Top Header bar

(888) 510-3453 [email protected] DEMO DYNAFILE

DynaFile

Scan to Cloud HR Document Management Solutions

Electronic Filing

Electronic Filing System Helps HR Streamline Employee Document Management

by

Human Resources professionals are moving to an electronic filing system to help streamline employee document management.

Transform HR operations with DynaFile! Our electronic filing system ensures streamlined document management, indexed filing, simplified audits, and automated retention. Secure, compliant, and efficient, our solution safeguards employee data while optimizing processes. Stay ahead in the digital age with DynaFile. Request a free demo now!

Managing employee files on paper can be a huge challenge for the Human Resources department. Critical forms are easily lost or simply misfiled, making them impossible to find in the moment during an audit.

Compliance regulations like HIPAA and GDPR require companies to maintain a secure record of this sensitive employee information. These days, it’s becoming harder and harder to stay compliant on paper.

Here’s how companies are leveraging an electronic filing system in HR to streamline employee document management. 

Indexed Filing Keeps Documents Where They Should Be

When looking at electronic filing systems for HR, “indexed” filing is a popular choice. Indexed filing frees your team from the job of creating and maintaining an elaborate folder structure, or having to adhere to strict naming conventions for files.

Instead, all files added to the system are “indexed” with information like Employee Name, ID, Status, Department, Folder/Tab, Document Type, Expiration Date, etc. Using this information, the filing system knows exactly where to save your documents every time.  

When it’s time to retrieve some documents from the system, a quick search brings back exactly the files you’re interested in with 2 or 3 clicks. For example, bring up all Benefits documents for Active employees working out of the New York office.  

Simpler File Audits Give Time Back To The HR Team

When all of your employee files are indexed and electronic, file audits become a breeze. Long-gone are the days of manual spreadsheets and thumbing through manila folders. 

With an electronic filing system, audit reports can be run automatically. Simply use a report to outline the types of documents staff are required to keep in their folders. That report can run automatically to alert the HR team of any critical files missing from employee folders.

Keeping track of renewable documents is just as easy. Use expiration dates to be automatically notified when employees have important forms coming up for renewal. 

Best of all, when an auditor requests some documents to review, you can make them available remotely. Now auditors don’t even have to come into the office to complete their audit.

Built-In Disaster Recovery and Retention

With an electronic filing system, long-term document management becomes a lot easier.

Many times, your files are safer when stored electronically because they are no longer at the mercy of natural disasters like a hurricane, tornado, or flood. A good system will include built-in disaster recovery tools to ensure your files are kept safe in the event of a disaster and available for your team to access at all times.

Retention rules are also easily automated with an electronic filing system. Use Termination Dates to set rules for the system to automatically “shred” employee documentation once it has reached it’s retention requirements. For example, delete the Personnel folder after 3 years, but keep the I-9 for 7 years.

Getting There Fast With Scan-To-Cloud Filing

DynaFile is a unique electronic filing system for HR. Powerful scanning automation tools are designed to work directly with the filing system. This way, HR can scan directly to the cloud to take a shortcut to electronic employee files.

Going forward, DynaFile makes it easy to share files securely online, streamline file audits, segment access for different roles, and maintain compliance with HIPAA and GDPR regulations.

Contact us today or sign up below for a free demo to learn more!

3 Simple Steps to Paperless HR

by

Looking at the benefits of electronic employee files? Here are 3 simple steps on how to take HR paperless in 30 days.

Revolutionize HR in just 30 days with DynaFile! Embrace a streamlined approach with our 3-step process: efficient paper file conversion, eliminating paper production, and managing miscellaneous documents. Over 15 years of expertise in digitizing HR departments awaits. Connect with us to begin your paperless journey.

Have you been considering switching away from paper in the HR department? Human Resources professionals are realizing big benefits by going digital.

These days, moving to electronic employee files and reducing paper in the HR office is easier than ever. Many companies can streamline the entire HR department in 30 days with a paperless filing solution.

Here are 3 simple steps to paperless HR:

1. Automate Paper File Conversion

Long gone are the days of a tedious, drawn-out scanning process. Now HR teams can use a paperless filing solution to scan entire folders directly to the cloud at once.

Scanning automation tools like barcode and batch processing work directly with the electronic filing system for a shortcut to digital. Now documents can be automatically filed in the correct location as they are scanned.

If your file room is overflowing with paper, you can also use a conversion company to do the initial scanning project for you.

2. Stop Producing Paper

Now that you have an electronic filing system in place, there’s no need to continue many pen-and-paper workflows.

Moving to online forms and e-signatures for traditionally paper-intensive processes like employee onboarding, handbook acknowledgements, and other forms can relieve HR of a majority of the paper produced in the HR office. 

