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This Year HR is Thankful to Finally Go Paperless

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Stuffed! If your Human Resources department is full of overflowing filing cabinets, it’s time to go paperless. Employee file management software can get you there fast.

Revolutionize your HR department with DynaFile's employee file management software. Dive into paperless efficiency, secure cloud access, streamlined audits, and effortless onboarding. Experience the future of HR - Request a free demo now!

With the holiday season quickly approaching, many take the time to stop and reflect on what they are most thankful for. If your Human Resources department has made it an initiative to go paperless this year, you can bet your staff are feeling grateful. Although they are somewhat of an office tradition, paper filing systems are tough to manage. It’s too easy for documents to get misfiled, lost or even accidentally destroyed – making finding a document a little like finding a needle in a haystack. Moving to a paperless filing system helps keep employee files organized, up to date and accessible. Here are some of the ways your Human Resources department can benefit from employee file management software.

Carve Out Unnecessary Costs

Going paperless with employee file management software can save your organization a lot of valuable time and money. Productivity gets a huge boost when pen and paper processes are replaced with completely digital ones. Many administrative tasks that used to be incredibly time-consuming can now be completed in a fraction of the time – or even automated. This doesn’t even take into account how much HR can save on paper-related costs like printer / copier ink, maintenance, reams of paper, overnight postage, etc. You may be surprised by how much your Human Resources department can save by going paperless.

Make Access As Easy As (Pumpkin) Pie

Cloud solutions are a great choice when it comes to employee file management software. With a cloud system, your employee files remain secure, yet easily accessible to authorized personnel from anywhere, at any time. If your organization has multiple offices spread throughout the country, a cloud solution becomes even more valuable for this reason. 

Good employee file management software will also include comprehensive access control features to keep employee information secure. These will allow admins to control access to specific types of documents (like PHI). You can also use access controls to give external users or other departments access to specific sections of employee files. For example, you can give Payroll access to just the specific types of documents they need. When they log in, they’ll only be able to view the types of information that was made available to them.

Audits Are All Gravy

The holiday season is also often times audit season. When an audit hits and all of your employee files are stored on paper, staff begin running around like headless turkeys trying to make sure everyone’s folders are up to date. Employee file management software can significantly reduce this stress. Reports can be created in an electronic system to match your existing business rules around employee information management.

For example, let’s say your policy is that all employees are required to have documents A, B and C in their folder at all times. And, document C is a certification that needs to be renewed annually. Your employee file management software can track this information automatically for you. So, once a week (or however often you choose), you can get a report emailed to you to let you know which employees are missing which documents; and which employees have a certification coming up for renewal. This way, HR never has to worry about about being unprepared for an audit. Internal audits are already run automatically for you ensuring all employee documentation is complete and up to date.

An Onboarding Process With All The Trimmings

Employee onboarding can be a huge paper generator for HR. Every new hire that joins the company has to fill out a stack of paperwork that is as time-consuming to complete as it is to print out and assemble. Luckily, some employee file management software include an onboarding module to get new hires into the system quickly and easily. 

Paper onboarding forms are replaced with online forms that can be filled out before the employee’s first day on the job. HR can include a space for new hire attachments (like photo ID or voided check for direct deposit) or a required link (to your employee handbook, for example). To save HR from chasing staff down for incomplete information, admins can set requirements and validations for specific fields within onboarding forms. Electronic signatures are used to capture a legally binding agreement from the signatory. Best of all, completed onboarding packets can be automatically sent to your employee file management software. There, a new employee’s folder is automatically created with all of their completed onboarding documentation filed inside.

Go Paperless Cold Turkey

DynaFile is scan-to-cloud employee file management software. Our scanning automation features let you convert your existing paper files to electronic format quickly and easily. From there, you can manage all of your employee files more efficiently from the cloud. Consolidate with compliance by locking down specific sections of employees files, yet still allow staff to access the information they need from any location. Custom exception reports can be created to ensure all employee documentation is up to date. And, best of all, our paperless onboarding solution lets you get new hires “papered up” without a single sheet! To learn more about DynaFile for HR, contact us today for a free demo! We’ve been helping Human Resources departments operate more efficiently for over 15 years.

