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Scan to Cloud HR Document Management Solutions

Electronic Filing

Three Steps to Ease the Transition to an Electronic Filing System

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Switching to an electronic filing system can help streamline the entire office. Here’s how to get there!

Embark on a smooth transition to electronic filing with DynaFile. Identify goals, explore tailored solutions, and choose the best fit to address office challenges. With over 17 years of expertise in paperless solutions, DynaFile ensures streamlined operations. Discover how to revolutionize your filing in just 30 days with our complimentary Paperless HR Guide.

Going paperless is a big step for your organization. Making a switch to an electronic filing system can save time, money and space at your office. Some benefits include instant file access, the ability to report on files that might be missing or expired, enhanced security, and simpler audits. Moving from paper to an electronic filing system does not have to be a challenge, though.

The transition to a paperless system can be made a lot easier by following a few simple steps:

1. What are our goals?

Meet with your team to discover the most pressing challenges they are facing right now. Is your running out of space to store paper? Is the actual creation of paper documents in the first place the main issue? Your goals should be to alleviate the main pain points your team is experiencing.

2. What are our possible solutions?

Now that you have a good understanding of the areas your team is struggling in, it’s time to start exploring possible solutions to achieve your goals. It’s important to know what types of benefits different software and systems can bring to your team. For example, you might consider an electronic filing system with scanning automation tools to digitize all of your existing files and free up office space. Or, you might look at a esignatures and paperless workflows to eliminate the creation of paper files in the first place.

3. What is the best solution for us?

Once you understand the types of solutions that can help you achieve your goals, it’s time to shop! There are bound to be more than one option for just about any goal you are trying to achieve. When considering different solutions, keep your top goals in mind. Some solutions may solve multiple problems for your team and others may only an answer to one pain point. 

Getting Started

If you would like to learn more about going paperless in your office, DynaFile can help! Our electronic filing solution has been helping companies go paperless to achieve a higher level of efficiency for over 17 years. Give us a call to see how you can take an entire department paperless in 30 days or take some info to-go with our complimentary Paperless HR Guide. 

The Importance of Document Indexing

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An “indexed” filing system can help streamline document management across the whole office.

Explore the transformative power of document indexing with DynaFile. Boost efficiency, enhance productivity, and revolutionize document management using metadata properties. Ensure seamless access to essential files, streamline audits, and enhance security. With over 15 years of expertise, DynaFile offers cutting-edge solutions for your electronic filing needs. Experience the future of filing - contact us for a free demo!

The concept of document indexing has a variety of benefits in order to go paperless within your business. Imagine no longer having to sort through papers on your desk or dig through an overflowing filing cabinet to find a document you need. With a few keywords entered into the computer, your team can instantly retrieve the documents they need from anywhere, at any time.

Metadata Indexing

Document indexing is made possible using metadata properties. Metadata is simply “data about data”. In this case, it’s data about your documents. So, these “indexes” store information about the documents you add to the system. For example: If you wanted to store employee files electronically, you might index those documents with information like Employee Name, ID, Status, Office Location, Department, Folder Sections, Document Type, Expiration Date, etc.

Using indexes ensures that every file you add to the system is categorized by information that you would later want to use to: retrieve the document, restrict access, report on files, and much more. The filing system will also automatically save your documents in the correctly location based upon its index information.

By eliminating the time it takes to save and find the files you’re looking for, an electronic filing system can pay for itself with this single feature alone!

Enhanced Productivity

The amount of productivity within your business can increase dramatically by utilizing an electronic filing system. When your documents are stored electronically and “indexed” as described above, redundant administrative tasks can be significantly reduced. 

For example: File audit reports. One of the indexes commonly used to categorize electronic files is a “Document Type”. This will tell you and the system that the file is a Contract, Evaluation, Application, etc. Since this information is stored for every document in the system, it becomes very easy to report on. Want a list of all employees missing an I-9 from their folder? No problem! Want a list of all outstanding invoices by vendor? Simple!

Additionally, all of your files can be stored securely in the cloud, allowing your team to access the information anywhere. This means you can even get the information that is most important to you when you’re on the road. Being able to have mobility and productivity is important in a growing business and one of the reasons why document indexing is so important when your data is being stored in the cloud.

Moving Forward

If you’re interested in moving from paper files to an electronic filing system, contact us at DynaFile. Our electronic filing system has been helping companies cut costs and boost efficiency for over 15 years. Use powerful scanning automation tools to convert your paper files fast and manage all of your documents easier from the cloud. Every document you add to DynaFile is indexed so files are never difficult to find, reporting is easy and segmenting access for compliance is a breeze. Contact us a call today for a free demo!

