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Electronic Filing

Electronic Personnel File Project Brings Big Benefits to HR

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HR departments can combat file management challenges with an electronic personnel file project. Here are some of the benefits of getting rid of all that paper.

Elevate your HR efficiency with DynaFile's electronic personnel file solutions. Experience instant document access, streamlined audits, robust permission controls, seamless onboarding, and swift paper conversion. Revolutionize your HR process within 30 days. Request a free demo!

Human Resources staff have their hands full when it comes to managing all of the paper coming through the department. From onboarding paperwork to ongoing performance appraisals and other documentation that needs to be added to employee folders, there is no shortage of paper-pushing around this office.

Keeping employee files organized and secure, yet accessible can be a serious challenge when everything is on paper. To combat this, many companies are taking on an electronic personnel file project to take advantage of the many benefits of the cloud and digital files in general. Here are some of the things your HR team can look forward to with electronic personnel files.

Instant Access

Swimming through file cabinet drawers and digging through manila folders is no fun when you need to add or retrieve a document from an employee’s file. Doing the same with nested digital folders on a network share drive isn’t much better, either. Instead, look for an electronic filing system that is both a “cloud” and “indexed” solution.

A cloud filing system keeps your employee files stored securely online. This allows authorized staff from various offices to access the documents they need with no lag-time in between.

An indexed filing system automatically saves your files in the correct location. It does this by categorizing the files you add to the system with things like: Employee Status, Name, ID, Office Location, Department, Folder Section, Document Type, Expiration Date, etc. This means finding documents is extremely fast. Simply enter any of those pieces of information into the system’s Search Box to instantly bring back the documents you’re interested in.

Audit Reports

Keeping track of required and renewal documents in staff folders is nearly impossible on paper. All too often a document is misplaced, misfiled or simply missing! An electronic filing system can help your HR team be sure all employee folders are up-to-date with required documents. 

Simply run a File Audit Report for a spreadsheet of exactly who is missing what from their file. You can do the same for renewable documents based off of an expiration date. With reports like this, electronic filing systems can help take a lot of the stress out of an HR audit. This is another example of how an indexed system can come in handy.

If it’s a cloud system, you can even make the documents your auditor is requesting securely available to them online. This way, auditors don’t even have to come into the office to do their audits most of the time.

Permission Controls

Maintaining compliance with government regulations around managing employee files can be messy on paper. You’re required to keep files segmented into different folders, binders, drawers and cabinets. Luckily, with an electronic filing system, you can consolidate your files while maintaining compliance.

By using permission controls to segment access to your employee files, it’s easy to keep files stored together in the same system. Simply set up access rules so that only authorized staff can see sensitive forms like I-9’s or medical documents.

With an indexed system, you can take this further by giving Payroll access to just payroll files; or by giving location managers limited access to just certain documents in only their own staff’s folders. And, when your files are in the cloud, your teams can securely get to the files they need from anywhere at any time. 

Electronic Onboarding

When you’re managing your files electronically, it’s nice to be able to start that file without the need for any paper. Moving to an electronic onboarding process can start your employee files paperless from Day 1. 

New hires can review, complete and legally sign their onboarding documents online before their first day. Online forms, esignatures and digital workflows replace the traditional pen-and-paper process. Best of all, once everything is finished and signed, all completed onboarding documents are filed, creating the new electronic personnel file automatically.  

Automated Paper Conversion

If you’re looking to transform your existing paper files to electronic ones, you might consider a scan-to-cloud solution. These are cloud document management systems that include scanning automation tools to help convert your paper files fast. This can typically give you a shortcut to electronic personnel files if you are doing the conversion in-house.

You can also outsource the conversion of your paper files to a scanning or document imaging company. Most of these companies use similar scan-to-cloud solutions to help automate the conversion of your paper files.

Getting Started

If you’re interested in taking your HR department paperless, contact us today at DynaFile. Our electronic filing system is a unique paperless solution for HR. It is a HIPAA-compliant, indexed, scan-to-cloud document management system. By providing your team with the tools you read about above, you can take the entire HR department paperless in 30 days or less. Contact us today for a free demo!

HR Goes Paperless by Moving Onboarding and Filing to the Cloud

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Moving onboarding and file management to the cloud is a huge step towards a paperless HR department.

Discover the future of HR with DynaFile's cloud-based solutions. Transition to paperless onboarding, easily convert existing paper archives, and manage employee files effortlessly. Embrace a more efficient, cost-effective HR process. Request a free demo and transform your HR workflow today!

If your HR team is thinking about going paperless, you’re probably considering a host of software solution options. There are a number of ways to cut back on the amount of paper generating inside the HR department. With a lot of paper being created from the onboarding process, many companies like to focus their attention on new hires first.

