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Electronic Filing

3 Reasons Why Electronic Filing Systems are the Future of Paperwork

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The emerging digital world is transforming all aspects of society and business. Here are 3 reasons why electronic filing systems are the future of paperwork.

Dive into the 3 compelling reasons electronic filing systems are reshaping the future of paperwork: cost savings, eco-friendliness, and enhanced global collaboration. Embrace a paperless transformation and explore the benefits. Ready to innovate? Reach out now.

The emerging digital world is transforming all aspects of society and business; the cloud being the biggest change agent to date. With cloud and mobile computing technologies, paperwork in its traditional form is being reduced and eliminated more and more. In this regard, here are 3 reasons why electronic filing systems are the future of paperwork.

#1. Saves time and money:

The world’s population continues to grow, as does: bureaucracies, regulations, laws, and the paperwork that accompanies these processes. In addition, advancing online technologies are connecting a global economy, which means remote connections and interactions must be facilitated. Snail mail, paperwork, and traditional faxing has all become cumbersome to facilitate the demands these changes are bringing.

Electronic filing systems eliminate the need for paperwork and snail mail, which, ultimately, saves time and money for businesses and organizations. Saving important documents in the cloud, with an advanced electronic filing system, expands the possibilities for enterprises and streamlines their operations.

#2. Environmentally Sound:

The 1.6 trillion pieces of paper that American businesses used in 2016 isn’t helping our environment. Electronic filing systems are the answer to reducing and eliminating the use of paper for business processes. Not only will enterprises be able to market their services as environmentally sound, but they’ll also be able to save money on paper, ink, printers, etc.

#3. Sharing and Collaborating with a Digital World:

Integrating an electronic filing system and going as paperless as possible is a great way to expand unified communications. Advanced electronic filing systems are powered by secure cloud services that offer enterprises multiple methods of sharing and collaborating within and outside of their workforce.

Worldwide collaboration with remote workforce members, clients, and partners, is an important aspect of future communication trends. Organizations that have their important documents already scanned to the cloud will streamline sharing and collaboration with a growing digital world. Electronic signatures and mobile accessibility will streamline processes in real-time, expanding capabilities for further growth.

Summary

Electronic filing systems play an integral part in the paperless transformation and you can see why these advanced systems are the future of paperwork. Organizations will save time and money while expanding their UC capabilities and saving the environment. These benefits should have organizations asking: “How much paperwork can we realistically eliminate?” If interested in learning more please contact us today.

HR Departments are Loving the Paperless Office Revolution

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Thinking about going paperless? Look at some of the benefits other companies have been seeing with electronic personnel files and paperless onboarding.

Discover the transformative power of going paperless in HR departments. With electronic personnel files, experience improved onboarding, secure cloud storage, and a dramatic reduction in administrative hassles. Join the 77% of HR departments going paperless with DynaFile. Witness the future; request a free demo today!

It’s well known that the Human Resources department has the pleasure of managing a serious amount of paper. Over the years, HR professionals have come up with their own tricks to keep employee documentation stored in a way that makes it accessible to authorized staff, but remains secure and compliant. Unfortunately, when dealing with paper files, it is inevitable that critical documents are lost or misfiled from time to time. These days, most HR offices are moving to electronic personnel files to keep employee documentation organized, up to date and securely accessible no matter where team members are located.

Proven Benefits for the Whole Team

Companies that have already taken their HR department paperless have great things to say about how it has saved their teams time and stress when it comes to admin tasks. Compliant storage of personnel files used to be a common topic of conversation in the HR department.

Staff used to “often spout stories of a time a document was lost or a mistake was made and there was no ‘proof’ to back up the actual situation. But the world is changing! According to a survey of Society of Human Resource Management (SHRM), 77% of HR Departments have gone paperless. These HR professionals report spending 35% less time on HR administration – leaving time for critical business relationship building and strategic initiatives to be developed.” – HR Topics. Freeing up time for your HR staff is a huge benefit, but how about also improving the onboarding process for new hires?

An Improved Onboarding Process for New Hires

For years, an employee’s first day consisted of tediously reviewing stacks of policies, filling out repetitive paper forms and making copies of important documents. With the switch to electronic personnel files, paperless onboarding has become an extremely popular solution for getting new hires “papered up” without a single sheet! Trying to review critical business policies or fill in important personal information can be a stressful experience on an employee’s first day.