Paperless Onboarding: Hiring for the Future

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Paperless onboarding can significantly reduce stress and free up time for both new hires and HR staff.

Unleash the future of hiring with paperless onboarding. Streamline the hiring process, reduce stress for HR and new hires, and ensure legality with electronic documents and signatures. Imagine hiring without the hassle of paperwork! Dive into a more efficient onboarding experience and discover how you can reclaim hours of work each week. Interested? Contact us now for a free demo and embrace the future!

Hiring can be one of the most complicated parts of running a business. There’s so much paperwork. There are applications, tax forms, and numerous things to sign. Can you imagine what it would be like to hire someone without creating or processing a single sheet of paper? It is possible! Paperless onboarding is no longer a dream, it exists. Here are a few notes.

Electronic documents

Of course, with paperless onboarding, everything happens online. You’ll have to upload all of your forms and files once, but once everything’s there, you won’t have to worry about it anymore. There is even software to help you digitize your forms. Even if you’re only using paper right now, you can upload a scan of a form, and then replace fields with digital input boxes. Fields can even be validated, just like on a website. Everything is done online, which means new hires can review, complete and sign everything before their first day. This can significantly reduce stress for your new hire as well as HR staff. 

Signatures

You may be wondering about how employees will sign all of the forms. There are, of course, numerous places where employees are expected to sign, and the law requires it. The good news is that electronic signatures can be used to sign all of their onboarding forms without the need for any printing, copying or scanning.

It’s legal

Any HR employee’s biggest fear is getting in trouble with the law, but as long as you go through a reputable company, the entire process is legal. The law makes allowances for paperwork to be done online, and in this case, everything is just as official as if it were done in person. 

Learn More

With the proper use of a system like this, you could eliminate entire filing cabinets from your office, and dozens, if not hundreds, of hours of work per week. If you’re interested in learning more, please contact us for a free demo.

How to Transition Your Business to Paperless Filing

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Making the switch to paperless filing doesn’t have to be a challenge.

Upgrade your back office with paperless filing! Leave behind bulky file cabinets and embrace the efficiency of scan-to-cloud tools. Experience streamlined processes with barcode recognition and batch scanning, enhance security with segmented access, and boost productivity with online workflows. Ready for the transition? Learn how DynaFile can guide your business to a clutter-free, organized future in just 30 days.

Why are you still fumbling through massive file cabinets and ten-inch thick folders just to find one piece of information? Your business is constantly evolving, and so should your back office. Transitioning your business to go paperless may seem like a hassle, but a paperless filing solution helps make the process quick and easy with two key “scan-to-cloud” tools:

Barcode Recognition

This feature lets you digitize entire folders of information at once. Barcode cover sheets are inserted in front of each section of the folder before scanning. You can then scan the entire folder at once. The barcodes relay information about your files to the system as the entire folder is being scanned. The system then knows exactly how to create folders and file your documents in the correct location automatically.

This process has you breakdown your folder or “index” it before scanning and can significantly reduce the time it takes to go from paper to electronic files. Many companies use this for mass-converting employee files in the Human Resources department, or for vendor files and other Accounts Payable documents.

Batch Scanning

With Batch Scanning, the breakdown or “indexing” of your files takes place after scanning. This feature allows you to scan a stack of unrelated paperwork to the system and then break it down into to smaller, individual documents for different entities (employee, vendor, client, etc) right on your computer screen. Keyboard shortcuts can help make this process as quick as possible. 

Benefits of Paperless Filing

Paperless filing doesn’t just help your office get rid of those bulky paper filing cabinets. Paperless filing allows your teams to securely access files or add documents to the system instantly from anywhere. Since your files are in electronic format, keeping track of documents via expiration dates and reporting becomes extremely easy.

Need to segment access to certain files? No need for separate “filing cabinets”. Just limit access to sensitive types of documents by only giving specific staff authorization to view them. 

Best of all, you can replace many of your pen-and-paper processes by moving to electronic files. Instead of having forms completed and signed the old fashioned way, switch to a cloud-based workflow. Online forms, electronic signatures and digital workflows ensure your files begin paperless from the start. 

Getting Started

Interested in going paperless at your office? DynaFile has been helping companies achieve a higher level or organization for over 15 years. Contact us today to learn how our paperless filing solution can have your office paperless in 30 days or less.

Automate Filing by Scanning with Barcodes

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Take a shortcut to electronic documents by using barcodes to automate scanning and filing.

