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From Paper Chaos to Cloud Clarity: How NANA North Transformed HR Operations

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Discover how this Alaska-based organization eliminated four file rooms, reduced paper usage by 95 percent, and streamlined HR workflows across a large, distributed workforce using DynaFile’s cloud-based document management system.

HR document management system for support services

Managing employee records across a large and geographically dispersed team is no easy feat, especially when the process is still tied to paper.

That was the challenge facing NANA North, LLC, a support services company based in Anchorage, Alaska. With more than 3,000 employees and operations spread across remote locations, the company needed a faster, more reliable way to manage HR files, respond to audit requests, and onboard new hires.

Heavy reliance on paper created daily bottlenecks and mounting frustration for the HR team, who viewed the system as inefficient and no longer viable.

Today, that’s all in the past.

By partnering with DynaFile, NANA North transitioned to a secure, cloud-based document management system that now powers their HR operations across every department.

Let’s take a closer look at how they made the shift and what other organizations can learn from their success.


The Challenge: A System That Could Not Keep Up

Before DynaFile, NANA North’s HR document management relied on 90 percent paper files and a 10 percent SharePoint setup. Paperwork constantly piled up, and loose documents often waited days before someone had time to file them.

Staff had to remove staples, punch holes, sort folders manually, and then walk them to storage. Filing errors were common. There was no way to track who accessed a document or when it was accessed. Simply locating a file could take hours.

The inefficiencies went beyond paperwork. Compliance preparation was labor-intensive. Document requests from managers or auditors were slow to process. Onboarding required physically creating new folders, ordering documents, and manually filing everything.

NANA North’s growing hybrid work model only added pressure. With remote employees needing secure access from the field or home, the limitations of paper filing became impossible to ignore.

The Solution: Digital Workflows That Actually Work

Implementing DynaFile allowed NANA North to move from manual filing to a centralized, digital-first solution.

Instead of creating folders and filing documents manually, new hire records are now generated automatically through integrations with their applicant tracking system. Employee change documents are filed digitally through a custom system integration.

With indexed cloud storage, staff can instantly search, locate, and retrieve documents without needing to touch a piece of paper. File access is monitored in real-time, providing HR teams with full visibility into who has viewed or modified a record.

DynaFile’s intuitive interface and seamless integrations gave NANA North exactly what they needed:

  • Secure cloud storage that eliminated four full file rooms
  • Searchable metadata that replaced paper-based backlogs
  • Real-time audit trails to support compliance
  • Role-based access permissions to protect sensitive files
  • Remote access from any location or device
  • Collaboration tools with version control and historical tracking
  • Built-in disaster recovery to protect against physical loss

Real Results: 80 to 100 Percent Gains in Efficiency

The move to DynaFile was not just about going digital. It delivered measurable results that reshaped how the HR team works.

  • 80 percent faster file retrieval
  • 80 percent time savings for audit prep
  • 100 percent automation of new hire file creation
  • 90 percent faster response to document requests
  • 90 percent improvement in sharing documents with stakeholders

Paper usage dropped by 95 percent. Compliance efforts shifted from being reactive to proactive. And HR teams were able to spend more time on strategic work that drives the organization forward.

95% Decrease in Paper Usage
100% Automated creation & storage of new hire files.
99% Time Savings in core HR Workflows.

Built for Organizations That Do More

DynaFile was designed to solve complex HR challenges at scale. Its flexibility makes it a smart fit for large organizations across various industries, including education, healthcare, legal, and support services. Whether your team operates from a central hub or across multiple field locations, DynaFile adapts to your workflows, not the other way around.

You can digitize paper backlogs fast, streamline onboarding, and keep employee records secure, organized, and always accessible.

Best of all, DynaFile integrates smoothly with the systems you already rely on.

Seamless integrations with platforms like iCIMS, Adobe Acrobat Sign, DocuSign, ADP, UKG, and other leading HRIS, SIS, and ATS solutions allow you to automate critical processes—from new hire file creation to personnel action updates—without disruption. By integrating with your existing tech stack, you ensure continuity, reduce manual data entry, and support a more cohesive HR tech ecosystem.

