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Electronic Filing

Scan to Cloud Filing Give HR a Shortcut to Digital When Paper Piles Up

March 19, 2019 by Andrew Roberts

A quick switch to digital and lasting ROI are important when taking HR paperless. Here’s how scan to cloud filing systems provide a powerful paperless HR solution.


Boost HR efficiency with scan to cloud filing solutions. DynaFile's innovative technology provides shortcuts for a paperless transition, making HR document management hassle-free. Enjoy seamless digital integration and stay effortlessly paperless. Experience the revolution in HR documentation; see what DynaFile can do for you – book a demo now!

If your Human Resources team is still managing employee files the old fashioned way, you’ve probably considered going paperless.  Digitizing personnel folders brings lasting advantages that streamline HR document management long-term. 

A fast and quality-approved process for employee file conversion is critical to ensure a seamless transition.  Just as important, though, is providing an efficient HR file management system for after scanning is completed.

Here’s where a scan to cloud filing system for HR shines by providing a shortcut to digital, along with many time-saving paperless solutions that last. 

Go Paperless Fast

Scan to cloud filing systems are unique in that they include shortcuts to paperless for your HR team.  DynaFile, for example, provides unique scanning automation tools to digitize entire employee folders at once, as well as easily handle future paper coming in.  This reduces the time required for scanning and filing dramatically. 

The beauty of a system like this is that it allows you to skip many of the steps in the typical conversion process by scanning directly to the cloud.  This makes digitizing personnel folders in-house a breeze for HR, temps, or interns; but also gives you the option to outsource the scanning if you like. 

Manage Files Easier

There should be a long-term strategy in place for when scanning employee records is finished as well.  Simplifying compliance and building in efficiencies to save your teams time are what make taking HR paperless a big win.

The ability to centralize employee files in one secure place makes HR document management so much easier.  Now you can eliminate record silos to give teams access to the specific files they need, simplify your audit process, and streamline all of your form workflows. 

Stay Paperless

A big challenge with going paperless is actually staying paperless.  Scan to cloud filing systems include shortcuts to batch in paper or digital documents alike as time goes on – so there’s never a need to print.  

Some solutions, like DynaFile, can even tie in to your existing systems to automatically file forms after completion.  This can save time across the entire HR team by streamlining the onboarding process, as well as workflows for post-hire forms. 

Paperless In 30 Days

DynaFile is a scan to cloud filing system designed for Human Resources professionals.  With over 18 years of delivering document management solutions that boost efficiency and cut costs, DynaFile is your paperless pro. 

Most HR departments can be start paperless in 30 days or less.  Want to see if DynaFile is a good fit for your team?  Contact us today to see a demo!

Filed Under: Cloud Storage, Electronic Filing

Best Document Management Software of 2019 Updates HR for Big Benefits

January 8, 2019 by Andrew Roberts

In 2019, the best document management software focuses on teams that deal with the most files. Think of HR for one of the best document management upgrades in 2019.


Discover 2019's top document management software tailored for HR. Centralize documents, simplify compliance, and transition smoothly to a paperless environment with DynaFile. Elevate your HR operations, improve productivity, and reduce costs. Experience modern HR file management. Schedule a DynaFile demo today!

As January ramps up, a lot of organizations are looking to improve processes for the coming year.  One of the biggest areas to consider is the filing or document management process.

But what exactly should professionals look for in the best document management software?  2019 is here and so is an ever-growing paperless trend.  It’s a good idea to start with areas of business that deal with the highest volume of paperwork first.

Here’s why you should think of the Human Resources team for one of the best document management upgrades in 2019. 

Centralized Document Management

These days, it is common practice for organizations to have remote staff and teams dispersed across many locations.  This tends to make document management difficult for HR as files can inevitably become silo’d in different places.  

For HR, the best document management software of 2019 will allow for centralized access to files.  Cloud solutions ensure files are instantly available across different teams, making record requests faster than ever before.

Simplified Record Compliance

When files are on paper or spread out across different systems, maintaining compliant employee records can be a huge challenge.  The best HR document management solutions in 2019 will make compliance easier for everyone involved.