File audits can also typically be done completely electronically. Audit reports ensure employee folders are up-to-date with required documents, so HR is never scrambling to check compliance. When an auditor requests files, simply give them access to the files they request online.

3. Plan for Miscellaneous Paper

No matter how paperless you go, staff will still inevitably hand you paper documents. When you have a full in-basket of paper on your desk at the end of the week, you want to be sure there is an easy way to get that into your employees’ electronic folder. 

Paperless filing solutions make it easy to scan a stack paper directly to the cloud. From there, you can quickly split the scan down into individual documents for different employees on your screen. The system will file them in the correct location, with all of your audit reports and access rules automatically applied.

Getting There in 30 Days

Ready to make the move to electronic employee files?

Contact DynaFile today to see how you can get there in 30 days. Our paperless filing solution has been helping streamline HR departments for over 15 years.

Contact us to see if it’s a good fit for your team.

LA Recruiting Lunch and Learn with iCIMS

by

Join our friends at iCIMS for a complimentary lunch in LA 11/15 to discover how to navigate the shifting world of talent acquisition!

Unlock the secrets of enhanced talent acquisition with iCIMS in LA on 11/15! Partnered with DynaFile for seamless HR paperless solutions, learn to improve recruitment processes, enrich candidate experience, and adapt to the evolving TA landscape. Complimentary lunch included. Register today!

Empowered Recruiting Starts Here.

Join our partner, iCIMS on November 15th in Los Angeles for their Lunch and Learn Series; enjoy a complimentary meal, meet their team, and discover how their powerful recruiting software:

  • Improves recruiting processes
  • Maximizes the candidate experience
  • Grows with the TA landscape

Register Now

DynaFile & iCIMS

DynaFile partners with iCIMS to offer an end-to-end paperless solution for HR professionals. Powerful talent acquisition tools land top candidates and make onboarding a breeze. Direct integration with DynaFile automatically creates your new hire’s folders and files everything inside once completed through iCIMS. When you manage employee files electronically with DynaFile, it becomes easy to segment access for different roles, run file audit reports, automate paper conversion and more.

Learn More

Electronic Filing for iCIMS and DocuSign

by

Streamline HR with an end-to-end paperless solution for filing, onboarding, and other forms.

Elevate your HR processes with DynaFile's seamless integration with iCIMS and DocuSign. Experience efficient electronic onboarding, automatic file creation, and simplified file management. Dive into a paperless HR journey that ensures compliant, accessible, and streamlined operations. Get started with DynaFile today!

These days, paper forms are a thing of the past. For Human Resources professionals, this is fantastic news. Previously paper-intensive processes like employee onboarding or policy acknowledgements can now be completed online. Best of all, forms signed electronically can automatically create the new hire’s folder in the cloud and file everything inside. Here’s how it works!

Electronic Onboarding Process

With an electronic onboarding process, HR uses digital templates for their forms that can be reused time and time again. HR no longer has to waste time printing, copying, scanning, and assembling onboarding packets. When a new hire comes onboard, simply enter their name and email address to start the process.

New hires can review, complete and legally sign all of their onboarding paperwork online. You can send their packet via email, which allows them to complete their forms in advance of their first day on the job. Or, you can have them sign on a computer or tablet on their first day. A copy of their signed forms can be automatically emailed to the new hire when they’re done.

The same method can be used for other paper-heavy processes like handbook and policy acknowledgements.

Automatic Employee File Creation 

Popular onboarding solutions like iCIMS and DocuSign can integrate with electronic filing systems like DynaFile. This allows for new hire folders to be automatically created and for all completed onboarding forms to be automatically filed inside.

This process eliminates the need for paper generation both during and after the onboarding process. HR departments using iCIMS can even enjoy a completely paperless filing process from talent discovery through termination. 

Easier Ongoing File Management

When your new hires start paperless from Day 1, managing employee files becomes a lot easier for the HR team. HR, Payroll and managers can all instantly access the files they need from anywhere – without having to make requests back and forth. Segmented access rules ensure only authorized personnel can see sensitive or private information in the system.

Audits also become much easier. Audit reports automatically check the system to ensure staff folders are up-to-date with required files. If you need to provide auditors with documentation, you can give them access to just the files they request remotely – they don’t even need to be in the office to review. 

Taking The Next Steps

If you’re considering moving to an electronic onboarding process and paperless employee files, contact us at DynaFile. Our paperless HR solution has been helping companies go paperless to achieve a higher level of efficiency for over 15 years. Connect to popular onboarding solutions like iCIMS and DocuSign to automatically publish completed onboarding forms for easier ongoing file management.