A Trusted System with Exceptional Support

NANA North’s HR teams quickly adopted DynaFile. The intuitive interface required minimal training, and user adoption was instant.

Support was equally impressive. Even during off-hours implementation, DynaFile’s support team responded immediately and guided the NANA team through an issue, keeping the weekend project on track. That level of responsiveness continues to this day.

Transformational

Our partnership with Dynafile has been transformational. The system has created measurable efficiencies across our operations, saving countless hours previously lost to manual file retrieval and processing. What stood out most was how quickly our teams embraced the platform—it’s intuitive, accessible, and integrated seamlessly into our workflows. It’s no exaggeration to say this solution has redefined the way we manage information.

Patty Hickok, Sr. Director HRIS, Employee Relations and HR Operations


The Takeaway: More Time for the Work That Matters

With DynaFile, NANA North eliminated file rooms, reduced paper usage by 95 percent, and gained complete control over employee records, all while enhancing productivity and compliance.

By automating tasks that were previously manual and time-consuming, the HR team now has more time for work that has a greater impact.

If your organization is struggling with outdated filing systems or seeking a more effective way to manage documents across multiple locations, DynaFile offers a proven path forward.

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Ready to Modernize Your HR Filing?

Explore how DynaFile can help you eliminate paper, streamline operations, and create a more efficient, compliant, and connected HR team just like NANA North.

Schedule a customized demo today and discover how DynaFile helps teams stay compliant, work more efficiently, and support their workforce with confidence.

7 Steps to Digitize HR Paper Files Without Disrupting Your Workflow

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Learn how to eliminate paper files, streamline HR workflows, and support compliance with a secure, cloud-based document management strategy.

digitizing HR records

Managing paper HR files may seem like business as usual, but it often leads to inefficiency, compliance risks, and unnecessary stress, especially during audits, onboarding, or staff transitions. The good news? Going digital is easier than you think.

In this post, we’ll break down how to digitize HR files in a way that supports your existing workflows, enhances compliance, and sets your team up for long-term success.

1. Start with the Right File Priorities

Before scanning anything, identify which HR documents are most critical to digitize. Start with:

  • Active employee files
  • Compliance documents (e.g., I-9s, certifications)
  • Files accessed frequently across departments

By focusing on high-impact records first, you can create immediate value and build momentum for a broader digital transformation.

2. Use Barcode Coversheets for Scanning Automation

One of the most significant barriers to digitization is the manual work required to organize files after scanning. DynaFile’s barcode recognition tools solve that by automatically categorizing and filing documents during the scanning process, with no renaming or dragging files into folders required.

This automation reduces errors and eliminates the need for manual document sorting.

3. Eliminate Backlogs with Batch Scanning

If your HR team is managing filing cabinets or years of legacy records, batch processing can be a valuable solution. DynaFile enables you to scan entire folders of documents in a single pass. The system handles indexing and filing based on your custom rules.

Batch processing of human resource records saves time, reduces bottlenecks, and enables you to digitize without interrupting daily operations.

4. Move to a Secure, Cloud-Based Filing System

Once scanned, your files need to reside in a location that’s both secure and accessible. A cloud-based HR document management system offers:

  • Encrypted storage
  • Centralized file access for authorized users
  • Built-in redundancy and retention policies

Unlike basic document storage platforms, a proper HR document management system also includes role-based permissions, workflow automation, and audit support.

5. Index Files for Quick, Filtered Retrieval

Digitized files are only helpful if you can find them. That’s where document indexing comes in. With DynaFile, files are tagged with metadata like employee name, document type, and department, making retrieval fast, filterable, and audit-ready.

No more digging through folders or manually labeling PDFs.

6. Enable Secure Access for Hybrid and Remote Teams

HR teams today often work across multiple locations, campuses, or remotely. A cloud-based solution ensures team members can securely access the documents they need, without waiting on scanned emails or digging through shared drives.

Role-based access controls ensure that sensitive files are accessible only to those with the appropriate permissions.