Paperless Office: Libraries Joining the Digital Revolution

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Electronic filing systems can help libraries manage information more efficiently and provide learners access from anywhere, at any time.

Step into the future with electronic filing systems tailored for libraries. Expand your reach, safeguard your collections, and streamline information access. Embrace the digital transformation as seen with The Vatican and Harvard. Discover why libraries and businesses are adopting cloud-based solutions. Enhance research accessibility and ensure data security. Explore DynaFile's solutions – Schedule a demo and join the paperless revolution today!

Libraries have a very important job. They provide access to a knowledge base that helps our society grow smarter and become more innovative. However, maintaining that knowledge base can become problematic if libraries themselves do not embrace innovation. When their texts and other information is stored only in paper format, keeping that documentation organized and accessible can be a huge challenge. Just like any business that involves a great deal of documentation, libraries can also enjoy a plethora of benefits by going digital. By moving their inventory into an electronic filing system, libraries open their doors to a vastly larger audience of learners and make managing their texts much easier. 

The Vatican Goes Digital

In recent news, The Vatican digitized 41,000,000 pages of its library’s texts so that the public can have increased access to these documents. The originals are now locked away in a secure, temperature safe environment. Prior to the digitization, a total of 200 people were permitted access to the library’s texts at any one time, but after its complete digitization, its whole archives can be available to an almost unlimited number of users.

Harvard’s Classical Works Become Available Online

Even Harvard’s Loeb Classical Library recently stated its plans for the digitization of all of its ancient Roman and Greek antiquated works. The driving reasons for doing so are increased functionalities such as side-by-side displayed translations; as well as to allow for increased access to these ancient texts by the general public. The digital versions will have a translated version of the original text on its right page, and the actual, original text on its left page.

What Causes The Push For Paperless?

Paper-based systems are inherently hard to manage. Whether it is an office filing system or a library’s bibliographic classification, files and texts become all too easy to misplace when a large number of people are accessing them. Worst of all, when this information is maintained in exclusively paper format, the available audience is severely limited. For these reasons, many libraries and businesses alike are moving to cloud-based electronic filing systems. Here are some of the benefits of making the switch:

  • Increased storage efficiency and backup security.
    Electronic filing systems are commonly implemented in a cloud environment that requires no additional hardware on your end. Now people can access the information online on their own computers or from in-house library stations. The original files and texts can then be placed in a compact, secure archive that is safe from environmental factors.
  • Better accessibility for research.
    Most libraries contain documents which cannot be checked out and are for reference only. These include academic journals and archived original newspapers. Digitizing these reference texts permits users simultaneous access as well as the versatility to access them from anywhere on the planet.

Who Else Is Moving To The Cloud?

Due to the enormous benefits of going paperless, many businesses around the world are moving to an electronic filing system. Not just for libraries, electronic filing systems can replace traditional paper office filing systems to make the management of business documents much easier. Scan to cloud solutions like DynaFile offer scanning automation tools that let you take an entire department paperless very quickly. From there, all of your files can be managed securely from the cloud, allowing employees to access the information they need from anywhere, at anytime. If you would like to learn more about taking your organization paperless, contact us today for a free demo!

Getting Started with Cloud Document Management Software

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Moving your document storage solution to the cloud makes a lot of sense, but can seem overwhelming. Here are 3 steps to getting started with cloud document management.

Explore the essential steps to transition to cloud document management. Understand the significance of data frequency, long-term storage needs, and safety. Let DynaFile be your guide in harnessing cloud storage benefits seamlessly. Reach out for a tailored solution!

Cloud document management software is incredibly easy to get started with. It also packs a whopping ROI with tons of time savings and affordable pricing. Perhaps this is why, according to Cisco, in the event of having the capacity to move just one feature to the cloud, 25% of respondents would pick storage – more than any other area. Here are three steps to get started with a migration to a cloud storage solution.

