Electronic Filing

How to Go Paperless with Scan to Cloud Filing Software

March 2, 2015 by Andrew Roberts

Scan to cloud document management software helps companies go paperless quickly and easily.

Experience effortless digital transformation with scan-to-cloud solutions. DynaFile's unique software efficiently converts paper documents to digital, promoting collaborative work and easy access. Navigate the paperless revolution seamlessly. Get in touch for a demo and witness the future of document management.

Managing documents on paper can be a very troublesome chore. Paper files become all too easy to lose track of, misfile or damage. Furthermore, finding the right document in your filing cabinet can be a huge pain. Rummaging through drawers of disorganized paper files is never fun.

Due to these and other drawbacks, many companies are moving towards an electronic filing solution. When files are managed in electronic format, they can be stored with a much higher level of organization. This results in a significant decrease in the time required to retrieve a document as well as the time required to file a document in the system. In fact, there are a ton of benefits to going paperless.

For companies looking to make the move to an electronic filing system, the big question is, “How to go paperless?” The actual process of converting your existing files to electronic format can seem like a truly daunting one. Luckily, these days there are scan-to-cloud filing solutions that help automate the transition to paperless.

What Is Scan-To-Cloud?

Scan-to-cloud filing solutions combine cloud document management software with scanning automation features. A cloud document management software will allow you to manage your files from a cloud or web-based interface. This allows your team members to easily share information online. Scanning automation tools help make the process of converting paper documents to electronic format quicker and easier.

Scanning Automation

There are various types of scanning automation methods. 2 popular methods of scanning automation are barcode recognition and batch processing. Barcode recognition uses barcoded cover sheets to separate a file folder into its individual sections. You can then scan the entire folder at once. From the information on the barcodes, the system will know exactly where to file the documents in the system. Batch processing allows you to scan a stack of unrelated paperwork into the system. Once scanned, you can break the scan packet into individual documents on screen.

A Hybrid Filing Solution

Scan-to-cloud filing helps companies go paperless and stay that way. Barcode recognition removes a number of steps from the traditional scan, name and save process, which makes converting backfiles a breeze. Moving forward, batch processing allows your staff to handle miscellaneous paperwork coming into the office with ease. It’s important to have a hybrid solution for managing files in both paper and electronic format. After all, you can only be as paperless as your staff, clients and partners.

Learn More

If you’re thinking about going paperless in your office, contact us today. DynaFile is a scan-to-cloud filing software that has been helping companies operate more efficiently for over 15 years. Our scanning automation tools help you go paperless fast, and stay that way. Once in digital format, your team has secure access to their files from anywhere, at any time. Contact us today for a free demo!

Electronic Filing System Auto-Files Documents for Better Organization, Quicker Retrieval

February 26, 2015 by Andrew Roberts

Business today relies on your staff’s ability to have quick access to the files they need. An electronic filing system with document indexing is the solution.

Navigate your files seamlessly with DynaFile's Electronic Filing System, empowered by document indexing. Accelerate file retrieval and stay organized with our intuitive auto-filing feature. Dive into a workspace where files are just a quick search away. Reach out for a transformative demo today!

Let’s start with a simple question:
When you have to look-up a file, how long does it take you to track it down? Two minutes? Three minutes? Even more?

If you were a real speed demon and managed to find the file you’re looking for in one minute every time, and had to track-down 15 files in a day, you’d be spending two and a half full, 24-hour days a year just tracking-down files. For every additional minute it takes you, that’s another 2.5 days per year. Certainly there are better things you could be spending your time on.

Keeping Files Organized Is Tough

One way to reduce the time it takes to locate a file is through meticulous organization. By having a particular location in place for any file you need to save, you’ll know right where to find it when you need to pull it back up again, reducing the time it takes to complete everyday tasks.

But frankly, most of us fall victim to the temptation of just saving it quickly and forgetting about it. And when we’re talking about an entire team of staff sharing the same filing cabinet, things get misplaced extremely quickly. Most of us figure we’ll either remember where we saved it next time or be able to find it quickly even if we have to do some searching. Expanded across an entire department, this is when the simple task of retrieving a file turns into a arduous chore.

