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Scan to Cloud HR Document Management Solutions

Electronic Filing

Human Resources Online Filing Cabinet Streamlines Employee File Management

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An online filing cabinet can help HR departments streamline employee file management.

Revolutionize HR processes with a Human Resources Online Filing Cabinet. Streamline document management, enhance security, and access files on-the-go. Simplify onboarding, reduce paperwork, and ensure data compliance. Dive into a seamless, efficient HR experience with DynaFile. Reach out to us for an advanced HR solution!

Most Human Resources departments have huge amounts of paperwork and many HR professionals spend a lot of time processing personnel documents. An average personnel file contains more than 40 different records. The moment a prospective employee fills out an application for a job at your company; their employee file begins and continues to grow throughout their career. The volume of files and information for each employee can be overwhelming. Storage and management of personnel documents in paper format is no longer a sustainable option for most HR departments.

An online filing cabinet is an excellent system that HR departments can use to go paperless. Online filing cabinets can help HR scan, index and store documents with a much higher level of organization, security and accessibility. Your HR team can access the online filing cabinet from anywhere, at any time to securely access and share files. It allows for the consolidation of files for easier management while maintaining compliance with HIPAA and HITECH regulations.

Paperless HR solutions like an online filing cabinet can really help to streamline everyday tasks. For example, new hires can complete all onboarding paperwork online and then have it automatically saved into their electronic folder. Going forward, HR staff can simply drag-and-drop documents directly into employee’s folders. Some online filing cabinets, like DynaFile, include value-added scanning automation features that provide a shortcut to converting your paper files. When your HR team no longer has to print, copy, scan, fax, file or hunt down physical paper files, it’s incredible how much time and money you can save.

An electronic system like an online filing cabinet can also keep your employee information stored more securely. The documents are stored offsite and are automatically backed up in the event of data loss or disaster. You can add custom document control for specific users to make sure that only authorized individuals view different types of important documents. A bonus feature is you can securely share files with internal staff or even external auditors by using encrypted links instead of unsecured e-mail attachments.

Interested in exploring an online filing cabinet for your HR department? Contact us today. We’ve been helping companies go paperless to increase efficiency and cut costs for over 17 years. 

How Index Search Benefits Business

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Being able to easily find business-critical files is paramount. Index search offers professionals instant document retrieval.

Unlock swift document retrieval with Index Search for your business. Tailor your search, manage documents with precision, and never worry about lost files again. DynaFile's advanced indexed filing system and cloud management ensures you have data at your fingertips. See the DynaFile difference. Contact us now!

The standard file search on any computer system works in this way: the computer looks at every file in a location and sends matching file names to the user. This system works well if the search user knows the name of the file, but what if you named your file with a typo or don’t remember what you called it? It can be a real challenge to find documents that you saved months or even years ago with this scenario. Enter the index search.

Indexed filing systems keep documents stored by categorizing or “indexing” them. You can then search for files using those index values instead of simply by the file name. With this database of metadata index information, , much you can manage files with much more precision and stop worrying about not being able to find documents down the line.

The indexes used in any file system should be tailored to the area of business that is using it. For example, a Human Resources department might use the following indexes to categorize employee files that are being stored in the system:

  • Employee Status (Active, Terminated, Applicant)
  • Employee Name / ID
  • Office Location
  • Department
  • Sub-Folder or Tab Section (Personnel, Payroll, Benefits, Performance)
  • Type of Document (W-4, Application, Policy Acknowledgement)

By using indexes to categorize and automatically store your files in the correct location, managing files becomes a lot easier. Want to pull up John Doe’s employee folder? Simply start typing their name or ID into the Name field and they system will auto-complete and pull up their folder for you. That’s easy, though! 

Indexes start to become really powerful when you want to pull up documents across the entire database. For example, with just a couple of clicks, you can pull up: All 2016 Performance Reviews for just Active employees in the Sales department that are working out of the NYC office. In a similar way, you can run a report to show you: All Active employees missing an I-9, Policy Acknowledgement or other required documents from their folder and have it displayed by Office Location, Department, etc.

The beauty of all of this is that you do not have to manual name each file and find the correct folder to save it in. You also do not have to manually find the folder and file you’re looking for when it’s time to retrieve it – just a couple of clicks from the search box and you have exactly what you were looking for!

An indexed filing system allows complex organizations to easily find files with more relevant information than just the often arbitrary file name. Couple this powerful index search with scanning automation and secure cloud document management to achieve a significant increase in efficiency across the entire office. DynaFile offers a streamlined transition to a paperless, indexed, cloud filing system. With unique scanning automation tools to convert existing files fast and robust indexed filing, DynaFile has become a popular choice for many areas of business, including HR departments. Contact us for a demo to see how easy it is to keep your documents securely accessible from anywhere at any time.

Staffing Agencies can Keep up with Demands Using a High-Quality Document Retrieval System

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Staffing agencies need a quicker way to get to candidate and current staff files. Here’s how they can get instant access.

Boost your staffing agency's efficiency with a top-tier document retrieval system. Instantly access candidate files, ensure document accuracy, and streamline onboarding. See how cloud-based electronic filing can revolutionize your hiring process. Contact us to embrace the future of staffing.

There’s no shortage of articles discussing the hottest job skills and latest trends in employment. Some of the qualities and skills that employers look for stay fairly consistent over time; others change or emerge in response to technological developments, economic shifts, and other demands.

One thing that doesn’t seem to change, though, is the need for a practical way to manage all of the files for candidate hires. Running a successful staffing agency demands consistent efficiency and organization. When a team member needs to find a particular document for a particular candidate, it should be available to them instantly.

How can a high-quality document retrieval system help?

Consider the advantages of a cloud-based electronic filing system that maintains all of your records in a secure and well-organized way:

  • You’ll be able to search for documents based on parameters like the candidates name, ID, the type of documents you’re looking for, the job title they are applying for, when the document was added to the system, etc
  • You won’t have to worry about documents getting misplaced because the system automatically files them in the correct location for you
  • If the businesses you’re helping staff (or the staff themselves) request a copy of documents in their folder, you can get them a copy securely online
  • Performing updates on files will be easy, and you’ll keep the information on each employee accurate and current
  • Getting new employees started on their jobs will prove simple and straightforward, as you can get all onboarding paperwork completed online

Does this sound like something that your organization could use? Please contact us today to save time and money around staffing and onboarding new hires. 

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.