Electronic Filing

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.

Contact us for a free demo!

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.

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!