7. Automate Retention and Stay Audit-Ready

Manually managing retention schedules increases the risk of missed deadlines, outdated records, and audit exposure. DynaFile helps reduce that risk with automated retention rules and purge policies that ensure documents are archived or removed according to your compliance needs.
This level of control is crucial for HR teams navigating an increasingly complex list of regulatory requirements. Depending on your industry, that may include:

  • FERPA – for student records and academic HR files
  • HIPAA and HITECH – for healthcare and benefits documentation
  • SOC 2 – for data security and access control
  • OSHA – for safety training and incident records
  • EEOC – for equal employment opportunity reporting
  • FMLA – for leave tracking and documentation
  • Internal HR policy and retention standards

DynaFile supports compliance by providing secure cloud storage, role-based access, real-time audit trails, and automated policy enforcement, all within a single platform.

Final Thoughts: Start Small, Scale Quickly

Digitizing HR files doesn’t have to happen all at once. With the right tools, your team can scan smarter, store securely, and improve compliance, without disrupting your workflow.
Whether you’re just beginning your digital transformation or looking to improve an existing system, DynaFile makes it easy to take the next step.

Want a deeper dive?

Read the full guide: How to Digitize HR Paper Files

Schedule a demo today to see it in action!

Frequently Asked Questions About Digitizing HR Files

Q: What types of HR documents should be digitized first?

A: Start with high-impact files, such as onboarding forms, compliance documents, benefits paperwork, and any records regularly accessed by your HR or payroll team.

Q: Will digitizing our files disrupt our current HR workflows?

A: Not at all. With the right system, you can digitize files in phases without pausing daily operations. Tools like batch scanning and automated indexing help you maintain productivity as you transition to a paperless workflow.

Q: How is document indexing different from just naming folders?

A: Indexing extends beyond folder names by tagging each document with metadata, such as employee name, document type, and department, making search and retrieval far more efficient.

Q: What happens to outdated or expired documents in a digital system?

A: In a secure document management system like DynaFile, you can set retention rules that automatically archive or delete documents when they reach their expiration date, thereby reducing risk and maintaining compliance.

Does Your HRIS Fall Short on Employee Document Management?

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Learn why a document management system is essential for compliance, efficiency, and control over your employee records.

HRIS vs Document Management System

Is Your HRIS Built to Handle Documents?

Your Human Resource Information System (HRIS) is ideal for managing payroll, benefits, and employee profiles. However, when it comes to employee files, many HRIS platforms fall short. They often lack the necessary tools to organize, secure, and maintain documents throughout the employee lifecycle. That is where a document management system (DMS) steps in.

If your team still relies on disconnected files, clunky processes, or compliance headaches, it might be time to ask: Is your HRIS enough?

What an HRIS Handles Well

HRIS platforms are designed to store and manage core employee data. They often include tools for tracking attendance, processing payroll, managing benefits, and overseeing performance. These platforms focus on the data side of HR, not document control. While some may offer basic document uploads, they are not built to manage files with the same depth or precision as a purpose-built DMS.

What a Document Management System Brings to the Table

A DMS complements your HRIS by offering robust document control, security, and automation features tailored for HR. With DynaFile, for example, your team can:

  • Organize documents using custom metadata indexing
  • Track version history and audit logs
  • Automate retention schedules
  • Share secure access with auditors
  • Route paperwork instantly using barcode scanning
  • Edit and structure documents directly in the browser without rescanning

These are critical capabilities missing from most HRIS platforms.

Comparison: DynaFile vs. HRIS Document Capabilities

Understanding where your HRIS stops and where DynaFile begins is essential for building a more compliant and efficient HR operation. This simplified comparison highlights key functionality gaps between the two. For a more comprehensive evaluation that also compares DynaFile with SharePoint, paper filing systems, and other document management solutions, download the full HR Document Management Feature Matrix.