Segment access, track reports, and have your files instantly available from the cloud. Best of all, DynaFile has powerful built-in scanning automation tools that give you a shortcut to electronic employee files. Use our unique scan-to-cloud method to convert entire legacy files at once and for managing miscellaneous paper going forward.

New Paperless HR Project Implements Electronic Employee Files and Onboarding Fast

by

Going paperless can bring huge benefits to HR. Here are some of latest techniques for moving to electronic employee files and onboarding.

Boost HR efficiency with DynaFile's robust paperless solution. Dive into automated paper conversion, organized file accessibility, and streamlined onboarding. Transition to an electronic system that manages, safeguards, and categorizes employee data with ease. Start your journey towards a hassle-free, paperless HR in just 30 days with DynaFile!

Moving away from paper sounds very tempting to many Human Resources professionals. Managing all of the forms and other employee-related documents across an entire workforce can be a serious challenge on paper.

When you’re dealing with a traditional filing cabinet, paper folders and files are easily misfiled, misplaced, crumpled, or accidentally destroyed. This can cause big problems when the HR team needs to produce a file for an audit or at a staff member’s request.

Going paperless can significantly reduce the strain on HR around file management, onboarding, and audits. Here’s how to use the latest techniques in your paperless HR project to implement electronic employee files and onboarding fast.

Automated Paper Conversion

When looking for a paperless solution, ensure there is an easy way to get your existing paper into the system. When it comes to electronic filing, there are many options for storing documents. Unfortunately, including a way to automate the conversion of your paper files to electronic format is not as common.

Here are a couple of scanning features to look for in an electronic filing system. Both of these can help automate the conversion of your paper files by removing common redundancies like scanning individual documents to the desktop, naming files, creating folders, uploading, etc.

Barcode Recognition

This scanning method uses pieces of paper with barcodes on them to split your folders up into their different sections. For example, you can slide a barcode sheet in front of the Personnel, Benefits, and Payroll tabs before scanning the folder. One more sheet goes in front of the folder to identify the employee and then you can scan the entire folder at once.

The system will automatically create a folder for the employee and file everything inside according to your barcoded breakdown. You can reuse the barcode sheets for each folder you scan in. 

Batch Processing

Going forward, you may still have to add a piece of paper to an employee’s electronic folder. When you have a bunch of paper documents for different employees, there’s no need to use barcode pages.

In this scenario, simply scan a stack of paperwork for different employees directly into the system. You can split the scan into separate documents for different employees directly from your browser screen.

Ongoing Paperless Benefits

Once your HR team has made the switch to electronic employee files, tasks around the office become a lot easier. Here are some of the ways going paperless can help free up time for HR and reduce stress across the entire department. 

Organized files are instantly accessible

A good choice is a system that keeps your documents stored by categories like: Employee Name, ID, Status, Office, Department, Expiration Date, etc.The system automatically files your documents in the correct location based off of this information so you never lose a file.

Your team can then search for documents based off of that same information. For example, managers can pull all of their own staff’s latest Performance Review with 1 click.

Indexed filing systems reduce implementation time significantly because you don’t have to manually name files and create folders. Compliance also becomes way easier because you can segment access to files based on things like the employee’s department, location, folder section, etc.

File audit stress is eliminated

Electronic files are much easier to keep track of because you can use automated reports to ensure folders are up-to-date with required documents. Run these reports periodically to find out which employees are missing files from their folder or have forms coming up for renewal.

When an auditor requests files, you can give them access to the files they want to see remotely so they don’t need to come into the office.

Employee onboarding is improved

Pen and paper processes can now be replaced with online forms, electronic signatures, and digital workflows. For example, employee onboarding can be substantially streamlined when new hires can review, fill out, and sign all of their forms online before their first day. 

Completed forms can be routed to Supervisors, Payroll, and HR before the system automatically creates the new employee’s folder and files everything inside.

If completing onboarding forms on paper is still the most practical route, some paperless solutions also include another option. Barcodes can be embedded on the electronic versions of your onboarding templates. When you print out the blank onboarding packet for completion, all forms will have a barcode printed on them. When signed, you can then scan the entire onboarding packet in one shot without worrying about sliding in any “separator” cover sheets.  

Going Paperless in 30 Days

If you’d like to start streamlining the HR department, consider DynaFile as your paperless solution. We’ve been helping companies take HR paperless for over 15 years. Our powerful scanning automation tools give your team a shortcut to electronic employee files and paperless onboarding ensures new hire paperwork starts digital from day one. Contact us today to see how your HR team can be paperless in 30 days!

How Paper Slowly Suffocates HR

by

Paper filing systems tend to move towards greater disorder, slowly suffocating HR teams.

