Electronic Filing

DocuSign Connects to DynaFile to Streamline HR Forms and File Management

July 26, 2018 by Andrew Roberts

DynaFile now connects to DocuSign to automatically file completed HR forms for long-term document management.

Revolutionize your HR processes with DynaFile's integration with DocuSign. Seamlessly file digital onboarding and HR forms, enjoy centralized file management, and access HR documents anytime, anywhere. Benefit from 15+ years of HR file management expertise. Book a demo to explore this transformative integration today.

DocuSign is a popular way to get onboarding and other HR forms completed digitally. Now DocuSign users can tap into the power of DynaFile to streamline file management after signature.

Connect To DocuSign

DynaFile’s integration with DocuSign allows for automatic filing after forms have been completed and signed. Once your DocuSign workflow has finished, the signed forms are automatically saved in the correct location in the employee’s folder inside of DynaFile. The best part is that all of your access rules for sensitive documents are automatically applied and your newly signed forms immediately appear in audit reports. DocuSign’s flexible drag-and-drop template builder, along with “template matching”, make this a time saver for onboarding forms and post-hire forms alike. DynaFile is a partner of DocuSign and can help you procure, upgrade, or connect your DocuSign account.

Centralize HR Filing

DynaFile helps the HR team save time by centralizing file management. Quickly eliminate challenging record silos by consolidating files from DocuSign, paper, locations, groups, and other systems into one easy-to-manage place. The scanning automation tools included with DynaFile also make it easy to go paperless by helping HR file while they scan. Convert and file an entire folder in one scan, and easily manage future paper by scanning directly to the cloud.

Benefits That Last

With all of your HR documents in the DynaFile cloud, managing employee files becomes a lot easier. Time-saving audit reports ensure that employee folders include all required forms and keep track of expiring/renewable documentation. Powerful access rules can be used to control exactly which staff can see sensitive documents, segment access for different roles, and provide limited access for auditors or managers. Your teams are never more than a couple of clicks away from accessing the files they need – 24x7x365, from anywhere.

Setup a Time for a Demo

DynaFile has been helping Human Resources professionals streamline file management for over 15 years. Contact us today to learn more about our document management solution for HR and our integration with DocuSign for automatic filing after signature.

Summer Filing System Updates Improve Employee Files for HR

July 17, 2018 by Andrew Roberts

Summer is a popular time for HR to update and upgrade their filing system. Making the switch results in improved file management and lasting benefits for HR.

Summer is prime for HR filing system updates! Experience seamless file management with DynaFile's cloud-based solution. Transform HR audits, enhance cross-team access, go paperless, and streamline e-form processes with integrations like DocuSign. Dive into 15+ years of HR filing excellence. Get in touch to explore more.

Could your HR files use an update? Summer can be an excellent time to upgrade to a better filing system for the HR team. With lasting benefits like easier audits, access across teams, and best of all – less time filing, you’re due for a change.

Centralized Filing

Managing files effectively can be near impossible when employee files are disorganized across paper, systems, teams, and offices. It is amazing how big of a boost you can give back to the HR team when file management is consolidated and redundant daily tasks become automatic.

With an updated, cloud filing system for HR, audits become a piece of cake. Instead of manually checking to ensure everyone has what they need in their folder, let the system check for you. Simply run a report to see which staff need to update or add files to their folder. When an auditor requests files, you can even give them remote access to just the files they request so they don’t have to come on-site.

Another huge deal is making files available across teams and offices. With your documents in the cloud, there’s no longer lag time around passing files between HR, Payroll, Benefits, Managers, etc. Access rules can be used to lock down sensitive types of documents and ensure staff can only see the files they are authorized to view.

Easier Forms

Nowadays, HR can have nearly all of their forms signed electronically. Services like DocuSign let you create templates for all of your forms, design the workflow to go along with the process, and have everything completed online. Once finished, forms can be automatically filed with your audit reports and access rules applied.