FeatureHRISDynaFile

In-Browser Document Structuring: Split, Merge,
Reorder Pages & Update Metadata of HR Files
❌		✅

Automated Metadata Tagging & Indexing + Data
Synchronization from HRIS or System of Record		❌✅

Cross-Reference Search by Employee,
Department, Location, and Document Type		❌✅

Customizable HR Specific Indexing & Reporting		❌✅

Barcode Scanning for Cloud-Based HR Filing		❌✅

Automated Retention Policy Enforcement
for HR Documents		❌✅

Real-Time Audit Trails & Compliance Reporting
for HR		❌✅

Flexible HR Document Storage & Pricing Model		❌✅

Compliance Matters More Than Ever

HR teams today must navigate a complex and growing landscape of compliance requirements. From HIPAA and GDPR to SOC 2 and FERPA, organizations must control access, maintain retention policies, and provide secure audit trails to ensure compliance with relevant regulations. And that is just the start.

Depending on your industry, HR compliance may also involve meeting standards for OSHA safety records, FMLA leave documentation, EEOC reporting, I-9 verification, and beyond. Managing these obligations efficiently requires more than basic file storage. It demands complete visibility, control, and automation.

DynaFile delivers secure cloud storage that helps schools meet FERPA compliance standards while enabling hybrid teams to eliminate paper-based filing. Across every sector, DynaFile supports real-time audit trails, automated retention and purging, secure document sharing, and role-specific access controls. These tools are crucial for meeting regulatory requirements in a digital-first environment.

Built for Every Industry

Highly customizable, DynaFile adapts to the unique needs of various industries, including Human Resources, Education, Healthcare, Legal, Real Estate, and others. With flexible tools such as customizable indexing, automated workflows, and seamless integrations, it ensures your files are organized, secure, and easily accessible.

No matter the sector, DynaFile empowers your team to work efficiently, stay compliant, and focus on driving your business forward.

How DynaFile Enhances Your Existing HR Tools

DynaFile is not a replacement for your HR Information System (HRIS). Instead, it works alongside it. Integrations with applicant tracking systems, e-signature platforms, and your HRIS ensure employee records flow seamlessly between systems. By layering in document management, your team gains visibility and control over documents without disrupting core HR operations.

How Organizations Use DynaFile: Real Results

From education to healthcare, organizations across various industries utilize DynaFile to streamline HR documentation, mitigate risk, and save time. Discover how real teams are transforming their workflows and enhancing compliance in our customer success stories.

Ready to Close the Gaps?

Schedule a demo today to see how DynaFile can enhance your HR systems and empower your team with the tools to achieve more.

FAQs

Q: What is the difference between a document management system and an HRIS?

An HRIS is designed to manage employee data, such as payroll and benefits. A document management system handles the secure storage, control, and compliance of employee files across their lifecycle.

Q: Can a DMS replace an HRIS?

A: No. A document management system, such as DynaFile, complements your HRIS. It focuses on advanced document control and compliance tools that most HRIS platforms do not provide.

Q: Does DynaFile integrate with my current HR systems?

A: DynaFile offers role-based permissions, audit trails, automated offboarding workflows, and encrypted storage. These features work together to prevent unauthorized access and maintain complete visibility over document usage.

Q: Does DynaFile integrate with my current HR systems?

A: Yes. DynaFile integrates with leading HR platforms, applicant tracking systems, and e-signature providers to streamline your HR document workflows.

Q: Is DynaFile only for HR teams?

A: No. While it is purpose-built for HR, DynaFile is also used across Education, Healthcare, Legal, and other industries that need secure, efficient document management.

Insider Threats in HR: When Trust Fails, and Data Leaks Begin

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How internal breaches are putting employee data in jeopardy

The Growing Threat of Insider Data Breaches in HR

Cybersecurity threats are no longer limited to faceless hackers from outside an organization. In many cases, the danger is much closer to home. A former employee, a disgruntled team member, or even a simple internal misstep can expose your organization to significant risks. These insider threats can compromise everything from employee files to payroll records, putting your compliance, reputation, and operations in serious jeopardy.

No industry is safe. In fact, DynaFile serves industries such as education, healthcare, human resources, aviation, legal, financial services, and others where secure document management is critical. Consequently, regardless of your field, insider breaches are becoming increasingly common, sophisticated, and damaging.

Real Incidents That Hit Close to Home

Here are several recent examples of insider-related data breaches. Specifically, these incidents demonstrate how both intentional misuse and internal errors can lead to severe consequences. Therefore, they underscore the importance of secure document controls, strict access policies, and a robust offboarding process.