Long-gone are the days of manually tracking required, expiring, and renewable documentation in staff folders.  Today’s document management systems can automate your folder checklists to show you exactly what files are missing, coming up for renewal, or expiring soon.  In a similar way, you can automate your retention rules to digitally shred documents once they’ve reached their term limit.  This can save compliance and credentialing teams a ton of time.

With files centralized in the cloud, you can easily lock down access to sensitive types of files, as well as define group-level access for roles like Payroll, Benefits, or Legal.  This cuts back on internal file requests significantly, while still giving you the option to make specific requested files available to an auditor or an attorney remotely. 

Long-Term Paperless Answers

Many groups are still working with paper files and the Human Resources department is no exception.  If you’re coming from a paper environment in 2019, the best document management software could be a scan-to-cloud solution. 

Scan-to-cloud document management systems have powerful scanning automation tools built right in.  These allow you to digitize and file entire employee folders with one single scan.  Going forward, batch scanning tools make it easy to scan in a stack of paper and easily file it away in the correct place from your computer screen.

To eliminate paper from the very beginning, look for a document management solution that includes online forms and e-signatures.  This allows for onboarding and other forms to be templated online to be used time and time again.  Staff can review, complete, and legally sign forms from the cloud without any paper generation.  Once finished, their forms are automatically filed in the correct location in the employee’s digital folder. 

Upgrade In Under 30 Days

Considering filing options for this year?  DynaFile is one of 2019’s best document management systems for HR.  For over 18 years, DynaFile has been helping organizations eliminate paper, increase productivity, and cut costs.

DynaFile is a scan-to-cloud document management system designed specifically for Human Resources professionals.  Contact us today for more information or a demo to see how DynaFile can give time back to your team. 

Filed Under: Cloud Storage, Electronic Filing

Paperless Onboarding in 30 Days: How to Start Jan 1

December 16, 2018 by Andrew Roberts

The employee onboarding process typically generates a lot of paper.  Here are a few ways to start employee records paperless January 1st with online forms and cloud filing. 


Jumpstart your HR's 2019 with seamless paperless onboarding by January 1st. Transition to digital employee records, simplify management, and eliminate bulky paper trails with DynaFile. Streamline new hire processes and experience efficient file management. Ready to transform? Schedule a DynaFile demo today!

Paper forms, PDF email attachments, and faxes are a tough way to start a new employee file in the digital age.  Organizations that experience a lot of growth, have a highly seasonal workforce, or tend to see a lot of turnover know the struggle best. 

Here’s how to take HR paperless for 2019 to improve onboarding and file management for your HR team.

Paperless Onboarding Forms

Going from paper to digital new hire forms is a game changer.  Onboarding packets can be reviewed, completed, and signed online before an employee’s first day (or in person at the office).

Solutions like DynaFile can automatically file forms after the signature process for easy electronic file management and retention. 

Employee File Management

One of the biggest perks of taking your onboarding forms paperless is that everything starts digital from Day 1.  This means long-term management of employee records is simple.

Cut down on file requests by giving teams access to just the files they need, no matter where they’re located.  Audit reports keep track of required and renewable documentation in staff folders automatically.  And best of all, when it’s time for an audit, make just the files requested available to your auditor remotely.

Scanning Paper HR Files

Now, what to do with the paper employee files you have right now?  A scan-to-cloud solution like DynaFile can help your HR team take a shortcut to paperless. 

Built-in scanning automation tools allow you to file while you scan to bring in entire folders at once and manage ongoing paper easily. 

Start Paperless Jan 1

With DynaFile, most HR teams can start paperless in 30 days.  Want to start Jan 1 or earlier?  Contact us today to learn more with a demo!

DynaFile has 18 years of excellence helping organizations save time and cut costs with their files.  

Filed Under: Electronic Filing, Paperless Onboarding, Scanning Automation

HR Forms are Online to Simplify Employee Document Management

November 13, 2018 by Andrew Roberts

With HR forms online, employee document management becomes so much easier.  Here’s how to streamline your onboarding and other HR forms in the cloud.