No More Paper

Typically, one of the biggest challenges HR faces when updating filing systems is getting away from paper. Scan-to-cloud filing systems are an excellent choice as they allow you to automatically file while you scan. For example, DynaFile’s barcode processing method can convert and file an entire employee folder in one shot. Going forward, simply scan or drag-and-drop files directly to staff folders in the cloud, or use online forms to start paperless from the beginning.

Start This Summer

Ready to upgrade? Contact us at DynaFile to see how our HR filing solution has been helping companies for over 15 years. Our scan-to-cloud filing system makes it easy to go paperless fast and manage employee files long-term with robust tools. DocuSign and iCIMS integration also automatically files forms after signature to help new hires start paperless from Day 1. Contact us to learn more.

The Right Filing Solution Gives Time Back to the HR Team

July 2, 2018 by Andrew Roberts

A streamlined filing solution for HR is critical for keeping things running smoothly across the organization.

Revamp your HR team's efficiency with DynaFile's advanced filing solution. Experience hassle-free audits, seamless file access, and rapid paper-to-digital transition. Elevate HR productivity and go paperless in just 30 days. Dive into 15+ years of streamlined HR filing. Reach out to explore the DynaFile difference.

Is your current filing system holding back your HR team? Whether you’re still working with paper or storing files electronically, ensuring a strong file management strategy is key for HR.

Documentation needs to be stored with a high level of organization to comply with regulations like HIPAA, and you must be able to be provide exactly what is requested when audited. Here’s how the right HR filing solution can help do that and more to give a huge boost back to the HR team.

Run Smoother Audits

A lot HR departments are used to a traditional audit process where the auditor comes on-site and requests to be physically presented with specific files. Many industries, however, like Healthcare are moving to paperless audit process where auditors request that files are made available to them remotely.

The right HR filing solution should allow the HR team to run audit reports to ensure all employees have the required documentation in their folders, and that everything is up-to-date.

A good filing solution will also allow HR to make just the files the auditor requests available to them remotely, with limited read-only access. This piece alone can save HR a ton of time on internal audits and overseeing auditors in the office.

Access Files Easier

Passing files between Recruiter, Payroll, Generalist, and other team members can be tough without a solid, paperless workflow. With the right HR filing solution, it’s easy to segment access for different roles and responsibilities. For example, you can give the payroll team access to just payroll documents in the system so there’s no lag time due to requests piling up.

Cloud filing systems are popular for this reason as well because different teams can access their files no matter their location. Business runs smoother when your teams have the files they need.

Get Rid of Paper Fast

Maybe the most important factor if you’re coming from paper files, is making sure the filing solution you choose has an easy way to go digital. A scan-to-cloud filing system is a popular choice, especially in HR. You can automate paper scanning in-house with barcode filing or batch scanning to take a shortcut to electronic files.

These scan-to-cloud systems are also very practical because they provide long-term, hybrid filing options. Automatically file after forms are signed, drag-and-drop files from the computer, or easily scan future documents directly into employee folders. Productivity soars when HR spends less time on redundant tasks like filing and retrieving documents, and more time focused on talent.

Get Started This Summer

With the right HR filing solution, your team can be paperless in 30 days. Give us a call today to learn more about how DynaFile has been helping companies streamline filing for over 15 years. Our scan-to-cloud filing system makes it easy to go paperless fast and gives time back to HR. Contact us to learn more!

How to Switch to Electronic Employee Files this Summer

June 12, 2018 by Andrew Roberts

Want to improve file management for the HR team, but are intimidated by the process? Here’s how to move to electronic employee files fast this summer.

Revitalize your HR's document management with DynaFile this summer! Shift effortlessly to electronic employee files, harness automated scanning, digital signatures, and enjoy lasting advantages like easy compliance and cloud access. Discover a paperless HR journey in just 30 days. Reach out for a demo and transform your filing approach.

Managing employee files in an organized and compliant way is a critical part of the HR team’s responsibilities. Unfortunately, files can be nearly impossible to manage when documents are on paper or spread across different teams, offices, and systems.

An electronic filing system for HR helps to eliminate record silos and centralize file management for lasting benefits. Here’s how to switch to electronic employee files this summer and some of the advantages your team will see going forward.

