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Electronic Filing

Auto-Filing: 3 Ways it Benefits Your Company

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Spending too much time filing and retrieving documents? Time to learn about auto-filing.

Discover the transformative power of auto-filing for your business. With DynaFile's electronic filing system, tap into enhanced disaster recovery, never lose a document, and achieve precise indexing for quick retrievals. Step into the future of organized, cost-effective document management. Connect with us for more insights!

Before the information technology revolution, businesses organized themselves around paper files kept in cabinets. These files were organized and accessed by filing clerks; employees whose sole job was to do what we now accomplish with a click of a mouse.

Most businesses let go of their filing clerks and computerized their information systems decades ago. Today, we can all go one step further by auto-filing our business documents directly to the cloud. Automatic filing has a variety of benefits recognized through saving time for your staff and increasing the level of organization within your office. Auto-filing to a cloud based system reduces risks and saves your business time and money.

Reduce Disaster Recovery Risk

Auto-filing to a cloud filing system reduces the risk to your company in case of a localized disaster. If your files are stored only on-site, a fire or flood could destroy all copies of your documents and shut your business permanently. Auto-filing to a cloud-based system makes it easier for your business to recover in case of a disaster.

Never Lose Another File Again

According to The Paperless Office Project, the average cost of finding a lost document is $122. Auto-filing ensures that your documents are always stored a click away and indexing makes it easier to find the right document quickly.

Index Documents by Metadata and Type

Auto-filing allows you to index your documents using metadata and document type. Imagine an employment contract for Mr. Robinson. If you store this document in a folder on your hard drive, you must decide whether to put it in the folder for Mr. Robinson or the folder for employment contracts. With auto-filing, you can index the document by both attributes, making it easy to find whether you are looking for information about Mr. Robinson or want to analyze all of your employment contracts.

If you would like to learn more about auto-filing and electronic filing in general, please contact us at DynaFile. Our electronic filing system has been helping companies reduce risk, become more organized and cut down on costs for over 15 years.

Break Down Your Record Silos to Improve HR File Management

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HR file management can be a tricky situation when information is spread across the organization. Here’s how to consolidate for a more streamlined department.

HR file management woes? Learn how DynaFile streamlines HR by breaking down record silos. Achieve a centralized, integrated, and automated system for all employee files, ensuring efficiency, compliance, and cost savings. Experience the future of paperless HR. Reach out for a free demo!

Managing HR files on paper can be tricky. Because of this, many companies have started to move towards electronic personnel files. However, it is very common for a paperless project to be put on hold or stalled midway due to a variety of reasons. For these companies, HR file management can be a nearly impossible task. When employee information is spread across various HR, Payroll and home-grown systems; files are all of a sudden stored in a mix of filing cabinet folders, computer desktops and email inboxes. With all of this important information stored in various silos, it’s no wonder HR has a hard time managing personnel files. Here’s how to break the HR record silos.

Finding an HR file management solution

The key to breaking down record silos and improving HR file management lies in choosing an appropriate solution. There are many, many file management options on the market, but some will work better for Human Resources than others. When looking at different HR file management solutions, it is important to consider their ease of:

  • Converting existing paper files
  • Managing miscellaneous paper on an ongoing basis
  • Adding electronic documents to an employee’s folder
  • Document retrieval
  • Access from different office locations
  • Connecting with your existing systems
  • Replacing paper workflows with electronic ones
  • Keeping track of files

Although these are just some of the factors to consider when choosing an HR file management solution, they are at the top of the list regarding importance for most organizations. It may be useful to compile your own list specific to your teams needs to aid in your search as well.

The cornerstone of HR information

It is important to remember that your HR file system really is the central location for your HR related information. When browsing different solutions, ensure that your system of choice allows your team to add information from existing systems, emails, computer files and paper documents from all of your office locations. You should have the ability to:

  • Automatically file completed new-hire documents from your Onboarding system
  • Add tax and pay information from your Payroll system
  • Sync with your HRIS for status and name change updates
  • Drag-and-drop electronic documents directly into an employee’s folder
  • Add paper documents to an employee’s folder

This allows your team to quickly and easily add information to an employee’s electronic file from any system, from any location, at any time. Just imagine how quickly you can consolidate all of that information and break down your record silos when all of your documents have a central storage area.

Keeping your files organized and HR streamlined

Once your HR file system is in place, it’s time to think about automation and integration. Many times you can replace your pen-and-paper workflows with electronic ones. A great place to start is your onboarding process. If you don’t have an onboarding solution in place already, it may be worth a look as you can eliminate much of the paper being generated in HR right off the bat. When integrated with your HR file system, completed onboarding forms can be automatically filed in a new hire’s folder once they have filled out and signed everything.