Frequency
The first step when migrating data to the cloud is not to simply “send all of the data”. Organizations that send everything to the cloud at once destroy their bandwidth and don’t get an accurate picture of replication. The idea of cloud storage is to have repeating backups of valuable information. Understanding how important information is first starts with how frequently that information is used. The more frequent data is used, the better candidate the data becomes for cloud storage.

Long Term
Understanding frequency also produces knowledge on what areas of information can be put to cold storage. Cold storage is an area where data is hard to get to, but data stays there near indefinitely. Clearing large underused areas can not only make room for more productive data, but can make room on high-performance hard drives for more productive data.

Safety
Hard drives are known to die every few years. Many avoid this eventual death through RAID configuration. RAID configurations allow data to be mirrored across several hard drives, so if one dies, another takes the hard drives place. The duty of the technician is to then swap out the dead drive for a good drive. With cloud storage, monitoring hard drive health is no longer the technician’s issue. Organizations that specialize in cloud storage hire exceptional individuals to monitor and maintain the health of their equipment. The strength in numbers allows cloud storage providers to provide greater data up-time than most typical IT departments can offer.

While cloud storage can be relatively easy to achieve, the first step is often the hardest. Understanding data and work flows can be a troublesome nightmare for those not versed in this kind of technology. Let DynaFile help you unravel this data mystery to find your easy wins for cloud storage. For more information, please contact us!

Don’t Let Cloud Storage Providers Hold Your Data Hostage

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It has become common for cloud storage providers to charge a hefty fee to retrieve YOUR data should you decide to move on. Don’t let them hold your data hostage.

Selecting a cloud storage solution? Beware of providers charging exorbitant fees or using proprietary formats that trap your data. DynaFile values data freedom, offering a user-friendly tool for data retrieval and automation. Learn how to safeguard your files without hidden costs. Reach out today!

Cloud storage solutions are very popular these days. They help organizations work more efficiently, they’re easy to maintain and they can save a company a significant amount of money when coming from a traditional paper filing system. You should be careful, however, when deciding on a particular solution. It has become common for cloud storage providers to charge a hefty fee to retrieve YOUR data should you decide to move on to a different solution. Don’t let them hold your data hostage!

That’ll be an arm and a leg, please.

When evaluating different cloud storage solutions, be sure to have a sound exit strategy in place. Like any software, not all cloud solutions are created equal. In the event that you are unhappy with a particular provider’s service or just want to move your data to a different system, it’s important to know how you can retrieve your data.. It may not be as easy as you thought!

Sadly, it has become commonplace for cloud providers to charge an arm and a leg to get your data off of their solution. They make it incredibly easy to get your documents into the system, but if you want to export all of your files, it could cost you big time. It is not uncommon for a cloud document management company to charge you tens of thousands of dollars just to get your data back. Migrating to the cloud can save your business a lot of time and money, so be sure those savings aren’t squandered on a shifty solution provider in the future.

You can have your data for free, but…

Some cloud storage providers have another trick up their sleeve. Instead of charging you to export your data, they have found another way to cash in on an unhappy customer. These companies will provide you with an export of your data for free, but… You won’t be able to use any of it.

That’s right. They will claim that there is no fee for retrieving your data should you decide to move on to another solution. However, you won’t be able to view any of that data unless you buy their proprietary software. This can get extremely expensive. Don’t get caught in this trap. When evaluating different cloud storage solutions, be sure to find out what format your data will get exported in should you decide to cancel your subscription.

Don’t let cloud storage providers hold your data hostage.

At DynaFile, we don’t believe in holding your data hostage. Our cloud storage solution was created to help companies run more efficiently, not to nickel and dime them out of their entire IT budget. That’s why every installation of DynaFile includes our Archive & Delete Utility – free of charge. 

DynaFile’s Archive & Delete Utility is handy tool that can be used for more than just getting your files back if you decide to switch providers. It can also be used to automate retention. For example, you can set expiration dates for documents in DynaFile and have our Archive & Delete Utility purge off those files when retention requirements have been met. Or as another example, your Human Resources department can set the utility to purge off employee records when retention time is complete, starting when that employee has been switched from Active to Terminated in the system.