With paperless onboarding, they can take their time reviewing policies and completing forms electronically from home before their first day in the office. That way, new hires can hit the ground running from day 1 without having to tackle a wall of forms first. Best of all, when you take your workflow to the cloud, you can streamline the entire process from onboarding through file retention.

The Advantage of Cloud Storage

Moving to electronic personnel files gives your team a ton of benefits: better organization of employee documents, improved access security and a more efficient process for managing files. But why not take it one step further? Cloud document management systems have been used for years to help HR teams manage employee files easier and in a more compliant fashion.

Cloud solutions, also known as “SAAS” are, “A real advantage of using technology today to store data. Software as a Service is the term for utilizing a vendor who retains control of the software system and stores your data in the cloud. This eliminates the need for the days of complex implementation, purchasing enough computing power to run complex programs and worrying about the security of data. With a SAAS solution, you can access your data from anywhere and the vendor takes care of the programming issues.” – HR Topics. 

Cloud filing systems give HR teams the power to access, share and keep track of documents securely across many offices with ease. There’s no longer lag time in sending or receiving information and files are actually stored with a higher level of security since they can be monitored by the system. Electronic onboarding forms can even flow directly into the new hire’s folder automatically once they’re signed and completed!

See What All the Fuss is About

If you’re still dealing with paper employee files and want to see if it’s the right time to go paperless, give us a call today. DynaFile is scan to cloud document management software that has been helping companies go paperless in HR for over 15 years. Our unique filing solution combines cloud document management with scanning automation tools. This makes it quick and easy to convert your existing paper files as well as add miscellaneous paper documents to employee folders going forward.

Keeping track of required and expiring documents for staff is as simple as running a file audit report. Best of all, new hires can review, fill out and sign all of their onboarding documentation online – completely paperless. Once finished, all completed onboarding documents are automatically filed in the new hire’s folder in DynaFile. Want to see how it works? Contact us today for a free demo!

Benefits of an Online Filing Cabinet

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It can be a real challenge keeping all of the paperwork that comes through your office organized. By taking your filing cabinet online you can save money, have quicker access to files and free up valuable office space.

Tired of overflowing cabinets and lost documents? Switch to an Online Filing Cabinet. Enjoy secure 24x7 access, instant retrieval, collaborative features, and integrated eSignatures. Eliminate clutter, enhance security, and streamline operations. Dive into the paperless revolution; reach out to learn more!

Is your office packed with overflowing filing cabinets or file boxes? Can you find what you’re looking for easily? Or is it like finding a needle in a haystack? If your office space feels more like a storage unit than your work space, consider switching to an online filing cabinet.

Although paper is still needed in some aspects of business, for the most part our world is going paperless. We fax from our computers and email documents. Court systems nationwide are going with online filing, reducing the need for paper and eliminating the trek down to the clerks office. Now you can implement the same organizational method within your own business. With online filing, secure access to your files is at your fingertips, 24×7.

Scan to the cloud.
Wondering how this all works? It’s simple. All of your paper documents are scanned into your online filing cabinet and organized automatically with barcode or text recognition. You can label your folders with a level of security that allows you to give access to only those who need it. Organization is the beauty of this system. You can organize your files by document type, client, case number, etc – whatever makes sense for your business. 

Instant document retrieval.
Once in the system, finding what you are looking for is easy and only a few clicks away. You never have to worry about wasting time looking for files. You can use search to quickly pull up the documents you’re looking for and filter your results to narrow it down further if needed.

Secure storage and file sharing.
Security is a real issue in business and online filing will let you rest easy knowing your information is safe. Documents in an online system are stored offsite and backed up automatically so you never have to worry about losing information in any kind of natural disaster or other emergency. Custom document control can be added for specific users, user groups, files, folders, departments, etc. This ensures that only authorized eyes are viewing your critical documents. Best of all, you can securely share any files in the system using encrypted links, a much safer alternative to email attachments.

Cloud collaboration.
Once a document is scanned, it isn’t set in stone. You can collaborate on documents directly from your web browser. Plus, with integrated eSignatures, you can get forms and contracts filled out and legally signed online in seconds.