Introducing Electronic Filing

To make filing and retrieving documents easier, many companies are moving towards an electronic filing process. In an electronic filing system, documents are stored by indexing. An indexed filing system will categorize your documents by various identifiers. These would be different for each department, but might include things like the Document Type and the Employee or Client that the document refers to.

Indexing Allows For Auto-Filing…

When one of your team members wants to add a new document to an electronic filing system, instead of naming the file and finding the correct folder to save it in, they will be prompted to index the document. Your staff will enter the required indexing information (for example, the Document Type and Client that the document is about). The system will then use that indexing information to automatically file the document in the correct location.

…And Instant Retrieval

When you need to retrieve a document from an electronic filing system, indexing makes it a quick and easy process. Instead of clicking down through a million folders to find the document you’re looking for, a simple index search brings back your documents instantly. You can search on any indexing property to bring back exactly the information you’re looking for. For example, select Invoice as the Document Type and John Doe as your Client to bring back all Invoices for John Doe. It’s that easy!

Take Your Office Paperless

An electronic filing system with document indexing can save your office a ton of time and money. So many business processes today rely on your staff’s ability to have quick, secure access to the files they need, when they need them. DynaFile’s electronic filing system provides flexible document indexing features and scan-to-cloud tools that make going paperless easier than ever. Our filing solutions have been helping companies operate more efficiently for over 15 years. Contact us today for a free demo!

How to be Prepared for an HR Audit

January 28, 2015 by Andrew Roberts

HR audits are becoming more and more frequent these days. Are you ready? Here’s how to be prepared for an HR audit.

Ace your HR audit with DynaFile's employee file management system! Transition from paper files to digital, manage documentation effortlessly, and keep HR operations efficient. Want stress-free HR audit preparation? Try our demo today!

Human Resources audits can be a very uncomfortable experience. Having the Department Of Labor (DOL) or an outside attorney come into your office and request to see your employee files is not something HR staff look forward to. Plus, if you’re currently using a paper filing system, it’s not easy to know how to be prepared for an HR audit. Taking your employee files paperless is the first step towards a more efficient HR department and better audit preparation. Employee file management software can help your HR department keep tabs on files to ensure all folders are complete and up to date. Here’s how to be prepared for an HR audit.

Take Employee Files Paperless

The first step towards better HR audit preparation is taking your employee files paperless. It’s nearly impossible to keep a good record of employee documentation on paper. With an electronic system, you’re provided with better security, instant access and much higher level of organization. When evaluating different solutions, look for products that make it easy to switch to electronic employee files. Features like scanning automation help speed up the conversion of paper employee files to electronic format so your department can go paperless fast.

Keep Tabs On Required Documents

When an HR auditor comes to your office and requests a dozen random employee files, you need to be sure their folders include all required documents. When dealing with a paper filing system, it can be a huge challenge to keep track. Staff has to manually thumb through each and every employee folder to confirm completeness. With an electronic system, things are much, much easier. A simple report can tell you exactly which employee folders are missing required documentation. You can access these reports from your employee file management software, or even have them automatically emailed to you on a weekly or monthly basis. This way, if any employee folders are incomplete, you will always know which documents they are missing.

Maintain Up To Date Certifications

Staff that are required to take periodic trainings or be professionally certified add a second level of complexity to HR audits. In a paper-based system, it can be a big challenge to ensure all employees have up to date records. A paperless system can help. By adding an expiration date to time-sensitive documents, HR can run reports to see which employees have certifications coming up for renewal. Again, these reports can be accessed from your employee file management software or can be emailed to you on a weekly or monthly basis. This way, you can always be sure your staff is notified to renew their documentation with plenty of time to spare.

Keep Auditors Out Of Your Office

Having an HR auditor come into your office can be very disruptive. It puts staff on edge and can put a serious lag on productivity. The good news is, when your employee files are stored digitally, auditors no longer have to come onsite. With electronic employee files, you can very easily supply your auditor with the just the files that they request. It doesn’t matter if it is specific types of files for all employees or a random list of employee folders. Your employee file management software should let you easily share that information securely with your auditor completely digitally.