Another important automation feature of HR file management software is the ability to keep track of information in employees’ folders. You can create custom audit reports that will notify you in case an employee is missing documents from their folder. Each week your team can receive an automated email that will tell you which employees are missing a required document from their folder and which employees have a time-sensitive document coming up for renewal. In this way, your HR file system ensures that you’re always prepared for a file audit with complete and up-to-date personnel folders.

Break the HR record silos with DynaFile

DynaFile is a paperless HR solution that helps consolidate employee information and streamline the entire department. Our software has helped companies break down their HR record silos for over 15 years; allowing our customers to cut costs, improve compliance and achieve a higher level of efficiency. With DynaFile you can take your existing paper files digital fast and then easily consolidate employee documentation from anywhere. Integration with popular Onboarding, HRIS, ATS and Payroll solutions gives your team the opportunity to sync systems for reduced redundancy and simplified workflows. At DynaFile, we are your paperless HR experts. Contact us today for more information and a free demo!

3 Great Benefits of Scan to Cloud Document Management

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Scan To Cloud Document Management: Take your files digital, but still manage your paper files with ease.

Transform your business with DynaFile's Scan to Cloud Document Management. Experience the benefits: reclaim office space, bolster document security, and promote environmental sustainability. Embrace a digital, efficient, and green future. Dial (888) 510-3453 for a free demo!

No matter the size of your business, there are always ways to become more efficient and reduce costs. One way to achieve a higher level of efficiency and save money is by digitizing your paper documents. Scan to cloud document management is an ideal solution for businesses that are coming from a paper-based filing system or for offices that typically deal with files in mixture of paper and electronic formats. Here are a few benefits to consider.

Regain Office Space

Scan to cloud document management can greatly reduce the amount of paperwork that is stored in filing cabinets by helping you automate the conversion process. Scan to cloud filing solutions allow you to take an entire department paperless quickly and easily. By reducing the number of required filing cabinets, you can free up a ton of office space. With more office space, you can now add additional workstations or decrease clutter to improve working conditions.

Improved Document Security

Paper documents are at risk of being damaged, stolen, or destroyed. Electronic documents can be stored safer with various levels of security built-in. With scan to cloud document management, your paper files are converted to electronic format and stored securely in an online filing system. This system can be password protected, automatically encrypt your documents, include segmented access for different types of users and more. Digital documents are also backed up on a regular basis which is a huge benefit if there is ever a major disaster. Downtime is also minimized as you and your staff have access to business data from any device with an internet connection.

Better for the Environment

As you utilize scan to cloud document management and your files become more and more digitized, you can eventually become a paperless office. This reduces costs typically associated with paper, printing, copier, folder, cabinet storage and other file supplies. In addition to saving your budget some green, your company becomes greener as well. Paperless offices help the environment as there is less waste and no need to physically transport documents which can reduce your carbon footprint.

Would you like to learn more about scan to cloud document management? Contact us today for more information. DynaFile’s unique scan to cloud document management solution has been helping companies go paperless and manage their files more efficiently for over 15 years. Give us a call at (888) 510-3453 or sign up for a free demo to learn more.

HR Scanning Software Gives Shortcut to Electronic Personnel Files

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Moving from paper to electronic personnel files can significantly improve productivity. HR scanning software is making the transition easier than ever.

Shift effortlessly from paper to digital with DynaFile's HR Scanning Software. Simplify the conversion process, minimize errors, and boost office efficiency. Embrace scanning automation with features like Barcode Recognition & Batch Processing. Ready for the HR revolution? Dial now for a free demo!

Is your Human Resources department still managing employee information on paper? If the answer is “yes”, you have most likely thought about moving to electronic personnel files. Compared to paper documents, electronic personnel files allow for easier maintenance, instant retrieval and a higher level of security. When combined, these benefits add up to a significant improvement in efficiency across the entire office. The challenge lies in the conversion process. Now HR scanning software can provide companies with a shortcut to electronic personnel files.

The Old Way

The old fashioned conversion process is not a quick one. It utilizes the standard scan-to-desktop method that most of us are familiar with. Unfortunately, this is not the quickest way to move to electronic personnel files. The old way looks something like this:

  1. Choose an employee file, take our the first folder section and scan the first document in the folder
  2. Find the scanned document file on your computer 
  3. Name the scanned document file correctly
  4. Create or find the appropriate folder location to save the newly scanned document and save it
  5. Repeat for every single document in an employee’s folder

Not only does this process contain many steps and take quite a bit of time, but it also leaves a lot of room for error. It’s not uncommon for staff to forget to follow strict naming conventions when converting such a large number of documents. Furthermore, maintaining a cohesive folder structure from employee to employee can be a serious challenge. If a document in accidently named incorrectly or filed in the wrong location, your team is in trouble.