If your working from home and realized you left the document you needed sitting on your desk, you no longer have to drive back to the office. All of your documents are available, any where, at any time.

Online filing will save you time and money (less paper, ink cartridges, stamps and it opens up office space for new possibilities). Get ready to clear out the clutter and contact us today to find out more.

Trending: Paperless HR – Electronic Personnel Files in 2017

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Human Resources is making a big shift towards electronic personnel files to increase efficiency and cut costs. Will your team reap the rewards in 2017?

Discover the future of HR with Electronic Personnel Files in 2017! Boost efficiency, reduce costs, and streamline operations. From easy back file conversion to paperless onboarding and secure sharing - experience a new era of HR management. DynaFile, the leading solution with 15+ years of expertise. Request a free demo now!

Electronic personnel files have become more and more popular in recent years. The benefits are real – increased efficiency, cost savings and less stress on your staff. So what is holding organizations back from making the switch? With today’s electronic filing solutions, there’s no excuse not to join the paperless HR revolution! Your office can go paperless in 2017! Here’s how it’s done.

Back File Conversion

The initial back file conversion process can seem like a nightmare and can seem intimidating, but it is much easier than you think! Paperless HR solutions like DynaFile include scanning automation tools to help you go from paper to electronic personnel files fast. Reusable barcode sheets can be inserted into an employee’s folder before scanning to break it down into its different sections. You can then scan the entire folder at once and it will be filed away in the correct location. The important part here is the flexibility in the process. You can be as specific or as general in your folder breakdown as you like because DynaFile gives you the ability to cut out individual documents at any time in the future should you need to.

Paperless Onboarding

Now that you’ve converted all of your existing paper files, let’s make sure you’re not creating more paper! Much of the paperwork included in an employee’s folder is generated through the onboarding process. Electronic personnel file solutions like DynaFile integrate with popular onboarding software like DocuSign and iCIMS. This allows new hires to review, fill out and sign all of their onboarding forms totally electronically. Through an integration, all completed onboarding forms can automatically create the new hire’s folder inside of DynaFile and file all signed documents in the correct location inside. There’s no longer a reason to print and scan!

Adding To Staff Folders

Once you’ve taken your back files paperless and transitioned to an electronic onboarding process, much of your HR department should be enjoying quite a boost in efficiency and organization. However, it is inevitable that you will still receive some documentation on paper that needs to be added to an employee’s digital folder. Or, you may be faced with a need to add in a document like a performance review from another system or an electronic document from elsewhere. With an electronic employee filing system, this could not be any easier. Simply drag-and-drop or “virtually print” electronic documents into an employee’s folder in a matter of seconds. No need to print and scan! If you have a stack of paper for different employees, DynaFile’s batch processing tool allows you to file them into correct location on screen with just a few clicks. 

The Benefits of Paperless HR

The basic benefits of switching to electronic personnel files are obvious. Your team gets a huge boost in organization and efficiency, which in turn reduces stress on staff and cuts costs. What you may not realize, is that there are many more benefits of electronic personnel files that may not jump out at you right away. For example, paperless HR solutions like DynaFile allow you to share files securely with staff and external users like auditors completely digitally. Or, how about being able to run automatic file audits? A custom report checks each employee folder for required and time-sensitive documents to ensure all folders are up-to-date with required documents. These are just a few of the incredible benefits your HR team can see by going paperless.

See It In Action

Want to learn more about making the switch to electronic personnel files? Contact us today! DynaFile has been helping companies go paperless for over 15 years to realize a more efficient Human Resources department. Our unique electronic filing system includes scanning automation tools that make it easy for your HR team to take the entire department paperless fast. From there, instant file retrieval, electronic onboarding, custom audit reports, segmented access rules, drag-and-drop drive, virtual printer and more make managing employee files easier than ever. Want to see how it works? Contact us today for a free demo!

American Businesses Produce 1.6 Trillion Pieces of Paper in 2016

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Going paperless has never been easier. Time to think about moving to electronic files.

