Top Header bar

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

DynaFile

Scan to Cloud HR Document Management Solutions

Electronic Filing

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!

How Water-Tight is HR’s Disaster Recovery Plan?

by

In the wake of hurricanes Harvey and Irma, Human Resource departments review Disaster Recovery Plans and consider electronic employee files.

As natural disasters challenge traditional HR practices, find out why paper files are a vulnerability. Learn how cloud-based electronic employee files fortify HR's defense against calamities. Experience robust security, real-time backups, and quick fail-over times with DynaFile. Secure, streamline, and safeguard your HR files today. Request a demo!

In the wake of Hurricanes Harvey and Irma, companies are taking a closer look at their file management processes. The Human Resources office is one spot where a natural disaster can cause serious damage. It’s critical for HR to have a strong disaster recovery plan in place as it seems that these days, we should expect the unexpected.

The Challenge of Paper Files

Paper files can be a real headache to manage. They are easily misfiled, misplaced, crumpled or lost – it is just so easy for filing cabinets to become disorganized. For these reasons, many companies are moving to electronic employee files.

Going paperless with your employee files also provides another huge benefit: Built-In Disaster Recover.

Electronic Files Ease The Pain

Electronic employee files provide a HR with a step up from traditional paper filing cabinets. With electronic files, employee documentation from various folders can be consolidated into one comprehensive system. This eliminates the problem of Record Silos while improving compliance. Simply use Access Rules to control what types of documents different users can see in the system. 

With all of your employee files consolidated in one system, managing documents becomes extremely easy. Instantly retrieve documents from anywhere, keep track of expiring and renewable documents in employee folders, give auditors remote access to the files they request, and much more. 

Best of all, with electronic employee files, disaster recovery is a breeze. Many times, a disaster recovery plan for your employee files is automatically built-in to your electronic filing system.

Most Resilient HR Filing Systems

When disaster protection and recovery is important to your team, you’ll want to consider a cloud filing system. When your employee files are stored in the cloud, they are no longer physically stored at your office location. This way, no matter what happens at your office, your files are always safe in the cloud. 

There are different levels of cloud security and disaster recovery. The most resilient systems to look for will include features like these:

Automatic Backups

You’ll want to make sure that your cloud filing system is automatically backing up your data and documents in case the cloud were to ever go down.

Continuous Data Protection (CDP)

Automatic Backups can happen at various times. Look for a system that practices Continuous Data Protection (CDP) methodology. This means that whenever documents or data are added to the system, a backup of that is automatically created and saved in real-time. 

Redundant Backups

Cloud systems can be backed up at various stages. Look for a cloud system that backs up every level of their infrastructure – from the database to the data center.

Fail Over Time

Just in case the cloud goes down, you’ll want to be sure that you can still access all of your files when you need them. Look for systems with quick fail-over time so that you can access your backups as quickly as possible.

Moving To The Cloud In 30 Days

If you need a safer way to store employee files, give us a call today at DynaFile. Our cloud filing system gives HR the assurance they need that employee files are safe. DynaFile’s disaster recovery plan is HIPAA, HITECH and Privacy Shield certified so your files are always stored securely, yet easily accessible when needed.

Best of all, DynaFile has built-in scanning automation tools so you can take a shortcut to electronic employee files. Interested in making the switch? Contact us for a free demo.

Companies Look to Paperless HR Solutions for Improved Employee File Access

by

Paperless HR solutions give companies the power of eliminating record silos to consolidate files while improving compliance.

Boost your HR's efficiency with DynaFile's paperless solution. Secure cloud storage ensures instant file retrieval, enhanced compliance, and streamlined onboarding. Transition from paper to digital effortlessly. Book a free demo now.

Has accessing employee files become a challenge at your organization? It’s a problem that is all too common for Human Resources professionals. The speed at which paper files can go from tidy to a disorganized mess is astounding.

Many companies are now moving to a paperless HR solution to help manage critical employee information. Here are some of the reasons why:

Instant File Retrieval

With a paperless HR solution, your employee files are securely stored in the cloud. Team members from different offices can access the files they need instantly without the lag time usually associated with retrieving documents. 

Since your files no longer need to be physically stored at the office, disaster recover is also one less thing your team has to worry about. Your documents are automatically backed up to ensure they are available to your team at all times. 

Easier Document Management

Maintaining compliance can be tricky when managing employee files on paper. Any documentation considered private or sensitive needs to be stored in a separate folder to ensure only authorized staff can see it.