DynaFile’s Archive & Delete Utility is also easy to use for archiving. Admins can archive off specific types of documents or backup the entire system periodically with just a couple of clicks. When you export your data, you get everything you need to back up all of your files in cold storage or to important everything into a new system. This includes all of your documents (in their native format), the indexing information associated with each document and a master index that makes it easy to get all of your files into another system.

If you would like to learn more about DynaFile, contact us today. Our scan-to-cloud solution lets you make the transition from a paper filing system quickly and easily. Convert your existing paper files fast with scanning automation tools, then manage all of your files from the cloud.

Paperless Employee Onboarding Eases Growing Pains for Businesses

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Companies growing a fast rate put a heavy strain on their Human Resource departments. Paperless employee onboarding can help ease growing pains for thriving businesses.

Transform your HR processes with paperless employee onboarding. DynaFile offers quick conversion of existing files and a seamless onboarding experience. Empower HR with instant retrieval, secure sharing, and integrated e-signatures. Eliminate paperwork hassles and enhance efficiency. Explore DynaFile today!

Growth is a great thing for a company. A healthy, growing organization means more business; and more business means more revenue. When a company grows very quickly, however, they can run into certain snags. For one thing, the Human Resources department gets hit hard. A lot of effort goes into hiring a new employee and much of it is in the form of paperwork. Onboarding a new employee can generate tons of it. That’s why paperless employee onboarding has become extremely popular lately. Now HR departments can get new employees “papered up” without a single sheet. Here’s how it works.

Paperless employee files are the ticket.

Going paperless in your HR department is a great way to give time back to your staff. Paperless employee files allow for instant retrieval, secure sharing and easy audit protection. A scan-to-cloud system is your best bet here. Scan-to-cloud filing solutions combine a cloud filing system with scanning automation tools. This means you can convert your existing paper files fast and then manage them more efficiently from the cloud. Going forward, you won’t have to print out paperwork just to scan it back into the system. Simply save the digital versions of the documents directly into an employee’s folder.

This is especially helpful for large organizations with offices springing up across the country. Getting information and documentation back and forth between offices can be a struggle. However, with paperless employee files, you can allow staff at your satellite offices to access the information they need. You can even designate specific types of documents to give them access to. For example, you may want to give managers access to performance reviews, but obviously not an employee’s protected health information (PHI).

Add in online forms and esignatures for paperless onboarding.

Now that you’ve taken your existing employee files paperless, it’s time to stop creating that paper in the first place. By integrating online forms and electronic signatures, you can take your employee onboarding process completely paperless as well. Online forms allow new hires to complete their onboarding packets from home, before their first day on the job. Electronic signatures capture a legal and binding signature from new employees on every document that they complete in the packet. No more dealing with over-nighting, snail mail or faxes for employees being brought on at different locations. All paperwork can be completed remotely at their leisure.

HR can even include an area for the recipient to attach a copy of their photo ID or a voided check for direct deposit. For agreements where supporting documentation needs to be reviewed, like a Policy & Procedures acknowledgement, the new hire can be required to review the employee handbook before signing. Any field on your paperless onboarding forms can be set to “required” so the days of chasing down new hires about incomplete information is a thing of the past.

Take a look at the process step by step.

There are different ways that companies offer paperless onboarding solutions. At DynaFile, it happens through an integration we have with DocuSign, the global leader in digital transaction management and electronic signatures. Here’s how it works:

  1. HR selects appropriate employee onboarding packet
  2. HR enters new hire’s name and email address and clicks “send”
  3. New hire receives email with secure link to onboarding packet
  4. New hire reviews, fills out and signs all onboarding documentation online
  5. Onboarding packet gets routed to next person in workflow (maybe HR or Payroll)
  6. Once workflow is complete, onboarding packet is delivered back to DynaFile
  7. HR is notified to quality check onboarding documentation, clicks “approve”
  8. New employee folder is automatically created in DynaFile and all onboarding documentation is filed within

It’s as simple as that! Once your onboarding packets are set up in DocuSign, it takes about 30 seconds to send one out to a new hire. Simply enter their name and email address and you’re good to go. Just think of how much time that can save a high growth business! Plus, with all of the validation and requirement options built into DocuSign, your onboarding templates can be created to fit your exact business needs. This eliminates common frustrations like incomplete forms, SSN’s with the wrong number of digits, unsigned documents, etc.