Transition to the future with an electronic filing system in 2016! Amidst American businesses producing a staggering 1.6 trillion pieces of paper, the shift to digital is vital. Discover how DynaFile streamlines office tasks, enhances efficiency, and safeguards the environment. Over 15 years of expertise in scan-to-cloud solutions. Explore a transformative, paperless journey. Request your free demo now!

Traditionally, paper has been a critical piece of the business process. It’s difficult for an organization to run smoothly without the ability to record information and share it with colleagues in an effective manner. Issues arise in the office when that information needs to be stored for an extended period of time or needs to be shared quickly with team members in different physical locations. For these reasons, among others, many companies are switching to an electronic filing system for storing, managing and sharing documentation around the organization. 

Halfway To The Moon

It may not seem like a lot of paper gets wasted around the office, but you may be surprised. In a recent article from The Wall Street Journal, Christopher Mims writes;

“Every year, America’s office workers print out or photocopy approximately one trillion pieces of paper. If you add in all the other paper businesses produce, the utility bills and invoices and bank statements and the like, the figure rises to 1.6 trillion. If you stacked all that paper up, it would be 18,000 times as high as Mount Everest. It would reach nearly halfway to the moon.”

A bit startling, isn’t it? By the end of 2016, we could reach the moon by simply stacking the paper American businesses produced over the past two years. Now, how to make a change?

Show Me The Value

It can be easy to recognize that your office is using a lot of paper, but it can be much tougher to convince management to make a change. It’s important to remember that creating paper waste not only hurts the planet – it also significantly affects a business’s bottom line. Paper process are slow, out-dated and incredibly inefficient. Moving to an electronic filing system can actually save a company money and produce a big bump in staff productivity. 

A good way to start looking at electronic filing is by identifying the most paper-heavy departments within the organization first. Many times, you will find that the Human Resources office is an area that sees TONS of paper files. Although a lot of employee data is now recorded in HRIS solutions, much of the actual documentation for the employee is still printed out and filed in bulky, disorganized filing cabinets. Many organizations still have all of their staff files on paper. For a tenured employee, you can imagine how thick these files can get. Being able to identify this within your own business is essential because the offices that handle the most paper will see the biggest value in taking their files electronic.

Keeping It Practical

For a paperless strategy to work, you need a practical approach. Even if you take all of your existing files electronic, you’ll need a way to digitize your pen-and-paper workflows to ensure you’re not just adding more paper to the pile. For this reason, it’s important to look at electronic filing systems that include a few key features:

Scanning Automation
These tools are designed to work with your electronic filing system and allow your team to take a shortcut to paperless files. Scanning automation tools will help automate the conversion of your current paper files to electronic format. They will also help you deal with miscellaneous paper coming into the department on an ongoing basis because – let’s face it – you’ll still have staff coming into your office and handing you a paper document. 

Online Forms, eSignatures and Workflows
From onboarding new employees in the HR department, to approval workflows and contracts; these features help your team go from pen-and-paper processes to completely digital ones. Replace paper forms with online forms that can be delivered to the recipient immediately and completed in a fraction of the time. Electronic signatures or eSignatures can be used to sign off on these forms from anywhere, at any time and they are just as good as ink. Finally, digital workflows can deliver your forms to the next person in the chain automatically once it is their turn to review, approve or sign. The best part is, once the workflow is finished, completed and signed forms can be automatically filed in your electronic filing system.

Tell Me More!

DynaFile is an electronic filing system that has been helping companies achieve a higher level of efficiency for over fifteen years. Our unique scan-to-cloud tools work directly with DynaFile to allow you to automate the conversion of paper files to digital format and easily handle miscellaneous paperwork on an ongoing basis. Once in DynaFile, you can retrieve files instantly from anywhere, report on required and expiring documents and segment access for different staff roles and types of documents in the system. Finally, our integration with DocuSign allows your team to replace all of your pen-and-paper processes with online forms, esignatures and digital workflows. Once forms have been signed, they can be automatically published in the correct folder back in DynaFile.

Would you like to learn more about going paperless with DynaFile? Contact us today for more information and free demo!

DynaFile & iCIMS Partner for HR Document Management and Employee Onboarding

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Paperless HR file management solution joins iCIMS’ growing partner ecosystem.