Learn More

If you would like to learn more about being prepared for an HR audit, contact us today. DynaFile is employee file management software that has been helping Human Resources operate more efficiently for over 15 years. Our scan-to-cloud solution lets you go paperless fast. From there, you can manage all of your employee files easier from the cloud. Automatic audit reports ensure all employee documentation is always complete and up to date. Contact us today for a free demo!

Streamline New Hire Paperwork in 2015 with Electronic Onboarding

January 20, 2015 by Andrew Roberts

Onboarding paperwork can be frustrating for new hires and HR alike. Streamline it this year with electronic employee onboarding.

Onboarding a new employee creates a lot of paperwork. Before new hires can officially join the team, there is a stack of onboarding documents that they must review, fill out and sign. For many companies, this means a good portion of your new employee’s first day is spent tackling these forms with a trusty pen in hand. Completing onboarding packets the old fashioned way can cause problems, though.

With so much documentation to review, it can be very easy to skip over an important section or forget to add a critical signature. New hires are also faced with the urge to plow through onboarding paperwork as fast as possible so they can move on to tasks more closely related their new job. When all is said and done, HR is left with a hastily filled out onboarding packet in form of a giant stack of paper. Reviewing an onboarding packet in this format can be pretty tedious. This year, why not ditch the pen and paper? Here’s how to streamline new hire paperwork in 2015 with electronic employee onboarding.

No More Incomplete Information On Onboarding Forms

With paper onboarding forms, it is incredibly easy to skip over an important section or forget to add a required signature. Many times to make these required sections pop out more to new hires, HR will manually highlight important sections or add “X”s everywhere a signature is required. This is a huge waste of time!

With electronic onboarding forms, you can create templates for your onboarding packets. Simply use your existing onboarding forms as a base for your template and use an easy drag-and-drop interface to overlay them with digital form fields. You have the option to make any field in your templates required. So, when you’re new hire is going through their onboarding packet, they won’t be able to complete and sign off on it until all required fields are filled out. Best of all, once created, onboarding templates can be used over and over again for all of your new hires.

Onboarding Paperwork Can Be Completed Before Your New Hire’s First Day

With a pen and paper onboarding process, your new hires probably feel a bit of pressure. They don’t want to waste time filling out tax forms and reviewing the employee handbook on their first day. They want to hit the ground running, meet their team and start doing the job they were hired to do. Electronic onboarding allows them to do just this.

Online forms and electronic signatures can replace pen and paper forms. Now, your new hires can review, fill out and sign all of their onboarding documentation remotely, before their first day on the job. HR simply selects the appropriate onboarding packet and enters the new hire’s name and email address. Your new employee will receive an email with instructions and a secure link to their onboarding documentation which they can now review and complete at their leisure, pressure-free.

Say Goodbye To Paper Filing

Paper onboarding packets can get messy quick. Certain sections need to be copied to go out to different departments and certain sections need to be treated with a high level of security. In this situation it is very easy to skip a step, lose a piece of paper or misfile something. One of the nice things about electronic onboarding is that much of this is automated for you. Once the new hire has completed their onboarding packet, it gets automatically routed to the next person in the workflow (Payroll, Manager, HR, etc). Once all individuals in the workflow have completed their sections of the packet, a new employee folder is created and all completed onboarding documentation is filed inside automatically.

Take A Look At Electronic Onboarding This Year

If you’re considering switching to an electronic employee onboarding process this year, contact us today. DynaFile’s onboarding and file management software has been helping HR departments operate more efficiently for over 15 years. Our comprehensive solution helps you take your existing files paperless fast. From there, manage all of your files more efficiently from the cloud with secure, 24×7, segmented access. Moving forward, you can stop creating paper all together by replacing pen and paper processes with online forms and esignatures. Contact us today for a free demo!

How to Choose the Best Document Management Software in 2015

January 15, 2015 by Andrew Roberts

The best document management software for your business depends on a variety of factors. Here’s how to choose the best document management software in 2015.

Are you looking for the best document management software? Shopping around can be challenging with so many options on the market. The truth is, the best document management software for your company may not be the best solution for another business. There are a variety of factors to think about when browsing different document management solutions.

Here are a few things to consider when evaluating different vendors and trying to find the best document management software in 2015.