Transform your HR processes by moving forms online. With centralized document management, streamline onboarding, eliminate paper, and harness digital tools like DocuSign™ and iCIMS™. DynaFile brings instant file access, enhanced compliance, and effortless audits since 2000. Dive into the future of HR – Book a demo to see how!

Paper can be a real nightmare to deal with, but so can PDF’s.  Many HR teams are now moving their HR forms online.  Employee document management can then easily be centralized for lasting benefits.

Spend less time managing files in the HR department and more time where your attention is needed.

Workflows in the Cloud

If your employees are still completing paper forms or emailing PDF’s, you might consider a smoother process.  With DocuSign™ and iCIMS™, for example, you can create templates for your onboarding and other forms.  Instead of wasting time assembling packets of forms, your templates can be used over and over again. 

Staff can review, complete, and sign their forms online.  Once your signature workflow has finished, all employee forms can be automatically filed in their correct tab in DynaFile. 

Centralized File Access

Since you now start your HR forms online, employee document management doesn’t take as much time.  Cut back on file requests between teams by giving payroll, benefits, and compliance access to just the specific types of documents they need to see. 

If auditors need to see forms or files in the system, simply give them access to the specific documents they request.  They can view them remotely from the cloud.

Lasting Record Upgrades

Some HR document management software will include powerful ways to simplify long-term record keeping, too.  DynaFile, for example, can automate your document checklist to ensure each folder includes all of your required forms and files. 

Better yet, you can also keep track of renewable documentation by expiration date and have staff complete their updated form online.  When files have reached their retention period, simply run a report to digitally shred your old records. 

Get Started in Under Thirty Days

The DynaFile HR document management system has been helping companies operate more efficiently since 2000.  Digital signature integration offers streamlined workflows for forms and signatures with automatic filing. 

HR teams that are coming from paper employee files can use scan-to-cloud tools to automate filing as you scan in-house.  Or use a scanning partner. 

The lasting benefits are real with easier audits, instant file access across teams, and no more record silos.  Contact us today for a quick call or to see a demo!

Filed Under: Cloud Storage, Electronic Filing

Electronic Employee Files: an HR Filing Solution that Works for You

November 6, 2018 by Andrew Roberts

Employee files tough to manage?  Here’s how to setup an HR filing solution that works for you by using electronic employee files.


Revolutionize HR file management with electronic employee files. Transition from paper effortlessly, streamline onboarding, and simplify compliance. DynaFile offers a seamless solution with scan-to-cloud and robust tools, proven over 18 years. Ready for a filing solution that truly works for your HR team? Book your demo today!

Human Resources professionals have a difficult job managing all of the documentation regarding company employees.  On paper, files are impossible to keep track of. 

Going digital brings huge benefits, but not all HR filing solutions are the same.  Here’s what to look for with your electronic employee file strategy.

Paperless Shortcuts

If you’re using paper right now, the transition to electronic employee files can seem daunting, but it doesn’t have to be.

There are scan-to-cloud filing solutions that help automate paper conversion by skipping many of the steps in the typical scanning process.  DynaFile’s barcode recognition feature, for example, can automatically file an entire employee folder in one scan.

Streamlined Forms

When your HR team moves to electronic employee files, switching to paperless forms makes so much sense.  Onboarding packets can be completed online before orientation and automatically filed afterwards.  Acknowledgements and other forms can also be templated in the cloud and used over an over again.

Simplified Compliance

With electronic employee files, compliance becomes a lot easier.  Say goodbye to document checklists and manual spreadsheets for tracking files.  Instead, simply run a report to show you exactly which staff are missing required files in their folders or have a document coming up for renewal. 

Cut back on file requests by using role-based access for your different teams.  At the same time, easily make specific files and folders available to auditors and other external individuals remotely, from anywhere.

A Solution That Works for You

DynaFile’s been helping HR teams manage files easier for 18 years.  By combining time-saving scanning automation tools with a powerful cloud document management system, most HR departments can be paperless in 30 days with DynaFile.

Want to improve file management for your HR team?  Contact us today for a short call or demo to learn more.

Filed Under: Electronic Filing, Record Compliance, Scanning Automation

Employee Files in Cloud are Making Document Management Easier for HR

July 31, 2018 by Andrew Roberts

Human Resources professionals are moving towards cloud document management solutions more and more these days for an easier way to administer employee files. 