DynaFile partners with iCIMS, merging cloud document management and talent acquisition solutions in 2016! Streamline your HR process: from candidate onboarding to comprehensive personnel file management. Discover the synergy of leading HR tech providers, elevating your paperless journey. Dive into the future of HR - where efficiency meets innovation. Explore more about DynaFile's seamless HR integration with iCIMS today!

GREENWOOD VILLAGE, COLORADO – AUGUST 30, 2016

DynaFile, a unique cloud document management system that makes it easy for HR professionals to transition to electronic personnel files, today announced an integration with iCIMS, a leading provider of Software-as-a-Service (SaaS) talent acquisition solutions.

DynaFile, enabling companies to streamline HR by replacing bulky filing cabinets with easy to manage electronic files, now offers an integration into the iCIMS Talent Platform, a suite of cloud-based talent acquisition tools that enables organizations to attract, screen, and hire the best talent for their ever-changing business needs. Through the partnership, HR professionals can automate the transition of new recruits from candidate to productive new hire, while also helping to reduce paperwork, manage tasks more efficiently, and improve productivity and employee engagement. The integration with iCIMS automatically files all completed onboarding paperwork within DynaFile, in automatically generated new hire folders, where HR can instantly retrieve employee information, easily manage access and retention rules, and self-audit documentation, to achieve the dream of a paperless office.

“We are excited to integrate with the leader in talent acquisition software,” says Brock Kane, director of new business development at DynaFile. “iCIMS is trusted by organizations around the world for their powerful, easy to use solutions. Our integration with iCIMS expands that incredible customer experience through the lifecycle of the employee’s file.”

“With disparate systems resulting in redundant data entry and loss of data integrity being a major challenge in talent acquisition, technologies to efficiently manage the lifecycle of the employee’s file from candidate to long-term employee are greatly needed by today’s HR professionals,” said Michael Wilczak, senior vice president, strategy and corporate development at iCIMS. “Through our partnership with DynaFile, we look to offer our customers a single platform to simplify their talent acquisition and file management processes and bring hours back to the work day.”

DynaFile will also benefit from UNIFi, iCIMS’ Platform-as-a-Service framework that enables partners to integrate their software applications with the iCIMS Talent Acquisition Suite and market their products to iCIMS’ customers through the recently launched iCIMS Marketplace. The iCIMS Marketplace, iCIMS’ online environment featuring the largest ecosystem of HR technologies in the industry, enables customers to shop for and engage with supporting technology that are the best fit for their talent acquisition and management needs, all in one logical, easy-to-use interface. Additionally, through UNIFi, partners can build long-term, lasting relationships through standard APIs that offer flexible data sharing, adding value to their customer experience. Click here to learn more about UNIFi and the iCIMS Marketplace.

About DynaFile 
DynaFile’s cloud document management software provides a practical solution for going paperless in HR. Scanning automation features allow your team to get paper documents into DynaFile quickly, while integration points and a simple drag-and-drop interface allow for consolidation of files no matter where they originated. Once inside of DynaFile, give your HR, Payroll and Supervisor staff instant, secure access to just the files they need from anywhere, at any time. And best of all, keep track of required and expiring documents in staff folders to ensure your team is always prepared in the event of an audit.

DynaFile makes it easy for HR to go paperless… and stay that way! To learn more about DynaFile for your HR department, please visit https://www.dynafile.com or call (888) 510-3453. You can also stay connected by checking out the DynaFile Paperless Blog and by following DynaFile on Twitter, LinkedIn, Facebook and Google+.

About iCIMS, Inc. 
iCIMS is a leading provider of innovative Software-as-a-Service (SaaS) talent acquisition solutions that help businesses win the war for top talent. Scalable, easy to use, and backed by award-winning customer service, iCIMS enables organizations to manage their entire talent acquisition lifecycle from building talent pools, to recruiting, to onboarding, all within a single cloud-based platform that is connected to the largest partner ecosystem of HR technologies in the industry. Supporting more than 3,200 contracted customers, iCIMS is one of the largest and fastest-growing talent acquisition solution providers. To learn more about how iCIMS can help your organization, visit http://www.icims.com or view a free online demo of the iCIMS Talent Platform.

© 2016 DynaFile™. All rights reserved.

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