file while they scan.  Convert and file an entire folder in one scan, and easily manage future paper by scanning directly to the cloud.

Benefits That Last

With all of your HR documents in the DynaFile cloud, managing employee files becomes a lot easier.  Time-saving audit reports ensure that employee folders include all required forms and keep track of expiring/renewable documentation.  Powerful access rules can be used to control exactly which staff can see sensitive documents, segment access for different roles, and provide limited access for auditors or managers.  Your teams are never more than a couple of clicks away from accessing the files they need – 24x7x365, from anywhere. 

Setup a Time for a Demo

DynaFile has been helping Human Resources professionals streamline file management for over 15 years.  Contact us today to learn more about our document management solution for HR and our integration with DocuSign for automatic filing after signature. 

Summer Filing System Updates Improve Employee Files for HR

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Summer is a popular time for HR to update and upgrade their filing system.  Making the switch results in improved file management and lasting benefits for HR.

Summer is prime for HR filing system updates! Experience seamless file management with DynaFile's cloud-based solution. Transform HR audits, enhance cross-team access, go paperless, and streamline e-form processes with integrations like DocuSign. Dive into 15+ years of HR filing excellence. Get in touch to explore more.

Could your HR files use an update?  Summer can be an excellent time to upgrade to a better filing system for the HR team.  With lasting benefits like easier audits, access across teams, and best of all – less time filing, you’re due for a change. 

Centralized Filing

Managing files effectively can be near impossible when employee files are disorganized across paper, systems, teams, and offices.  It is amazing how big of a boost you can give back to the HR team when file management is consolidated and redundant daily tasks become automatic.

With an updated, cloud filing system for HR, audits become a piece of cake.  Instead of manually checking to ensure everyone has what they need in their folder, let the system check for you.  Simply run a report to see which staff need to update or add files to their folder.  When an auditor requests files, you can even give them remote access to just the files they request so they don’t have to come on-site.

Another huge deal is making files available across teams and offices.  With your documents in the cloud, there’s no longer lag time around passing files between HR, Payroll, Benefits, Managers, etc.  Access rules can be used to lock down sensitive types of documents and ensure staff can only see the files they are authorized to view. 

Easier Forms

Nowadays, HR can have nearly all of their forms signed electronically.  Services like DocuSign let you create templates for all of your forms, design the workflow to go along with the process, and have everything completed online.  Once finished, forms can be automatically filed with your audit reports and access rules applied. 

No More Paper

Typically, one of the biggest challenges HR faces when updating filing systems is getting away from paper.  Scan-to-cloud filing systems are an excellent choice as they allow you to automatically file while you scan.  For example, DynaFile’s barcode processing method can convert and file an entire employee folder in one shot.  Going forward, simply scan or drag-and-drop files directly to staff folders in the cloud, or use online forms to start paperless from the beginning.

Start This Summer

Ready to upgrade?  Contact us at DynaFile to see how our HR filing solution has been helping companies for over 15 years.  Our scan-to-cloud filing system makes it easy to go paperless fast and manage employee files long-term with robust tools.  DocuSign and iCIMS integration also automatically files forms after signature to help new hires start paperless from Day 1.  Contact us to learn more.

The Right Filing Solution Gives Time Back to the HR Team

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A streamlined filing solution for HR is critical for keeping things running smoothly across the organization.

Revamp your HR team's efficiency with DynaFile's advanced filing solution. Experience hassle-free audits, seamless file access, and rapid paper-to-digital transition. Elevate HR productivity and go paperless in just 30 days. Dive into 15+ years of streamlined HR filing. Reach out to explore the DynaFile difference.

Is your current filing system holding back your HR team?  Whether you’re still working with paper or storing files electronically, ensuring a strong file management strategy is key for HR. 

Documentation needs to be stored with a high level of organization to comply with regulations like HIPAA, and you must be able to be provide exactly what is requested when audited.  Here’s how the right HR filing solution can help do that and more to give a huge boost back to the HR team.

Run Smoother Audits

A lot HR departments are used to a traditional audit process where the auditor comes on-site and requests to be physically presented with specific files.  Many industries, however, like Healthcare are moving to paperless audit process where auditors request that files are made available to them remotely. 