The New Way

The new way to move to electronic personnel files utilizes HR scanning software to help automate the conversion process. HR scanning software has “scanning automation” features built-in. Designed to work with your existing multifunction copier or dedicated desktop scanners, your HR team can now take a shortcut through the traditional file conversion process. Here are two scanning automation techniques popular in HR:

Barcode Recognition

With Barcode Recognition, barcoded cover sheets are used to separate an employee’s folder into its various sections. Your staff can then scan the entire folder in at once. From the information on the barcodes, the system will recognize which employee all of these documents are for and label the documents in each folder section accordingly. This is a HUGE time saver when converting your existing personnel files.

Batch Processing

When you have a bunch of paper documents for many different employees, it doesn’t make a lot of sense to scan them using barcode recognition. Instead, your staff can utilize “batch processing” to scan in a stack of unrelated paperwork and then quickly break that scan down into individual documents on-screen. Batch processing is most often used as an easy way to get miscellaneous paper documents into your electronic filing system on an ongoing basis. Its also commonly used to convert your I-9 forms to electronic format when they are stored together in separate binder or folder. Finally, batch processing can also be used to break a previously-scanned document down into smaller documents. 

Learn More

Are you interested in taking your Human Resources department paperless? Give us a call today! DynaFile has been helping companies achieve a higher level of efficiency for over 15 years. With a focus on HR, our scan-to-cloud system makes going paperless easier than ever. Scanning automation tools like Barcode Recognition and Batch Processing let you take your existing files paperless fast, while still being able to easily manage miscellaneous paper coming into the department. HIPAA-compliant cloud storage keeps your files up-to-date with all required information and makes document retrieval instantaneous from anywhere. Finally, you can take all of your pen-and-paper processes like employee onboarding completely digital with online forms, electronic signatures and automated workflows. Want to learn more? Contact us today for a free demo!

Is Paperless HR Software Right for My Company?

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Taking your Human Resources department paperless can bring a multitude of benefits. Here are the types of companies that will see the highest ROI from paperless HR software.

Considering a paperless transformation for your HR? Discover the advantages and efficiencies of paperless HR software. From multi-location accessibility to automated audits, DynaFile streamlines HR tasks. Find out if your company can maximize ROI from this digital transition. Request a free demo today!

As HR technology improves, more and more companies are taking their Human Resource departments paperless. Going paperless can open up a world of unexpected improvements in efficiency and organization. However, moving away from a time-tested system for storing and managing your critical staff information can seem daunting. Will a paperless office work for my HR department? Here are the types of companies that can benefit the most from to paperless HR software.

Paper filing system or network file share

Paper filing system are extremely tough to manage. Keeping your files organized in an overflowing filing cabinet is never an easy task. This makes finding a critical document a time-intensive and stressful operation. Plus, when it comes time to audit your personnel files, manually combing through all of those folders can be brutal. Paperless HR software can help eliminate these pain points as you’ll later in this article.

Network file shares offer easier access, but come with their own problems. Converting your files and adding them to the file share is a tedious, multi-step process. Part of this process is adhering to strict naming conventions and ensuring that every single document is filed in the correct location. The problem is that some documents will inherently be filed incorrectly, making them very difficult to find down the line. Finally, unlike paperless HR software, most network file shares do not offer the level of security required to be considered a HIPAA-compliant storage solution.

High turnover or rapid expansion

Companies with a seasonal workforce often have a high turnover rate. If your company has a high turnover rate or is in a stage of rapid expansion, it’s critical to have an efficient way for onboarding new employees and maintaining file retention. Paper onboarding packets are bulky to deal with and take a lot of time away from both your HR team and your new hire. Both of these things equate to high costs. Additionally, managing file retention requirements can be a nightmare when there are always new employees being added to the team.

With paperless HR software, employee onboarding can become completely electronic. Digital forms, esignatures and online workflows replace pen-and-paper processes. Signed and completed forms can be automatically filed in the new hire’s folder automatically. Best of all, retention requirements can be completely automated. For example, you can set the system to automatically delete an employee’s personnel record 3 years after termination, but to keep their I-9 form on file for 7 years. 

Multiple office locations or remote staff

When you have staff working out of multiple office locations or working remotely, getting critical information back and forth can be a challenge on paper. Over-nighting is slow and costly, but emailing can throw up a compliance flag. Paperless HR software allows your team to streamline the sharing of information.

With your personnel files stored in the cloud, your staff can access the information they need from anywhere at any time. You can use segmented access permissions to ensure different types of employees can only access the types of files and folders that they are authorized to see. So, for example, you can rest easy knowing managers can view Time & Attendance information for just their own staff, but all other documentation in the system is hidden from them.

Frequent audits on employee files

An HR audit can be one of the most time-consuming projects of the year. Combing through each individual’s personnel record to ensure everything is in there is an extremely taxing process. Unfortunately, it is also completely necessary to ensure your company maintains compliance with regulations laid out in HIPAA, HITECH, etc.