One of the best parts about a paperless HR solution is that you can consolidate your employee files while actually improving compliance. With electronic employee files, you can consolidate documents from different sensitive folders like Medical, Benefits and I-9 into the same filing system. Simply use access rules to ensure HR, Payroll, Leadership and Managers can only see the types of documents they are authorized to see. Everything else in the system is completely hidden to them to maintain compliance.

Electronic employee files also give your team the advantage of utilizing automated reports for things like file audits. A file audit report, for example, can show your team exactly which files are missing or expired in staff members folders. That way, when audit time arrives, you can be sure all folders are up-to-date with the required documentation. You can even make the files the auditor is requesting securely available to them online so they don’t have to come into the office to do their audit. 

Electronic Forms & Onboarding

If you’re storing and managing your employee files electronically, why continue to use paper forms? Paperless HR solutions make it easy to get forms completed and signed online. 

Due to the high volume of forms, the onboarding process is the most common place to start. HR can create templates for all their forms, design the routing and workflow that goes along with the signing process, and have everything filled out and signed online. Once finished, completed forms are automatically filed in the employee’s digital folder.

Although onboarding is the most popular scenario, you can use the process above for just about any type of documentation that typically gets filled out and signed through HR. Once your team is comfortable using it for onboarding, you can always expand to policy acknowledgements, PTO request forms, performance appraisals – the options are limitless!

Getting Started

If you’re interested in moving to electronic employee files, give us a call today at DynaFile. Our paperless HR solution has been helping organizations operate more efficiently for over 15 years. Change your existing paper into electronic employee files fast, replace pen-and-paper processes with online forms and esignatures, and manage all of your HR documents easier going forward. Contact us for a free demo below!

HR Can Now Scan to the Cloud for a Shortcut to Electronic Employee Files

by

Scan-to-cloud filing systems are helping HR move to electronic employee files fast!

Transform HR with DynaFile's scan-to-cloud solutions. Achieve paperless, organized, and compliant employee files in just 30 days! Optimize processes, eliminate paper tasks, and ensure always-ready files. Schedule a free demo.

It’s only a matter of time until paper employee files become unmanageable. It seems that no matter how hard the Human Resources team tries to keep folders organized and up-to-date, there is always a missing form or expired document that can get the company in hot water when an audit rolls around.

For an easier way to manage employee files, many HR departments are switching to electronic employee files; the most popular solution being a cloud filing system. These allow your HR, Payroll and leadership teams to securely access and manage the documents they need from anywhere, at any time.

One of the quickest way to make the transition from paper to electronic files is with a scan-to-cloud system. These unique solutions include scanning automation features that are designed work directly with the cloud filing system.

With a practical scan-to-cloud filing solution, your HR department could be paperless in 30 days!

Accelerated Scanning

Think for a second about the standard scanning process: It’s slow, has many repetitive steps, and is highly prone to user error when naming and creating so many files and folders. A scan-to-cloud filing solution removes these roadblocks to give your HR team a shortcut to electronic employee files. 

Scanning automation tools like Barcode Recognition and Batch Processing allow your team to convert an entire employee’s folder at once. No need to individually name each document or create any folders – the system will take care of that for you!

Want to add more documents to the folder later? No problem. Simply scan paper or drag-and-drop digital documents directly into the employee’s folder from anywhere.

Conversion Partners

Have a big project or just not looking forward to scanning your files in-house? Scan-to-cloud solutions make it easy to team up with a conversion partner to do the scanning for you. Once the project is completed, your HR team gets all the benefits of electronic employee files going forward without having to do any of the back-scanning. 

Huge Benefits

Companies that move their HR department to a cloud filing system receive incredible benefits. Here are some of the ongoing advantages of scanning employee files to the cloud:

  • No More Lost Files
    All files are highly organized by employee name, ID, status, department, etc.
  • Instant Document Retrieval
    Secure access from anywhere, at any time.
  • Paperless Onboarding and Other Forms
    Onboarding, policy and other forms can be completed, signed and filed online.
  • File Audit Reports
    Ensures all folders are up-to-date with required documents.
  • Compliant Consolidation
    Eliminate record silos while maintaining compliance.

Getting There in 30 Days

If you’re ready to ditch the paper, give us a call at DynaFile. Our unique scan-to-cloud filing solution has been helping HR departments go paperless for over 15 years. Powerful scanning automation tools and experienced conversion partners make the transition fast.

From there, redundant pen-and-paper tasks are replaced with reusable workflows for forms and other processes. Best of all, your HR team will always be sure files are up-to-date, in full compliance, and ready to be accessed when needed. Contact us for a free demo below!