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Electronic Filing

Seasonal Companies use Paperless HR to Ease Turnover Headaches

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How to ease turnover headaches at seasonal companies. A look at a paperless HR case study with San Diego Zoo.

Discover the power of paperless HR with DynaFile. Learn how seasonal companies like San Diego Zoo streamline hiring, ensure compliance, and manage files efficiently. Switch from paper to electronic in 30 days. Book a free demo now!

If you’re at a seasonal company, you know the Human Resources team is working overtime. Ramping up staffing into the busy season is a huge challenge, but so is keeping track of the files generated going forward. Today, we’re looking at a few key points from a paperless HR case study at San Diego Zoo to find out how they were able to benefit from the move away from paper with a mostly seasonal workforce.

Paperless From Day 1

When you’re doing a lot of hiring, efficiency is key. There are a lot of forms new hires have to fill out before they can jump in with the rest of the team. Streamlining onboarding can really save your HR team a ton of time and make the process smoother for your new staff.

Electronic onboarding is a great way to get new hire forms completed without the need for any paper generation. New staff can review, fill out and electronically sign all of their forms online. This gives you the option to have them complete their information before their first day, or fill everything out on a computer or tablet in the office. Once finished, completed forms automatically create the new hire’s folder for you.

Sometimes, completing forms the old fashioned way is still easiest. In that case, embedded barcodes can be very helpful. With this onboarding method, barcodes are embedded on all of your forms. When the new hire is finished signing, simply scan the entire stack of forms in one shot. Based on the barcodes, the system will know exactly how to categorize and file everything automatically for you.

Future Filing Is Simplified

When your employee files are in electronic format, it becomes much easier to manage them. Access rules ensure that sensitive documents are only visible to authorized staff and can be very specific if desired. Your team can then securely retrieve the files they need from anywhere, at anytime. New documents can also be added to employee folders no matter what where they’re coming from: paper, email, HRIS, payroll, performance – you name it.

Keeping track of files is a lot simpler, too. File audit reports ensure employee folders are up-to-date with all required documents. If something needs to be renewed, staff can complete the forms electronically like they did during onboarding. If your company undergoes an audit, you can give the auditor secure access to just the files they request remotely – they don’t even need to come to the office.

Finally, document retention is no longer a nightmare. Simply mass-delete documents based on Terminated status, expiration dates, folder section, document types, and more.

Getting Rid Of Existing Paper

Scanning stacks of paper files isn’t a fun job, but there are some great tools to help get the task done quicker. Scan-to-cloud solutions offer scanning automation features like Barcode Recognition to help take a shortcut to electronic files. Slide barcoded cover sheets in front of each section of the folder and then scan the entire thing at once. The system will know exactly how file everything inside based off of the barcodes.

A Case Study In Paperless HR

Want to learn more? Take a look at how San Diego Zoo went paperless to streamline onboarding and file management in the Human Resources department and beyond. Get your free case study. 

Going Paperless In 30 Days

Interested in taking your HR department paperless? DynaFile has been helping companies do just that for over 17 years. Our paperless solution allows your HR team to go from paper to electronic files fast and stay paperless going forward with online workflows. Contact us today for a free demo!

Online Onboarding Forms Streamline Human Resources

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Online onboarding forms are helping HR teams streamline employee file management across the entire department.

Uncover the efficiency of online onboarding with DynaFile. Revolutionize your HR processes, from streamlined new hire forms to effortless file management. Transform your department and go paperless in record time. Schedule a free demo today!

The onboarding process is one that is traditionally full of paper. New employees are required to review, fill out and sign a mountain of paperwork before they can join the team on their first day. Considering the variety of forms and documentation needed to cover different types of staff, the onboarding process can be extremely challenging. These days, more and more companies are moving to an electronic onboarding process to streamline new hire paperwork across the entire HR department.  

Online Onboarding Forms

With an electronic onboarding solution, all of your forms can be saved online as templates. This is a huge time-saver for your HR team. Instead of worrying about assembling all necessary onboarding forms every time a new hire comes on-onboard, simply select the appropriate template that already includes all of the forms you need. 

Your new hires can review, fill out and legally sign all of their onboarding paperwork online before their first day on the job. This allows for an improved experience as new staff can focus on hitting the ground running on their first day, instead of plowing through a stack of paper forms. If it is easier for staff to still complete their forms on Day 1, they can always complete their onboarding packet on a tablet or computer in the office as well. 

Automatic Folder Creation

When your onboarding forms are being completed online, it allows for added benefits in managing your staff files going forward. For example, completed onboarding forms can automatically create the new hire’s folder for you once the HR team has reviewed everything. All completed onboarding forms can be automatically filed inside. 