If all new employees can start their file without the need for any paper, you’re off to a pretty good start! It can be a little more difficult to figure out how to get all of your existing paper converted to electronic format. Here’s how HR departments are using cloud solutions to move to a paperless onboarding process and take a shortcut to electronic employee files.

It All Starts with Onboarding

The onboarding process produces a lot of paper. Instead of presenting your new hire with a stack of paperwork to complete on Day 1, why not send them their onboarding packet beforehand? When you move your onboarding process to the cloud, your new employees can review, fill out and legally sign all of their forms before their first day in the office. This can significantly reduce stress for your new hires and allows them to hit the ground running on their first day. Best of all, completed onboarding forms can automatically create the new employee’s folder – no need to print, copy or scan paper.

Converting Paper in Bulk

Implementing a paperless onboarding process is a great start, but like many companies, you probably still have a hefty archive of paper files for active staff that should be converted to electronic format. The traditional scanning process is simply too time-consuming for a project of this size. Instead, utilize a scan-to-cloud solution help take a shortcut to electronic employee files.

Scan-to-cloud filing systems utilize scanning automation tools to help convert entire employee folders at once. Barcode Processing is a good method for doing this. Simply slip barcoded cover sheets in front of each section of the employee’s file and scan the entire thing into the system. The barcodes tell the system exactly how to parse the folder and file everything inside as it is scanned. This can help you convert and file an entire employee folder in under 2 minutes or so. 

Managing Files Going Forward

Now that you’ve converted your paper files and have implemented an electronic onboarding process, managing files from the cloud couldn’t be easier. You can scan paper or drag-and-drop digital documents directly into an employee’s electronic folder from anywhere. Document retrieval is also instantaneous from anywhere, at any time. Have an audit coming up? No problem! Use file audit reports to ensure all folders are up-to-date with required documents and give your auditor secure, remote access to just the files they request to see. You can even segment access for different roles and responsibilities so staff can only see the documents they are authorized to view in the system.

Getting Started

Taking HR to the cloud to go paperless is simpler than you might think. Paperless HR solutions like DynaFile provide a great option for companies to make a smooth transition to electronic employee onboarding and file management. Our scan-to-cloud system has been helping HR departments reduce costs and increase efficiency for over 17 years. Contact us a call today to learn more and to see a free demo!

Give HR the Permanent Paper Vacation They Deserve

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Take a shortcut to electronic employee files this summer!

Embark on a seamless journey to a paper-free HR environment with DynaFile. Simplify the transition with our automation tools, enhance efficiency, and join leading companies in experiencing significant cost savings. Isn't it time HR took a permanent vacation from paper? Discover how with a free DynaFile demo today!

With the summer here, it’s time to start thinking about a little rest and relaxation. You deserve a break! With all the paper coming through the HR department, the whole team could probably use a vacation. In fact, why don’t we make that a permanent vacation from paper! Here’s how you can move to electronic employee files this summer quickly and easily, along with some of the benefits you’ll notice once all that paper is out of the way.

Making the Switch Should Be Simple

Scanning your employee files in-house is a great way to keep costs low. However, the manual method of scanning every document to your desktop, naming each file and then finding the correct location to save it is simply too time-consuming. A paperless HR solution can help your team take a shortcut to electronic employee files with scanning automation tools. Solutions like this are great because once your files are converted, you can use the system going forward to easily manage files and start using paperless workflows. 

Barcode Cover Sheets

A good method for automating the conversion of your employee files is the barcode method. Just slip re-useable barcoded cover sheets in front of each section of the employee folder as you’re getting ready to scan it. Put one more barcoded page that is unique to the employee as the first page in the folder and then scan the entire folder at once. The system will receive the scan and know exactly how to file everything based off of your barcoded cover sheets. It’ll even create all of your folders for you automatically. 

Batching Processing

If you have a bunch of paper documents for different employees, batch processing can be very helpful. Just scan the whole stack of paper into the system and you can break it down into multiple documents for different employees right on your screen. The system will automatically file the documents away in the correct location once you’re done. If you happen to need to split a large scan apart after using the barcode method, you can also break those down from the same screen at any time.

Outsourced Conversion

If doing the conversion in-house is going to be too large of a project, you can always use a scanning service company and let the pros handle it. Most paperless HR solutions will partner with scanning companies to help you get the initial back-file project done as painlessly as possible. It’s ideal to go with this method rather than simply having a company scan all of your files to PDF and hand you a disc. Since the scanning company can utilize the same automation features, your project can typically be completed faster and cheaper. Best of all, you receive all of the benefits of using that HR solution going forward.

Long-Lasting Benefits for HR

Replacing paper with electronic employee files is a huge step forward in efficiency for the HR team. You can access files instantly from anywhere, replace pen-and-paper processes like employee onboarding with paperless workflows, keep required documents in staff folders up-to-date, control access for different roles, securely share files with auditors, and so much more. Organizations like San Diego Zoo report that, “On paper alone, the cost savings is in the thousands and possibly the hundreds of thousands when all is said and done.”