The right HR filing solution should allow the HR team to run audit reports to ensure all employees have the required documentation in their folders, and that everything is up-to-date.

A good filing solution will also allow HR to make just the files the auditor requests available to them remotely, with limited read-only access.  This piece alone can save HR a ton of time on internal audits and overseeing auditors in the office.

Access Files Easier

Passing files between Recruiter, Payroll, Generalist, and other team members can be tough without a solid, paperless workflow.  With the right HR filing solution, it’s easy to segment access for different roles and responsibilities.  For example, you can give the payroll team access to just payroll documents in the system so there’s no lag time due to requests piling up. 

Cloud filing systems are popular for this reason as well because different teams can access their files no matter their location.  Business runs smoother when your teams have the files they need.  

Get Rid of Paper Fast

Maybe the most important factor if you’re coming from paper files, is making sure the filing solution you choose has an easy way to go digital.  A scan-to-cloud filing system is a popular choice, especially in HR.  You can automate paper scanning in-house with barcode filing or batch scanning to take a shortcut to electronic files. 

These scan-to-cloud systems are also very practical because they provide long-term, hybrid filing options.  Automatically file after forms are signed, drag-and-drop files from the computer, or easily scan future documents directly into employee folders.  Productivity soars when HR spends less time on redundant tasks like filing and retrieving documents, and more time focused on talent.  

Get Started This Summer

With the right HR filing solution, your team can be paperless in 30 days.  Give us a call today to learn more about how DynaFile has been helping companies streamline filing for over 15 years.  Our scan-to-cloud filing system makes it easy to go paperless fast and gives time back to HR. Contact us to learn more!

How to Switch to Electronic Employee Files this Summer

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Want to improve file management for the HR team, but are intimidated by the process? Here’s how to move to electronic employee files fast this summer.

Revitalize your HR's document management with DynaFile this summer! Shift effortlessly to electronic employee files, harness automated scanning, digital signatures, and enjoy lasting advantages like easy compliance and cloud access. Discover a paperless HR journey in just 30 days. Reach out for a demo and transform your filing approach.

Managing employee files in an organized and compliant way is a critical part of the HR team’s responsibilities.  Unfortunately, files can be nearly impossible to manage when documents are on paper or spread across different teams, offices, and systems.  

An electronic filing system for HR helps to eliminate record silos and centralize file management for lasting benefits.  Here’s how to switch to electronic employee files this summer and some of the advantages your team will see going forward. 

Scanning Automation

Scan-to-cloud filing systems have become extremely popular for HR professionals.  These electronic filing systems include ways to automate filing while you scan. 

For example, DynaFile’s barcode scanning method lets you scan and file an entire employee folder in one shot.  Going forward, you can also scan or drag-and-drop new files directly into employees’ digital folders.  

If you have a lot of legacy paper files or won’t have the resources to scan in-house, you can always have a partner company do the historic document scanning into an electronic filing system for you. 

Digital Forms & Signatures

Now that your employee files have switched to digital, there’s not much reason to keep your forms on paper.  Nowadays, most companies will use an electronic onboarding process to have new hires complete their forms online before their first day. 

For example, DocuSign is a popular, paperless way to get onboarding and other forms completed in the HR office.  You can create online templates for all your forms and use them over and over again.  After signature, all completed forms are automatically filed in the employee’s folder in DynaFile for easy long-term management. 

Lasting Advantages

Long-term document management with electronic employee files is also much easier.  Staff across different offices, teams, and roles can instantly access the files they need from the cloud.  

Compliance becomes simple as well.  Use access rules to control exactly who can see what in the system.  Run an audit report to see who’s missing something from their folder and give remote access to auditors for just the files they request.  Cloud systems also bring the benefit of built-in disaster recovery infrastructure to ensure your files are safe.  

Make The Switch in 30 Days

Interested in moving to electronic employee files this summer or just need a smoother filing experience in the HR office?  Contact us today for more information or to set up a demo.

DynaFile has been helping companies move to a more paperless HR process for over 15 years.  Our HR filing solution can help your team be paperless in 30 days.

Pick up our San Diego Zoo Case Study to see DynaFile in action!