Pegasus Airline Employee Exposes 23 Million Files

An employee at Pegasus Airlines improperly configured a cloud storage bucket, making confidential flight charts, crew data, plaintext passwords, and other sensitive materials accessible online.

900 U.S. Schools Impacted by Student Data Breach

The National Student Clearinghouse confirmed a breach caused by a compromised file transfer tool. As a result, student data from nearly 900 schools was exposed because internal access controls were not properly managed.

Credit Union Employee Deletes 21 Gigabytes in Retaliation

Following the employee’s termination, they deleted 21 gigabytes of data, including customer mortgage files and anti-ransomware tools. As a result, the credit union experienced significant business disruption.

Disney Accuses Fired Employee Of Hacking Menus

A terminated employee allegedly gained unauthorized access to the menu systems of a global entertainment company, modifying allergen data on its platform. This act of retaliation could have posed serious health and legal risks.

Twitter/X Insider Leaks 2.8 Billion Profiles

A disgruntled former employee allegedly leaked a massive data dump containing 2.8 billion Twitter profiles. The exposed data included user information dating back to the platform’s early days.

Kill Switch Attack Cripples Ohio Software Firm

An ex-employee of an Ohio-based company deployed a “kill switch” malware after being restructured out of their role. The sabotage caused major disruptions and significant recovery costs.

Internal Misconfiguration Exposes 31 Million Patient Records

A massive healthcare breach occurred when a medical software platform failed to properly configure its security settings, resulting in more than 31 million patient records being publicly accessible. The exposure did not stem from malicious intent but instead resulted from an internal oversight. This breach example serves as a clear reminder that insider threats can arise from negligence just as easily as from deliberate actions.

Supporting Research: Insider Threats Are Rising

Recent research from Binghamton University found that organizations are significantly more vulnerable to data breaches during layoffs or staff transitions. Improper offboarding was a significant factor in elevated risk.

Additionally, a report from Security Info Watch revealed that 44 percent of organizations experienced an increase in insider threat activity over the past year, particularly associated with employee exits.

CIMCOR also tracks internal breach cases across sectors, showing that human error and negligence remain leading causes of exposure.

HR’s Role in Preventing Insider Breaches

Human Resources departments manage some of the most sensitive records in an organization. When internal systems lack proper controls or monitoring, they become easy targets for exploitation. Whether intentional or accidental, insider errors can lead to significant compliance violations and costly incidents.

Common vulnerabilities include:

  • Poor or delayed offboarding procedures
  • Unsecured or misconfigured cloud storage
  • Lack of visibility into file access and activity
  • There is no system for tracking employee permissions or usage

These risks increase in environments that rely on outdated paper-based processes or generic cloud storage platforms lacking HR-specific safeguards.

How DynaFile Stops Insider Threats Before They Start

DynaFile is a secure cloud-based document management system built for HR and operations teams. It helps organizations take control of sensitive files and reduce the risk of insider threats through key features designed for proactive protection.

  • Granular Role Permissions: Only authorized team members can access specific files based on their department, role, or credentials. This granular control limits exposure and keeps data protected.
  • Complete Audit Trails: Audit trails provide a real-time record of file access and activity, promoting accountability and facilitating the early identification of suspicious behavior.
  • Automated Offboarding Workflows: No manual steps are required, and access is immediately revoked upon an employee’s departure, reducing the risk of oversight or delay.
  • Secure Cloud Configuration: DynaFile’s cloud environment utilizes encryption, strict authentication, and configuration protocols to prevent accidental exposure or unauthorized file access.

Ready to Lock Down Your HR Files?

Insider threats continue to grow. Consequently, if your HR team is still using paper files, shared drives, or outdated systems, you may be exposing your organization to avoidable risk.

With DynaFile, you can:

  • Protect sensitive employee and organizational data
  • Automate access controls and offboarding procedures
  • Reduce your exposure to internal and external threats
  • Ensure compliance with data privacy regulations like HIPAA, FERPA, and GDPR
  • Tailor access controls, permissions, and audit capabilities to your specific industry, policies, and audit requirements
  • Streamline your HR workflows securely

Every organization is different. DynaFile offers a highly customizable solution that fits the way your team works and supports your specific document management needs.