Ready to give your HR team that permanent paper vacation they deserve? Give us a call today at DynaFile. Our paperless HR solution has been helping companies operate more efficiently for over 17 years. Take advantage of our scanning automation tools to convert your files in-house or let our scanning service partner tackle the project for you. Going forward, managing employee files couldn’t be easier. Take a look at what companies like Hyatt, Fidelity and Toll Brothers are saying about DynaFile and contact us for a free demo!

Electronic Onboarding Starts Employee Files Paperless from Day One

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Why print and scan onboarding forms when your employee files can be electronic from the start?

Revolutionize your HR department with DynaFile's electronic onboarding, ensuring employee files are paperless from day one. Increase efficiency, maintain organization, and automatically generate employee folders, eliminating manual processes. Experience the future of HR with our demo today!

If you’re considering taking your HR department paperless, electronic employee onboarding is a great place to start. From general tax forms to company-specific forms and policy acknowledgements, we’ve all seen how much paper can be generated through the onboarding process.  

What makes it even more difficult is that the process is a always a little different for every company and typically also varies for different types of staff. This can make keeping onboarding forms organized and ready to be utilized almost as big of a challenge as getting all of that paperwork completed efficiently by new hires.

Finally, how do you avoid printing out completed onboarding packets just to create a paper file? Here’s how electronic onboarding can allow your HR team to save time and easily adopt an electronic employee file system.

Electronic Onboarding Saves HR Time

Instead of using traditional pen-and-paper forms for onboarding, many companies are switching to an electronic employee onboarding process. Instead of paper, HR teams can create online versions of all of their forms and save their different onboarding packets as templates. When a new employee is hired, simply email them the appropriate onboarding template to complete and electronically sign in advance of their first day; or allow them to complete it on a computer or tablet in the office. This makes it easy to keep your different onboarding packets organized and ready for action. 

Automatic Employee File Creation

A lot of companies are already able to handle a portion of their onboarding process electronically. Usually, a handful of tax forms can be completed electronically through your Payroll system. Unfortunately, many of these same companies wind up simply printing out these forms to store in a paper file for the employee. This prompts the question: Why print and scan onboarding forms when your employee files can be electronic from the start? With a true electronic onboarding process, you can get all of your forms completed and signed online – not just a handful of government issued tax forms. When the process is finished, your new hire’s folder can be automatically created from their completed onboarding forms with everything filed away inside. HR does not have to worry about naming files and finding the correct folder to save everything in.

Managing Employee Files Going Forward

Since your employee folders are created automatically from the onboarding process, you can start each employee with a paperless record from the day they’re hired. Going forward, though, there should never be a need to print something just to have to scan it back in to their folder. So, adding to employee folders and retrieving files going forward should be a quick, simple and secure process. An easy way to bring files in down the line is to simply drag-and-drop them into the employee’s folder. When you need to retrieve a file, a quick search by employee name, ID, folder section, document type, expiration date or other identifier brings back the files you’re looking for without having to manually find the folder and file.

Electronic employee files have a number of additional benefits like automated file audit reports, segmented access for different roles, secure online file sharing and much more. If you have an interest in taking your HR department paperless, give us a call today. DynaFile has been helping companies go paperless for over 17 years to increase efficiency, cut costs and provide a better experience for both new hires and the HR team. Our paperless solution allows you to take your onboarding process paperless to manage employee files easier from the moment staff are hired. Contact us for a free demo to learn more!

How to Take HR Paperless in 30 Days

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Paperless HR has become a popular topic lately and for good reason. Here’s how you can take your HR department paperless in 30 days.

Revolutionize your HR in just 30 days with DynaFile's paperless solutions. Experience instantaneous file access, efficient digital workflows, and integrated DocuSign features for seamless online forms and e-signatures. Transform HR processes and cut costs. Request a free demo and embark on your paperless journey!

The advantages of electronic employee files are clear: instant access, faster filing, easier management across locations, enhanced security, powerful audit reporting, streamlined form-filling and esignature processes, and much more.

Although the benefits are huge, taking the department paperless can seem like a daunting task to a lot of HR directors, but it doesn’t have to be! There are paperless HR solutions that can help automate the conversion of paper to electronic employee files and replace paper processes like onboarding with highly efficient digital workflows. Best of all, a good solution is designed to get your team there FAST.

Here are a couple of things to look for in a paperless HR solution.

Convert Paper Files Fast

A good paperless HR solution will include a practical way for you to quickly convert your existing paper files to electronic employee files. Barcode Recognition is an example of a useful method for converting an entire employee folder at once. Barcoded separator sheets are used to split the folder down into it’s different tabs or sections before scanning. You can then scan the entire folder at once and the system will know exactly how to file everything inside.

