Electronic Filing

Don’t be Scared to Make the Move to a Paperless HR Department

December 1, 2017 by Andrew Roberts

When HR manages employee files on paper, moving to an electronic filing system can seem scary. But it doesn’t have to be!

Fear not, HR teams! Transitioning from paper files to an electronic system is a breeze with DynaFile. Boost efficiency with automated paper file conversion, seamless cloud onboarding, and robust audit tools. Embark on a secure, paperless journey for your HR department and see tangible results in just 30 days. Curious? Schedule a free demo and witness the transformation!

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.

Hit the Ground Running in January with Paperless Files and Forms

November 28, 2017 by Andrew Roberts

Want to start 2018 off on the right foot? HR can hit the ground running paperless this January with electronic filing and forms.

Kick off 2018 with a renewed approach! DynaFile offers HR departments the chance to revolutionize their workflows by adopting paperless solutions. Experience efficient paper conversion, seamless electronic onboarding, and simplified file management, all in under 30 days. Ready for a change? Dive into a more efficient HR realm with our free demo today!

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.

Cooking Up a Paperless Plan for HR

November 21, 2017 by Andrew Roberts

Scan to cloud HR solutions provide a shortcut to paperless employee files with all the trimmings.

Looking to modernize your HR department? DynaFile has the perfect recipe! Experience our scan-to-cloud solutions that make the transition to paperless HR effortless. From scanning automation and streamlined file management to electronic onboarding, we've got all the ingredients for your success. Treat your HR department to a seamless digital transformation - get a free demo today!

This time of year, many companies are looking to switch to electronic files and more paperless processes in the HR department.

With a scan-to-cloud filing solution, taking the HR department paperless fast is all gravy.

Here’s how to cook up a paperless plan and move to electronic employee files with all the trimmings.

Scanning Automation

Having the ability to automate the conversion of your existing paper files in-house is a huge benefit. Scanning automation allows your team to scan entire employee folders directly to the cloud for automatic filing.

Need to bring in a stack of paperwork for different employees? Simply scan it into the system and file the entire batch away from your computer screen.

Scanning companies can also do the initial back-file conversion for you.

Streamlined File Management

With your employee files in the cloud, it becomes easy to streamline file management for different teams.

HR, Payroll and Supervisors can access the documents they need at any time, run audit reports to ensure folders are up-to-date, get a requested copy out to someone, and much more.

Electronic Onboarding

By replacing pen-and-paper processes with online forms and esignatures, HR can stop producing paper from Day 1.

New hires can review, fill out and sign all of their onboarding paperwork electronically. Once completed, it is automatically filed in their digital folder.

The process can be expanded for other forms like policy acknowledgements, performance appraisals, and more.

Learn More

Interested in taking the HR department paperless? Contact us today to see if DynaFile is a good fit.

Our paperless HR solution has been helping companies operate more efficiently for over 15 years.

Electronic Filing System Helps HR Streamline Employee Document Management

November 14, 2017 by Andrew Roberts

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.

3 Simple Steps to Paperless HR

November 7, 2017 by Andrew Roberts

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.

LA Recruiting Lunch and Learn with iCIMS

October 23, 2017 by Andrew Roberts

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

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.

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