Take your Human Resources department paperless.

To learn more about going paperless in your HR department, contact us today. DynaFile has been helping HR operate more efficiently for over 15 years. We help you make the transition to paperless as smooth as possible with scan-to-cloud features. From there, you can manage your employee more efficiently from the cloud. Integrated online forms and esignatures allow for a paperless onboarding solution that’s easy, intuitive and saves a ton of time.

Trick or Treat! How to be Prepared for an HR Audit

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Human Resource departments get audited constantly, but it doesn’t have to be a scary experience. Here’s how to be prepared in the event of an HR audit.

Be HR audit-ready with DynaFile! Transform paper demons into efficient electronic files, manage employee documents effortlessly, and ensure compliance with automatic reports. DynaFile makes HR audits less daunting with indexed scan-to-cloud solutions. Experience hassle-free HR audit preparation. Dive into DynaFile now!

HR has a tough job. So much paperwork is created in the department that it can be a real challenge to tame it. Worse yet, Human Resources is one section of business that gets audited constantly. This puts an incredible amount of pressure on HR staff. After all, they are responsible for keeping all employee documentation complete, up to date and compliant with federal regulations. Here’s how to be prepared for an HR audit. 

Slay The Paper Demon

One of the best things you can do for your HR staff is go paperless. The benefits of switching to electronic employee files are just too numerous to list here. The easiest way to take your Human Resources department paperless is to go with a scan-to-cloud solution. These are the Frankensteins of document management solutions – a hybrid system that handles both paper and electronic files. They are basically cloud filing systems that include scanning automation tools to help you digitize your paper files quickly and easily.

When evaluating different vendors, make sure you also go with an indexed filing system. An indexed system categorizes your documents and then files them in the correct location automatically. This makes converting, filing and retrieving documents a breeze – and sets you up for easy HR audit preparation.

Managing Employee Files: No Longer A Monster Of A Job

When filing away a document in an indexed system, you are usually prompted to choose the Document Type. This is simply the kind of document you’re adding to the system, like a Performance Review, W-4 Form, PTO Request, etc. Since Document Type is almost always used as a main identifier for your documents, certain controls can be created on a Document Type basis. For example, you can control access to specific types of documents for specific groups of users.

Often times Payroll needs to access specific types of documents in an employee file, but giving them access to the whole folder would not be considered compliant. Simply create a group for your Payroll staff in the system and give them access to only the Document Types that they need. This allows you to combine the 3 – 5 folders you typically see for each and every employee into one single folder per employee. Simply use Document Type control to limit access to specific sections of employee files like protected health information (PHI).

Keep Tabs On Ghost Files

You can also utilize Document Types to run reports in the system. Many times when Human Resources departments get audited, the auditor will notify you and request, say, a dozen employee files at random. They check these employee files to ensure that all required documentation is included and that all information is up to date. To ensure that your department is ready for when this happens, a simple exception report can be created to track this information automatically.

For example, you may have a business rule that requires every employee to have documents A, B and C in their folder at all times. And, maybe document C happens to be a certification that needs to be renewed annually. You can create a report for that business rule that will track those specific Document Types as well as an expiration date tied to certifications. This report can be emailed to you on a weekly or monthly basis letting you know which employees are missing which documents from their folder and which employees have a certification that needs to be renewed soon. In this way, your department runs their own internal audits automatically so you always know you’re safe in the event of an HR audit.

Learn More

If you would like to learn more about taking your Human Resources department paperless, contact us today. DynaFile is a scan-to-cloud filing solution that has been helping HR operate more efficiently for over 15 years. Scanning automation tools let you take your existing files paperless fast, then easily manage them from the cloud. Our system is completely indexed, allowing for instant document retrieval and automatic exception reports. You can even give your auditor access to specific employee folders within DynaFile or a subset of information within those folders; eliminating the need for printing, copying, faxing and over-nighting all together.