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Streamline New Hire Paperwork in 2015 with Electronic Onboarding

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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

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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

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

Enhance productivity and cut costs with a cloud filing system. Go paperless, ensure file security, and enjoy on-demand document retrieval with DynaFile. Witness the benefits of our scan-to-cloud solutions – request a free demo now!

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. 

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!