Simplify your shift to the digital world using barcode scanning automation for efficient document filing. From converting bulk archives with barcode cover sheets to handling daily paperwork with embedded barcodes, streamline your processes effortlessly. Dive into the future of organized, paperless storage with DynaFile's proven expertise in scan-to-cloud solutions. Over 17 years of transforming offices; let yours be the next!

The very last step in winning the battle of paper shuffling is going to electronic, cloud file storage. If you’re looking to bring your current paper files to the cloud, you’ll need to retrieve them and get them ready for their digital afterlife before you scan them. Filing with barcodes is one of the fastest and most efficient ways to convert a large amount of paper documents to electronic format. 

Barcode Cover Sheets

If you’re converting thick folders for a specific subject, barcode cover sheets are an easy way to do it. This is useful for things like employee folders, account folders for clients/vendors, medical/patient records, student files, etc. A single barcode sheet is printed and placed as the first page in the physical file folder as you’re getting ready to scan it. The barcode on this page is unique to the subject (employee, client, patient, student, etc) and includes information about them. That way, as the entire folder is scanned, the system will know that all of these documents are for that particular subject. If you would like to have the different sections of the folder automatically broken down and filed as well, you can simply insert a few reusable barcode sheets in front of each tab or sub-folder you would like split out. As the entire file is scanned, the system will know from the barcodes exactly how to file your documents.

Embedded Barcodes

Barcode cover sheets are a great way to convert your back files. But what about new paper? Many times processes using forms and signatures can be brought online to be replaced completely digitally. Sometimes, though, pen-and-paper processes just make more sense to keep doing the old fashioned way. When this is the case, barcodes can be embedded on your common forms. That way, when you print the forms out to be completed, they will already have the barcode on them. When the forms are completed and signe on paper, they can now be scanned in to the system. The advantage of the embedded barcodes is that you can scan the entire stack of forms at once. From the embedded barcodes, the system will know exactly how to file the documents away in the correct location. 

If you’re interest in learning more about going paperless with your files, contact us today. DynaFile has been helping companies go paperless to achieve a higher level of organization for over 17 years. Our scan-to-cloud filing system makes it easy to switch from paper to electronic files with unique barcode scanning processes and powerful document management features for long-term retention. 

Is Your HR Deparment Suffering by Using the Wrong File Management Solution?

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HR departments are incredibly busy offices. Is your HR team suffering by using the wrong file management solution?

Does your HR department feel overwhelmed with outdated file management methods? With changing workforce dynamics and the rise of Millennials in leadership, modern challenges require modern solutions. Streamline HR operations with DynaFile's paperless solutions - from quick scan-to-cloud conversions to online onboarding. Experience the future of HR with 17+ years of DynaFile's proven expertise in going paperless. Let's transform your HR processes today!

If current trends are any indicator, this is an extremely busy year for any large HR department. With Baby Boomers leaving many workplaces in droves and the largely unknown Generation Z entering, human resources departments worldwide must poise themselves for change.

Recent statistics show that about 27% of Millennials are currently in management positions, and experts expect that number to increase to 47% in the coming years. In many ways this seems like a change that should happen since Millennials have changed so much of the way we do business as a worldwide culture. In the typical corporate clamor to get Millennials to hand over their money, businesses found they had to change. Millennials helped add value, honesty and transparency to:

  • Employer/employee interactions,
  • Marketing strategies, and
  • Throughout business’ interactions with their communities and the world

Social media is also changing business/employee interactions at record-breaking speeds, and in many ways, will affect human resources departments. Not only are hiring managers using social media platforms to screen potential candidates, they are also using social media to recruit new talent. Essentially, HR departments must keep up as their parent organizations compete in a challenging new marketplace.

For these reasons, and many more, the last thing most HR teams need to keep up with is traditional, paper file management. Sometimes it’s the simplest tasks that can become the biggest time-consumer in your day-to-day office life simply due to the repetition and redundancy required. Now, though, paperless HR solutions like DynaFile provide an easy way for HR departments to eliminate paper files and the need for pen and paper processes.

Companies using DynaFile in the HR department enjoy:

  • Quick conversion of your paper files to electronic format via scan-to-cloud filing
  • Instant retrieval of files from anywhere, at any time from the secure cloud
  • Streamlined onboarding with with online forms, esignatures and online workflows
  • File audit reports to ensure all folders are up-to-date with all required documents
  • Segmented access features to limit access for different roles, document types and more

If you want to learn more about how your company can save time and money by switching to a paperless system, contact us today. DynaFile has been helping companies go paperless for over 17 years.