This saves your team from having to print and scan any documentation, thus eliminating the need for paper from the second your employee is hired. This also saves a ton of time since you do not have to worry about naming each documents and creating the folder structure for every single employee.

Easy Ongoing File Management

Since your employee folders are automatically created after the onboarding process, ongoing file management becomes incredibly simple. Your team can drag-and-drop or scan new documents directly into employee folders; and authorized staff can securely access the files they need instantly, from anywhere.

Automated file audit reports ensure your folders are always up-to-date with required documents and make it easy to share requested files with remote auditors. Segmented access rules allow you to consolidate all of your employee documentation without sacrificing compliance. Best of all, other forms like policy acknowledgements can be renewed easily through the same process as onboarding. 

Moving Forward

If you would like to learn more about going paperless with you employee onboarding and file management at your organization, give us a call today. DynaFile has been helping companies go paperless to achieve a higher level of efficiency for over 15 years. Our paperless HR solution allows you to take the entire department paperless quickly and easily. From there, paperless onboarding, cloud file management and online workflows eliminate the need for paper generation going forward and make managing files easier than ever. Contact us for a free demo below!

Employee File Audits Become Stress-Free with Paperless HR Solutions

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Keeping track of employee files on paper can become a nightmare. Make HR file audits easy by going paperless.

Eliminate audit stress with DynaFile's paperless HR solution. Experience seamless file audits, renew forms online, and provide remote auditor access. Transform your HR department's efficiency. Dive into a paperless world in just 30 days. Book a free demo now!

The Human Resources department is responsible for managing quite an extensive document archive. With all of the forms and other documentation that’s required to be stored in an employee’s folder, it can be a serious challenge keeping it all organized and secure, yet accessible to authorized staff.

Compounding this challenge is the fact that you can be audited at any time to ensure all of this documentation is stored and managed in a compliant way. When your files are stored on paper, it can be nearly impossible to ensure every staff member’s folder is up-to-date with the required documents.

Here’s how switching to a paperless HR solution can help make employee file audits extra easy for your team.

File Audit Reports

If you’re managing your employee files on paper, odds are that audit time can be quite stressful. Many companies will use a simple spreadsheet to keep track of required and expiring documents in employee folders. This is a good way to run your file audits, but can become unmanageable fairly quickly as the workforce increases and employees are tenured. 

With a paperless HR solution, your documents are stored as electronic employee files. This brings a huge benefit to your HR team because every documents in the system is categorized by information like: Employee Name, ID, Office Location, Department, Folder Section, Document Type, Expiration Date, etc. Now you can easily run reports to see exactly which employees are missing which required documents from their folders; or see which employees have a documents coming up for renewal.

Since these reports are generated by your paperless HR system, the once time-consuming task of finding out “what’s missing?” is now automatic.  

Renew Forms Online

Now that you can automatically decipher the documents that are missing from employee folders, along with files that are coming up for renewal, getting those forms renewed should also be an easy process for your HR team.

With a paperless HR solution, you can email staff directly with a link to the forms that must be completed. They can review, fill out and legally sign everything online. You can also have a page on your website that acts as a “self-service portal” for common forms. If it’s easier to get things completed in-person, staff can also complete forms at a computer or tablet in your office.

No matter what method is used to get your forms executed electronically, once everyone has finished and signed everything, completed forms are are automatically filed in the employee’s folder for you. 

Keep Auditors Out of the Office

There are few things more disruptive than having an auditor come into your office and dig through your files. Since your employee files are stored electronically with a paperless HR solution, providing them to an auditor remotely actually becomes quite easy.

A good paperless HR solution will include segmented access features to ensure compliance around privacy and protected information. Many times, these will allow you to make specific documents and folders available to a user, like an auditor.

Simply give them read-only access to just the documents they have requested and they can access those files securely from anywhere, at any time, thus removing the need to come on-site to perform the audit. 

Getting There in 30 Days

If you’re interested in switching to a paperless HR solution, DynaFile can have you up and running in 30 days. With over 17 years of experience, DynaFile has become a popular choice for HR departments that want to go paperless fast.

Our unique scanning automation tools give your team the power to automate the conversion of your paper files internally, or you can get the job done by the pros through our scanning service partner.

Either way, electronic files bring huge benefits to your team going forward with features like: File Audit Reports, Instant Document Retrieval, Segmented Access Rules, Secure File Sharing, Electronic Forms, eSignatures, Online Workflows and much, much more. Contact us today for a free demo!

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!