Discover how paper-based systems drain HR productivity and increase risks. Learn why paper is a burden for compliance, disaster recovery, and efficient auditing. Delve into the transformative benefits of going paperless with DynaFile. Elevate HR efficiency and embrace the digital era by reducing the paper chokehold.

Raise your hand if you like dealing with paper! Well, I’m not surprised at the lack of enthusiasm on this subject. Human Resources professionals deal with a ton of paper and keeping it all organized can be an incredible challenge. 

Unfortunately, paper is the filing method being used by a huge number of HR departments – simply because it’s what they started with back when there was no alternative. After working with paper files for so long, you may not even realize how much time is wasted searching for documents, filing, copying, scanning, emailing, printing, faxing, and refiling. 

These days, though, companies are freeing up time for the HR team by moving to more paperless processes like electronic employee files and digital onboarding. Here are some of the ways paper may be leeching productivity away from the HR team and what you can do about it. 

Why is paper a problem for HR?

It’s HR’s job to ensure all employee folders are up-to-date with required forms and documents. At the very least, each employee should have all of their required onboarding, tax, and policy forms in their folder to ensure compliance with government regulations.

But, this is just the tip of the iceberg. Most companies have quite a few additional acknowledgements, benefits info, and other documents that needs to be reviewed, completed, signed; and eventually filed in the employee’s folder.

The problem here is that HR is required to store and manage this huge mass of files with both:

1.) Confidentiality to protect staff privacy and personal information; and

2.) With easy accessibility in the event of an audit

When this is the case, a paper filing system just doesn’t cut it. Here’s why.

Where does paper cause the biggest issues?

File Audits

Paper files are notoriously hard to manage over a long period of time. It is all too easy for a piece of paper to be accidentally place in the wrong folder, get retrieved and never make it’s way back to the drawer, or just wind up crumpled and illegible. How sure are you that all of your folders are complete and current when the auditor walks in?

Compliance

It is required that different types of confidential information about staff is stored in separate folders to ensure only authorized eyes can view it. On paper, though, it can be a challenge to maintain 5 or more individual folders for every staff member. Hopefully something like a medical report hasn’t accidentally made it’s way into the Personnel tab!

Disaster Recovery

With reports of monster hurricanes Harvey, Irma and Maria still fresh on our minds, disaster recovery should be a big focus for HR. If all of your files are on paper, what is in place to keep them safe in the event of a natural disaster like flooding from a hurricane? Having a physical paper backup for all of your paper files is near impossible.

How does paper affect HR in the long run?

Although the issues mentioned above can make HR’s job significantly harder, the main reason to go paperless simply comes back to efficiency. Paper filing systems just tend to always move towards greater disorder, slowly suffocating the HR team. When HR moves from paper to an electronic filing system, many redundant tasks can be completely eliminated and many menial tasks can be automated. 

Here are a few examples…

Filing and Retrieving Documents

Your electronic filing system can keep documents organized by categories like Employee Name, ID, Department, Folder Section, Document Type, Expiration Date, etc. The system uses this information to automatically file your documents in the correct location.

So, no need to manually name files, create folders, and find the right place to save when adding documents to the system. When it’s time to retrieve a file, you can pull them up using the same information mentioned above. This can save you a lot of time as you can pull folders across the entire database. For example, all Benefits documents for Active employees in the Sales department that are Expiring in the next 90 days.  

Electronic Onboarding

When a new hire comes on-board, they have quite a bit of paperwork to fill out. With an electronic filing system, new hires can now review, fill out, and legally sign all of their onboarding documents online. Once completed, all finished forms are automatically filed in their electronic folder.

Electronic onboarding saves time for both your HR staff and new hires. Plus, it can be a breath of fresh air for new employees to have the option of filling out their new hire documents in advance of their first day, without the pressure of rushing through them. 

File Audit Reports

With your files stored electronically, keeping track of them becomes way easier. File audit reports can be used to ensure all employee folders are up-to-date with required documents. The report will show your team if an employee is missing a required document, has a required document in their folder, or has a something coming up for renewal.

When to take the next step?

If you’re using a paper filing system in the HR department, you may consider moving a more paperless process this year. Many times, the move to paperless costs a lot less than you might imagine. Some electronic filing systems are even considered “paperless HR solutions” and include scanning automation tools to help convert your paper files faster. 

DynaFile is a paperless HR solution that has been helping companies achieve a higher level of efficiency for over 15 years. Take a shortcut to electronic employee files with scanning automation and manage documents easier throughout the entire lifecycle of the file. Electronic onboarding, file audit reports, and more make it easy to transition from paper files to the cloud. Interested? Contact us for a free demo!