Take control before an insider does. Schedule your demo today.

Insider Threats and HR Security: FAQs

Q: What is an insider threat in HR?

An insider threat is a risk that originates from within an organization. A current or former employee, contractor, or partner with access to internal data can misuse it, either intentionally or by mistake.

Q: Why are HR documents vulnerable to insider threats?

A: HR departments manage sensitive files, including employee records, payroll details, benefits, compliance documents, and performance data. Lax access control puts this information at risk of theft or misuse.

Q: How does DynaFile help mitigate insider threats?

A: DynaFile offers role-based permissions, audit trails, automated offboarding workflows, and encrypted storage. These features work together to prevent unauthorized access and maintain complete visibility over document usage.

Q: What industries benefit most from secure HR document management?

A: Education, healthcare, aviation, legal, staffing, real estate, and financial services are especially at risk. However, any organization handling sensitive employee information should implement a secure solution.

Q: What should HR teams include in their offboarding process?

A: Access should be revoked immediately, accounts should be disabled, and all related document permissions should be reviewed. DynaFile makes this process easy with automation and real-time updates.

Sources

Say Goodbye to HR Paperwork: Automate Onboarding Workflows with DynaFile and Adobe Acrobat Sign

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Discover how HR teams are streamlining onboarding workflows, improving compliance, and going paperless with a seamless integration between DynaFile and Adobe Acrobat Sign.

automated HR onboarding workflows with e-Signature integration

Paperwork is one of the most significant barriers to efficient HR operations. From chasing down signatures to uploading documents manually, it is easy for critical tasks to fall through the cracks. These inefficiencies not only waste time but also create compliance risks and employee frustration.

That is why organizations across industries, including education, healthcare, legal, real estate, and human resources, are turning to digital solutions that eliminate paperwork and simplify processes. DynaFile’s integration with Adobe Acrobat Sign delivers exactly that. It helps teams automate onboarding workflows, reduce risk, and manage employee files with greater speed and control.

Automate Employee Onboarding Workflows from Start to Finish

Employee onboarding often requires dozens of documents, signatures, and updates across different systems. Without the right tools in place, essential employee data can become siloed or misfiled. Even after documents are signed, it’s common for them to be stored separately from the employee’s digital record, increasing the risk of errors or incomplete files.

Now, with DynaFile and Adobe Acrobat Sign, HR teams can close that gap. When a new hire signs documents using Adobe Acrobat Sign, those files are automatically routed into DynaFile’s secure cloud repository. A folder is created for the employee, and each file is indexed using metadata-based indexing with automatic data synchronization from your HRIS or system of record.

The integration creates a seamless connection between signature capture and digital file storage. There’s no need for manual uploads of signed documents, saving HR teams valuable time.

Find What You Need, When You Need It

DynaFile makes it easy to locate any file using cross-reference searching by employee, document type, department, or location. Whether preparing for an audit, updating an employee’s records, or retrieving a signed policy acknowledgment, you can find the right document instantly.

From there, HR teams can trigger additional workflows or compliance steps. This level of visibility and control transforms onboarding into a reliable, repeatable process.

Why Adobe Acrobat Sign is the Right e-Signature Solution for HR

Adobe Acrobat Sign allows employees to sign documents securely from any device. This flexibility is essential for HR departments that manage remote, hybrid, or distributed workforces.

Beyond convenience, Adobe Acrobat Sign also supports compliance with industry regulations, including:

  • HIPAA (Health Insurance Portability and Accountability Act)
  • FERPA (Family Educational Rights and Privacy Act)
  • GLBA (Gramm-Leach-Bliley Act)
  • FDA 21 CFR Part 11 (Electronic Records and Signatures)

With built-in encryption, secure access, and full audit trails, Adobe Acrobat Sign ensures that every e-Signature is legally binding and tamper-proof. When combined with DynaFile’s automation capabilities, your HR documentation process becomes secure and compliant from end to end.