One of the best things about paperless HR software is the ability to run automatic audit reports. Instead of going through every single folder in your filing cabinet, simply run an automated report to tell you which employees are missing required documents and which employees have a time-sensitive document expiring in the near future. These audit reports can replace your manual audits and become your automatic audit protection.

Furthermore, since all of your files are electronic, you can actually make them available to your auditor no matter where they are located. That’s right, there is no longer any need for your auditor to come on-site to conduct their audit. Simply make the files and folders they request available to them through your paperless HR software.

Annual acknowledgments or contracts

Similar to the employee onboarding process, getting your annual acknowledgments or contracts filled out and signed on paper can be a true challenge. Paperless HR departments can use the same electronic onboarding process to get many other types of forms and documents completed as well. Offer letters, PTO requests, annual policy acknowledgements and more can all be completed using the same process.

Learn more with our Free Paperless HR Guide

Would you like to learn more about paperless HR software? Download our free Paperless HR Guide. In this guide we will explore:

✅ Companies that will see the highest ROI
✅ Time and cost benefits to be expected
✅ Paperless strategy design
✅ Differences in paperless HR solutions
✅ How to go paperless fast

DynaFile’s Paperless HR Solution

DynaFile is paperless HR software that has been helping companies improve efficiency for over 15 years. Unique scanning automation features allow your team take the entire department paperless fast. Going forward, online workflows replace traditional pen-and-paper processes like employee onboarding. Advanced security features give your team full control of access permissions for different kinds of staff and for specific types of folders and documents in employee files. If you’re looking to move to electronic personnel files, DynaFile is an easy-to-use HR solution that is as powerful as it is practical. Contact us today for more information and a free demo.

How to Switch to Electronic Personnel Files in 2016

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Human Resource departments across the nation are making the switch to electronic personnel files. Here’s how to take your HR files paperless this year.

Make a modern shift in 2016! Transition your HR from traditional to electronic personnel files effortlessly. Our guide breaks down the benefits, strategy, and solutions for a paperless HR system. DynaFile offers a comprehensive tool to enhance your HR workflow. Get started with a free demo!

It’s 2016. Is your Human Resources department still managing personnel files the old fashioned way? Managing employee files on paper can be a huge inconvenience that impacts productivity more than you may think. Making the switch to electronic personnel files can bring significant benefits for your HR team and beyond. Here’s a quick guide to switching to electronic personnel files in 2016.

Step 1: Paperless HR Goals

What are your paperless goals for HR? It’s important to start by thinking about what your team’s current pain points are so that you can design a strategy to effectively relieve them. You may be surprised by just how many productivity issues electronic personnel files can actually help resolve. Does it take too long to pull a personnel file or find specific documents inside? Could the process of actually filling out and signing paper forms be improved upon? Are you simply running out of storage space in your office? Once you have a list of pain points afflicting your HR team, you can easily turn that into a list of goals that will help your department run more efficiently. Put your goals in order of importance to help you through steps 2 and 3.

Step 2: Designing Your Paperless HR Strategy

Now that you have a list of goals that are specific to your Human Resources department, it’s time to start designing your paperless strategy. Transitioning to electronic personnel files can mean many different things to different companies. It’s important to consider things like your staff availability, security roles, technology level, locations, turnover rate and more while getting your paperless HR strategy in place. Here are 3 questions to help you take your HR team paperless in 2016.

Step 3: Choose the Perfect Paperless Solution

Once your HR team has designed a basic strategy for moving to electronic personnel files, it’s time to explore solutions! There are tons of different kinds of Human Resources software on the market today. From HRIS to ATS to Document Management and Onboarding – Knowing what categories of software to look at will help you narrow down your options quickly. From there, look for solutions that will help your team meet their paperless goals. Is your most important goal having the ability to onboard new employees completely paperlessly? Is your main goal to just convert your existing paper to electronic personnel files? Choosing the solution that will best meet your needs is essential.

Learn More: A Complementary Paperless HR Guide

If you would like to learn more about moving to electronic personnel files this year, get a copy of our complimentary Paperless HR Guide! In this guide we explore:

✅ Companies that will see the highest ROI
✅ Time and cost benefits to be expected
✅ Paperless strategy design
✅ Differences in paperless HR solutions
✅ How to go paperless fast

DynaFile’s Paperless HR Solution

DynaFile’s paperless HR solution has been helping companies make the switch to electronic personnel files for over 15 years. Unique scan-to-cloud features let your team take the entire department paperless fast. From there, online workflows replace traditional pen-and-paper processes like employee onboarding. Advanced security features give your team full control of access permissions for different kinds of staff and for specific types of folders and documents in employee files. If you’re looking to move to electronic personnel files, DynaFile is an easy-to-use HR solution that is as powerful as it is practical. Contact us today for more information and a free demo.