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Scan to Cloud HR Document Management Solutions

Electronic Filing

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. 

How to Organize Electric Files Efficiently

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Keeping files organized can be a real challenge. Here are some tips on how to organize electronic files.

Struggling with cluttered electronic files? Discover effective strategies to keep your digital documents neatly organized and boost productivity. With over 17 years of experience, DynaFile offers a tried-and-true system to streamline your file management. Transition to paperless effortlessly with our scan-to-cloud solutions. Enhance security, accessibility, and organization of your electronic files. Contact DynaFile for expert insights today!

Do you often find yourself spending too much time trying to locate a document you need to access or having to help your co-workers find a specific file? If yes, it is time to learn how to organize electronic files.

A good system to organize your electronic files will help your team save valuable time on redundant admin tasks so focus can be put on more important things. Saving and keeping track of business-critical documents becomes quick and easy. The right system can also significant improve security for your files and lower your risks of sensitive documents getting into the wrong hands.

Here are some tips on how to organize electronic files:

  • Come up with a list of categories and sub-categories for your documents and folders. A lot of times this can be created closely from your current paper filing structure, so keep your “tabs” and “sub-folders” in mind. 
  • Establish some conventions to name files, number invoices or accounts and date documents.
  • Make sure everyone who needs to access files or create new ones is aware of the conventions and follows them.
  • Decide who has access to what. If your files include some sensitive data, your best option is to incorporate clearance levels into your system.
  • Go over your files regularly. Archive or delete old files and make sure everything is classified and named according to the conventions you established. It is best to set some time aside on your schedule to make sure you do this regularly.
  • If there are paper files, consider scanning them in to consolidate your files while limiting access to maintain compliance. 
  • Find a safe and efficient back up solution for your important files. Use an automated solution if you can easily identify which files need to be backed up.

Creating the perfect system for your electronic files might take a while. You will have to decide which structure makes the more sense for the type of files you work with and for the unique needs of your office and co-workers. Luckily, there is a shortcut!

DynaFile is a document management system that has been showing companies how to organize electronic files for over 17 years. Our unique scan-to-cloud filing system gives companies a shortcut to paperless files. Automate the conversion of paper files and then manage them easier from the DynaFile cloud. If you’re interested in learning more about electronic filing, contact us today!

Scan to Cloud Technology: Why Sooner is Better than Later

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Scan to the cloud now to save your business time and money down the line.

Avoid costly pitfalls by embracing scan to cloud technology now! Witness how an outdated paper-based system in the construction industry resulted in massive expenses and challenges. Stay ahead with DynaFile's scan to cloud solutions. Streamline data accessibility, ensure compliance, and protect vital business information. Dive into the future of document management by contacting DynaFile today!

Scan to cloud technology has evolved along with the advancements in the cloud itself and continues as a benefit to small business and big industries. Let me share a story with you about how it is beneficial to make this move sooner rather than later.

Many years ago, I worked for a construction firm that drilled water wells for both consumers and businesses. It was a family owned and ran business that the owner had inherited from his father and that he would in-turn pass to his brother-in-law or son-in-law, who had both worked for him since they were teenagers for over three decades.

State Required Reporting

When a company drills a water well, they must turn in what is commonly referred to as a well log in the industry, or more precisely, the State calls it a Well Completion Report, or WCR for short. This document contains all the vital information about the well itself, the exact location shown on a hand-drawn map (today they use GPS coordinates), depth of the well, construction information and other legally required data like the materials used and depth of the well seal.

After more than fifty years in the industry, the number of these confidential documents, completed on paper and filed in a locked room, filled a 12′ x 12′ space from floor to ceiling in storage boxes. Even though I begged the owner to upgrade his office systems, especially those paper-based processes, to something closer to the 20th (or even 21st) century, he and his family insisted on their old school strategy, citing things like power outages as a detriment to using today’s modern technology.

Legal Issues

Here’s where the story gets interesting. In order to sell or transfer the business into another name, the State is requiring all these reports be available in a digital, scanned format. Obviously I am no longer employed there, but upon my departure, they had barely begun to scratch the surface of this arduous task by outsourcing this mountain of work to a third-party and had already spent tens of thousands of dollars on this time-consuming endeavor.

This is just one of the many reasons to make the switch to electronic files using a scan to cloud filing system. Start storing this valuable information online in the cloud. For more information on scan to cloud filing, contact DynaFile today. 

– A guest post by D.J. Sartell

Electronic Employee Files Help Protect Employee Information

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It can be a challenge to securely manage staff information. Electronic employee files can help!

Navigate the challenge of securely managing staff data with electronic employee files. Protect private employee information, ensure compliance, and offer restricted access to sensitive data with DynaFile's electronic filing system. Embrace secure, efficient, and user-friendly document management for HR. Contact DynaFile for a smarter approach to employee file management today!

The HR department is responsible for storing and managing information on your staff. Tax information, emergency contact forms, disciplinary actions, performance reviews and more all need to be securely managed in the employee’s folder. It starts to become a challenge when you think about how each employee’s information has to be stored and retrieved by the right employees, at the right time. How can you maintain compliance with regulations like HIPAA and keep your employee files secure, yet accessible to authorized staff?

For businesses of all sizes, keeping employee information secure and accessible is sometimes a costly hassle. When managing documents on paper, it is just too easy for files to be lost or misfiled. What if there’s a file audit and you cannot produce the documents being requested? Not to mention the fact that filing cabinet drawers inevitably get left open, making the files inside available to anyone passing by. 

Private information is most likely to be abused by someone the victim knows. Your employee information is least secure when physically exposed to staff. The location you keep documents often has through traffic and multiple uses. Filing cabinets can often include budgets, employee files, business contact information and more. The best way to secure access to your documents is by using an electronic filing system.

An electronic filing system gives you the ability to customize who sees which documents. This gives you very granular control over ensuring only authorized personnel can see the documents they are supposed to see. For example, you can give Payroll staff the ability to only see payroll documents in employee folders; or give managers access to only performance documents for just their own staff. 

This security offers protection for your employees so that you don’t have to spend nearly as much capital, time, or energy in securing documents on site. With electronic employee files, the documents are stored securely online, with access limited to employees and management who need to use the information. 

Please contact us to learn more about using an electronic filing system like DynaFile to help secure and manage your employee files more efficiently.