DynaFile Powers a Fully Digital HR Filing System

Highly customizable, DynaFile adapts to the unique needs of any sector. Whether you’re managing teacher onboarding in education, credentialing in healthcare, contract tracking in legal, or employee records in HR, DynaFile can support your workflow. While Adobe Acrobat Sign handles the secure e-Signature process, DynaFile brings structure, visibility, and automation to the entire document lifecycle. Key features include:

  • Barcode-powered automated document routing
  • Metadata-based indexing and folder creation
  • Automatic data synchronization from HRIS platforms
  • Role-based access controls for document security
  • Custom employee document retention policies
  • Audit reporting and file compliance checklists
  • Secure access from any location or device

Whether you are onboarding a new employee, responding to a compliance audit, or preparing annual reviews, DynaFile ensures every document is accurate, accessible, and secure.

A Smarter Way to Manage HR Documentation

This integration between DynaFile and Adobe Acrobat Sign is not just a feature upgrade but a smarter, faster way for HR teams to eliminate paperwork and simplify operations. From improving onboarding workflows to maintaining long-term compliance, this solution is designed for digital-first HR departments that must stay ahead.

If your team is still managing paper files or disconnected digital tools, now is the time to streamline your process.

Q: What is the benefit of integrating DynaFile with Adobe Acrobat Sign?

A: The integration creates a seamless digital workflow for HR teams by allowing documents to be signed electronically and then automatically routed into DynaFile’s secure cloud filing system. This eliminates manual uploads, reduces errors, and helps teams stay compliant with regulations like HIPAA, FERPA, and GLBA.

Q: Can this integration help with onboarding new hires remotely?

A: Yes. The DynaFile and Adobe Acrobat Sign integration is ideal for remote and hybrid teams. New hire forms can be signed from any device, anywhere, and are instantly filed in the correct employee folder within DynaFile.

Q: What types of HR documents can be managed using this integration?

A: Common documents include offer letters, onboarding packets, tax forms (like I-9s and W-4s), policy acknowledgments, benefits forms, performance reviews, training records, and more. These documents can be signed securely and automatically filed in the correct location.

Q: How does this integration support HR compliance?

A: The integration supports compliance through secure e-Signatures, automatic document indexing, and features like document retention policies, role-based access controls, and audit-ready file checklists. It helps organizations meet standards such as HIPAA, FERPA, GLBA, and FDA 21 CFR Part 11.

Q: Are there other e-Signature integrations available with DynaFile?

A: Yes. In addition to Adobe Acrobat Sign, DynaFile also integrates with other trusted e-Signature platforms, including DocuSign and PandaDoc. These integrations allow organizations to choose the solution that best fits their existing workflows and security requirements.

Explore the Integration Today

Schedule your customized demo to see how DynaFile and Adobe Acrobat Sign can help your HR team go paperless and stay audit-ready.

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Why Storing Education Data Isn’t Enough: The Shift to Smarter Document Management

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Moving Beyond Raw Storage with Purpose-Built Document Management in Education

document management for education

Educational institutions are collecting more information than ever, but turning that data into action is a different story. From enrollment paperwork and financial aid forms to employee onboarding documents and compliance records, schools, districts, and universities are juggling massive amounts of files across departments. Yet many still rely on disconnected systems or generic cloud storage that are not designed for the complexities of education. To operate efficiently and stay audit-ready, institutions need more than a place to store files. They need a smarter way to manage them.

To remain efficient, compliant, and responsive, schools must shift their focus from basic storage to innovative education record management. A dedicated document management system for education offers the tools to organize, secure, and leverage information more effectively.

The Real Challenge: Disconnected, Underutilized Data

As education becomes increasingly digital, institutions face mounting pressure to manage information securely, efficiently, and intelligently. Whether it’s handling student enrollment records, faculty credentials, or compliance documentation, the volume and complexity of files continues to grow. But despite this shift, many schools still rely on outdated tools and manual processes that were never meant to keep up with modern demands. To improve operations, protect sensitive records, and reduce administrative strain, schools need more than cloud storage. They need a document management system built specifically for the education environment.