Redefine HR efficiency with cloud document management solutions. Dive into DynaFile's transformative tools, from eliminating record silos to auto-filing forms and managing paper effortlessly. Streamline HR tasks, and let your team focus on what truly matters: the people. Harness over two decades of expertise – Contact us to discover a smarter way to manage HR documents.

Cloud document management solutions for HR can bring big benefits to the entire team.  When HR can spend less time worrying about saving, finding, and keeping track of files – everyone wins. 

A good HR file management system will allow your team to consolidate files for easier management while automating redundant processes.  This allows HR to focus less on the mundane and more on people-oriented goals.  Here are some of the ways to achieve this with an HR filing solution like DynaFile.

Eliminate Record Silos

When it comes to filing in the cloud, there are three main flavors for HR: Cloud Storage, In-House File Share, and Cloud Document Management. 

Lots of HR departments evaluate the document storage that is offered through their HRIS, but tend to run into issues in a few key areas.  Most importantly, files can be hard to keep organized, you may not have the ability to control access to sensitive documents, and there may not be a way to know if someone’s folder is incomplete. 

In-house file shares tend to have the same issues as HRIS storage, plus a few extra red flags.  An in-house system adds the burden of your IT team being required to keep the system and environment running smoothly.  There can then be a compliance problems that occurs if IT has access to the files. 

A true cloud document management system for HR allows teams to:

  • Instantly access files from anywhere,
  • Run audit reports to keep track of required and renewable documents in employee folders,
  • and maybe most importantly – maintain rigid control over access to sensitive documents.

Since you have full control over the files that different teams, roles, and individuals can access in the system, there is no longer a need for record silos.  Consolidation is a powerful thing when you can centralize file management across the HR office, yet easily maintain compliance.

Staff can now access the files they need from anywhere, at any time without the lag time typically associated with a record request or employee verification.

Auto-File Staff Forms

A good portion of an employee’s file typically consists of forms they have either completed as part of the onboarding process, or post-hire forms like performance appraisals and the like.  Getting these forms completed on paper can be a serious challenge, so many HR professionals look for a digital solution.

A lot of HRIS providers have an onboarding module where new hires can complete their onboarding forms.  This works well for standardized documents like tax forms, but you are limited to the types of forms the HRIS allows to flow through the process.  

Many companies have moved to a more flexible process for their forms in the Human Resources department.  Electronic signature solutions like DocuSign, for example, can be used to get any type of form completed and signed online.  It can be used for onboarding forms, but also for post-hire forms like performance appraisals, policy acknowledgments, and requests. 

The best part about a more flexible solution like this is that it can also connect to an HR-specific filing system like DynaFile.  When everything is completed and signed, it is automatically filed in the employee’s digital folder in your filing system. 

Easily Manage Paper

A big hurdle a lot of HR folks run into is paper.  No matter how paperless your HR department goes, your team will inevitably still have someone handing you a piece of paper from time to time and you need an easy way to get it into their electronic folder. 

The other side of coin is that a lot of Human Resources offices haven’t made the transition to digital files just yet, which makes this subject all the more important to mention.

Scan-to-cloud filing systems have become exceptionally popular with HR.  These systems include scanning automation tools that allow your team to take a shortcut through the file conversion process.

DynaFile, for example, provides a barcode scanning method where you can convert and file an entire employee’s folder in one scan.  The system picks up from the barcodes exactly how to create the employee’s folder and file everything in the appropriate spot.  Going forward, you can also scan a batch of paper to the system and break it apart into different individual documents from your computer screen.  Using these two tools, most HR departments can be paperless in 30 days.

Learn More

If your HR filing system needs a face lift, give us a call today to see how DynaFile can help.  Our cloud document management solution is designed specifically for HR and has been helping companies work more efficiently since 2001. 

You can go paperless fast with scanning automation, streamline all of your form processes with automatic filing, and centralize file management for the entire team to eliminate record silos. 

Contact us to see how it works!

Filed Under: Cloud Storage, Electronic Filing

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