Cloud Document Management vs. In-House Solutions

Cloud document management software – or a “hosted” solution – is one in which your system is located on a server that is outside of your offices. There are a variety of benefits that go along with cloud solutions. If the area of business you are shopping for would benefit from any of the following features, you may consider going with cloud document management software. Some benefits of hosted solutions:

Do not require a dedicated IT team to maintain
Instant access to your documents from anywhere, at any time
Quick, easy collaboration between team members in different offices
Simple to share documents with both staff and external parties

Paper Scanning vs. Completely Digital

Another thing to consider when looking for the best document management software for your business is whether or not you will need to do a lot of scanning. If you are coming from a paper filing system and plan to get your existing files into electronic format, you will need a practical way to digitize all of those documents and get them into your new system. Look for document management software that includes scanning automation or scan-to-cloud tools. These will help you automate the conversion of paper files to digital.

Keep in mind, also, that you can only go as paperless as your staff, partners and clients. If you foresee that you will still be receiving a decent amount of paper on an ongoing basis, make sure the document management solution you choose includes an easy way to deal with those miscellaneous paper files coming in as well. Batch processing is a feature to keep an eye out for.

Paperless Processes vs. Old School

Once you have gotten your new document management software up and running, you may want to take some of your pen and paper processes digital as well. For example, many departments produce the majority of their paper when dealing with forms and other documentation that needs to be filled out and signed. Online forms and esignatures can replace traditional pen-and-paper processes. If you want to go truly paperless, be sure to look into document management software that includes these features.

Learn More

If you would like to learn more about finding the best document management software for your business in 2015, contact us today. DynaFile is a scan-to-cloud document management software that has been helping companies operate more efficiently for over 15 years. Our scanning automation tools help you go paperless fast and easily handle miscellaneous paper coming in. Cloud document storage gives you instant access to your file from anywhere, at any time. And, with robust security features, you have complete control over exactly who can access what in the system. Best of all, integrated online forms and esignatures let you take your paper processes completely digital from day one. Contact us today for a free demo!

Cloud Filing System Allows for on Demand Document Retrieval

January 2, 2015 by Andrew Roberts

Filing and retrieving documents shouldn’t take all day. A cloud filing system can significantly raise productivity and reduce operating costs for your organization.

If your employees don’t have the convenience of on demand document retrieval, your business could be suffering. Filing and retrieving paper documents can take up a lot of time. Going paperless with a cloud filing system can help your company significantly enhance productivity and reduce operating costs. Better yet, cloud systems allow staff from different departments or various offices around the country to access the same database for easy collaboration. Let’s take a look at some of the benefits of moving to a cloud filing system.

Go Paperless

Paper documents are hard to keep organized and take up valuable office space. Moving to a cloud filing system lets your business processes go paperless. Now your employees can pull up the documents they need with a quick search rather than shuffling through endless filing cabinets. Electronic documents can also be backed up to multiple locations so you can always be assured of the security and safety of your files.

It’s Easy To Kick The Paper Habit

Scan-to-cloud solutions like DynaFile make it easy to convert your paper documents to digital format. Advanced scanning tools help automate the transition to paperless. Documents can be scanned and organized in batches. You can even convert entire folders at a time, letting you take an entire department paperless quickly and easily. From there, access and manage all of your files from one central cloud filing system.

Moving To The Cloud Saves Time & Money

Reams of paper, printer toner, copier maintenance, and other miscellaneous paper-related costs can add up quickly even at a smaller business. You also can’t forget about labor costs associated with printing, filing and retrieving documents. These tasks must be done completely manually and can take up a much larger portion of an employee’s time than you may realize. A cloud filing system can nearly eliminate these costs and greatly reduces the time required for filing and retrieving documentation. For example, take a look at how much HR can save by going paperless.

Simple, Secure File Sharing

Many times you may need to share a document with someone in a another department, a different office or even from outside of your company. A cloud filing system allows staff to access the information they need from anywhere, at any time. Easy to set up security controls can be used to ensure employees are only allowed to access the files that they have authorization to see. In this way, you can share specific documents with anyone you need to, without them every actually leaving your virtual filing cabinet.

Learn More

Contact us today for free demo to see how DynaFile’s cloud filing system can help your company improve productivity and cut costs. Our scanning automation tools make the transition to paperless easy. From there, access and manage your files easier from one central cloud system.

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