Why Cloud Storage Alone Is Not Enough

Cloud storage is useful for backups and large file hosting, but it is not built to handle the daily needs of HR and administrative teams in education. Managing employee files, student records, and compliance documents requires more than a shared drive.

Let’s compare:

Cloud Storage PlatformEducation Document Management System
Stores data onlyOrganizes files using metadata and categories
No built-in workflowsAutomates filing, approvals, and routing
Limited compliance toolsSupports FERPA, HIPAA, and audit readiness
Basic permissionsRole-based access control
Folder-based navigationSearchable, indexed digital file repository

A complete electronic filing system for education allows institutions to move away from manual processes and toward faster, more secure, and more accessible recordkeeping.

The Cost of Inefficiency in Education

Educational institutions are increasingly overwhelmed by the volume and complexity of data they must manage. A recent survey by U.K.-based researcher Vanson Bourne surveyed 1,200 IT decision-makers around the world and found that many schools face challenges related to data security, accessibility, and scalability. These obstacles often prevent institutions from managing their information efficiently or meeting long-term strategic goals.

Meanwhile, a study published by UCLA and the MIT Press revealed that many universities struggle to capture the full value of their data due to fragmented infrastructure and a lack of cohesive strategy. Despite having access to large volumes of information, colleges and universities often lack the tools and systems needed to integrate data sources and use them to inform decisions across departments.

These findings align with a recent EdTech Magazine article emphasizing the importance of improving data management in higher education. The article highlights the operational risks of outdated systems, paper-based workflows, and siloed file storage practices. Without a structured approach to document management, institutions face rising administrative burdens, limited visibility, and increased risk during audits or compliance reviews.

These challenges highlight the growing need for a centralized document management system built specifically for education. DynaFile helps schools and universities address these inefficiencies with scan-to-cloud automation, advanced file indexing, and seamless integration with existing SIS and HR platforms. The result is a secure, scalable, and audit-ready solution for managing both student and employee records.

What to Look for in an Education Document Management Solution

Whether managing onboarding documents, enrollment records, or academic credentials, educational institutions need tools that streamline daily tasks while maintaining security and compliance.

Here are key features to look for:

  • Scan-to-cloud conversion with barcode automation
  • Electronic onboarding for staff and students
  • Secure access permissions and version control
  • FERPA-compliant audit trails
  • SIS and HRIS platform integrations
  • Real-time reporting and customizable dashboards
  • Metadata tagging and quick search functionality

A strong document management solution will eliminate paper bottlenecks and give teams faster access to the information they need.

Why Schools Should Avoid DIY Document Systems

Some IT departments try to build internal filing systems using cloud storage or shared drives. While this may work temporarily, these solutions rarely scale. They often lack audit trails, file indexing, and access control. As institutions grow and face more complex compliance requirements, these limitations become serious liabilities.

A purpose-built education file management solution like DynaFile is designed to support staff, faculty, and students across campuses and departments. It simplifies the transition to digital records while improving visibility, automation, and security.

Conclusion: Managing Information With Purpose

Educational institutions are under pressure to do more with limited resources. Relying on outdated or generic tools to manage records can slow down processes, increase compliance risks, and waste valuable staff time.

A document management system for education provides the tools needed to digitize files, automate workflows, and centralize access in a secure, compliant environment. With DynaFile, schools can eliminate paper, simplify onboarding, support audits, and create smarter workflows that scale with their mission.

Q: Why isn’t cloud storage enough for education document management?

A: Cloud storage platforms are not designed to manage structured records or workflows. Schools need a document management system to securely organize, search, and control access to student and staff files while meeting compliance requirements.

Q: What is a document management system for education?

A: A document management system for education is a digital solution that helps schools and districts manage student and employee records. It includes tools for scanning, indexing, secure access, onboarding, and compliance reporting.

Q: What are the risks of DIY document management in schools?

A: DIY storage solutions often lack security, structure, and compliance features. These systems can lead to lost documents, inefficient workflows, and increased risk during audits.

Q: How does DynaFile improve education document management?

A: DynaFile provides scan-to-cloud automation, searchable digital filing, and integration with SIS and HR platforms. Schools use DynaFile to reduce paperwork, streamline onboarding, and keep records audit-ready.

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