If internal resources are slim, you can always consider using a scanning service company to do your initial back-file conversion for you as well.

Access Files Instantly

Once your files are in electronic format and being stored in the system, it is essential that they are easy to retrieve. This is actually one of the most overlooked pieces of the puzzle. There are many solutions out there that can convert your files for you, but you may run into trouble down the line trying to find them.

A good recommendation is to look for an indexed filing system. Instead of finding the correct folder to save documents in and then later having to find that folder again to retrieve them, indexes are used to categorize documents. The system will use this index information to automatically file your documents in the correct location. You can then search for documents based on those index values like: Employee Name, ID, Status, Department, Location, Folder Section, Document Type, Expiration Date, etc.

This also makes it easy to report on required or expiring documents in employee folders; or segment access to files depending on things like the employee’s department, location and folder section.

Replace Paper Forms

With a paperless HR office, you shouldn’t have to print out forms just to scan them back in later. Instead, your HR team can replace many of their pen-and-paper processes with online forms, electronic signatures and digital workflows.

Paper-intensive processes like employee onboarding can now be done in the cloud with no need for paper generation. New hires can review, complete and legally sign their onboarding documents online before their first day; or on a tablet or computer in the office. The best part about moving your forms to the cloud, though, is that you are not limited to just onboarding documents.

You can use the same process for just about any type of form you might need to get filled out and signed. Once finished, all completed forms are automatically published in the employee’s folder alongside the rest of their files. 

Taking HR paperless is easy when you have the right partner to help you get there.

DynaFile has been helping companies go paperless for over 17 years to achieve a higher level of organization and cut costs. Our unique paperless HR solution includes scanning automation tools like Barcode Recognition and Batch Processing to make converting paper files a quick process – or use or scanning partner to get the job done for you.

Going forward, DynaFile’s powerful cloud document management system ensures files are always secure and instantly accessible. Best of all, DocuSign integration can replace all of your pen-and-paper processes with online forms and esignatures so there is no longer a need to print and scan.

Want to learn more about taking your HR department paperless in 30 days? Contact us today for a free demo for your team.

Cloud Document Management System Saves Staff Time and Frustration

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Organizations are increasingly turning to cloud document management systems to help staff handle files easier from anywhere.

Boost efficiency with DynaFile's cloud document management system. Replace cumbersome paper files with a secure, organized electronic system. Offering scan-to-cloud features, instant file access, e-signatures, and automated workflows, DynaFile ensures streamlined operations and satisfied employees. Explore the future of document management – contact us for a tailored solution!

With physical storage of documents in the workplace, worker productivity is lost due to dealing with poorly organized documents and records. With a user-friendly cloud document management system, productivity increases and employees experience improved job satisfaction. For these reasons and many more, companies are finding that an effective cloud document management system is critical for any area of business. 

What is cloud document management?

Document management software replaces your paper filing cabinets with a more secure, highly organized, electronic filing system. By choosing a “cloud” document management system, your teams can securely access the files they need instantly, from anywhere. This can eliminate paper files, bulky filing cabinets, time wasted searching for documents, and redundant copies of documents. 

What are the benefits of moving to the cloud?

A cloud document management system can bring big benefits to your office. By removing the need to perform many redundant tasks around filing and retrieving documents, your teams can save significant time and money by moving to the cloud. Some benefits include:

  • Secure, instant access to files from anywhere, at any time
  • The ability to securely share electronic files online
  • Report on files to ensure required and time-sensitive documents are up-to-date
  • Drag-and-drop documents directly into the system from your computer
  • Online forms, esignatures and workflows to replace pen-and-paper processes
  • Scan documents directly to the system with scan-to-cloud features

What is the easiest way to start?

If you’re currently using paper filing cabinets, but you want to move to a cloud document management system, look for scan-to-cloud solutions. Some document management software includes “scan-to-cloud” or “scanning automation” features. These scanning features are designed to work directly with the document management system.

You can use these scanning features to automate the conversion of entire paper file folders to electronic format. These tools are also extremely helpful for getting paper into the system going forward. If you have a stack of paper on your desk that needs to get filed away electronically, you can take advantage of certain scanning tools to get those files into the system quickly and easily. 

Learn More

DynaFile has been helping companies go paperless to recognize a higher level of efficiency for over 15 years. Our scan-to-cloud document management system provides a simple way to move from paper files to an electronic filing system. Scanning automation tools allow you to take an entire department paperless quickly and easily.

From there, your teams can securely access files from anywhere at any time. Replace pen-and-paper processes with online forms, electronic signatures and digital workflows. Best of all, your teams can always be sure all folders are up-to-date with required documentation through automated file audit reports. Contact us a call today to see if DynaFile would be a good fit for your office!