Scanning Automation

Scan-to-cloud filing systems have become extremely popular for HR professionals. These electronic filing systems include ways to automate filing while you scan.

For example, DynaFile’s barcode scanning method lets you scan and file an entire employee folder in one shot. Going forward, you can also scan or drag-and-drop new files directly into employees’ digital folders.

If you have a lot of legacy paper files or won’t have the resources to scan in-house, you can always have a partner company do the historic document scanning into an electronic filing system for you.

Digital Forms & Signatures

Now that your employee files have switched to digital, there’s not much reason to keep your forms on paper. Nowadays, most companies will use an electronic onboarding process to have new hires complete their forms online before their first day.

For example, DocuSign is a popular, paperless way to get onboarding and other forms completed in the HR office. You can create online templates for all your forms and use them over and over again. After signature, all completed forms are automatically filed in the employee’s folder in DynaFile for easy long-term management.

Lasting Advantages

Long-term document management with electronic employee files is also much easier. Staff across different offices, teams, and roles can instantly access the files they need from the cloud.

Compliance becomes simple as well. Use access rules to control exactly who can see what in the system. Run an audit report to see who’s missing something from their folder and give remote access to auditors for just the files they request. Cloud systems also bring the benefit of built-in disaster recovery infrastructure to ensure your files are safe.

Make The Switch in 30 Days

Interested in moving to electronic employee files this summer or just need a smoother filing experience in the HR office? Contact us today for more information or to set up a demo.

DynaFile has been helping companies move to a more paperless HR process for over 15 years. Our HR filing solution can help your team be paperless in 30 days.

Pick up our San Diego Zoo Case Study to see DynaFile in action!

Stop Printing After Onboarding: A Paperless HR Strategy that Ties it all Together

June 5, 2018 by Andrew Roberts

Long-gone are the days of paper forms and files. Nowadays, HR can ditch the printer for a more streamlined experience.

Having a digital onboarding process is becoming the norm, but many companies still wind up printing after signature or end up with documentation silo’ed across different areas. Here’s how you can adopt a more paperless strategy to streamline onboarding and file management across the entire HR team.

Online Workflows

A lot of companies have a solution for getting tax forms and other generic onboarding documents filled out digitally. Unfortunately, most companies also have additional documentation that may be difficult or unavailable for completion through recruiting solutions. This can lead to employee files becoming increasingly difficult to manage when they are dispersed across various formats, systems, and physical locations.

By choosing a signature solution that is flexible enough for all of the forms your team deals with can be a huge plus. DocuSign, for example, allows you to create reusable templates for all of your forms and works with DynaFile to automatically file after signature.

Hybrid Filing

You can go as paperless as you like with your signature and file management process, but – let’s face it – someone will inevitably hand you a piece of paper. Hybrid filing solutions can be very valuable here as they include easy ways to bring in both electronic and paper files.

For example, DynaFile users can drag-and-drop digital files into employee folders, but also makes it easy to file paper in bulk. Scan new paper directly to employee folders or automate the scanning of your legacy paper to move to digital fast.

Lasting Benefits

By starting employee files electronic from the start, HR will see a ton of lasting benefits. Since your files are centralized in the cloud, teams can access to the files they need from anywhere, at any time. There’s no longer a lag between getting files back and forth between different HR roles, Payroll, and managers.

Audits become much easier, too, since all of your files are digitally cataloged. Just run a report to see exactly which staff are missing required documents from their folder or have a form coming up for renewal. When an auditor requests to review files, you can simply give them limited, remote access to just the documents the want to see.

Getting Started

Summer is one of the most popular times for HR to consider making changes to the onboarding and filing process. With DynaFile, your HR team can move to a more streamlined, paperless onboarding and filing strategy in 30 days.

Want to learn more? Contact us today for a quick call to see if DynaFile would be a good fit for your HR team!

Is Your HR Team Ready for Audit Season?

May 30, 2018 by Andrew Roberts

An employee file audit can be a tough time for HR. Here’s how to prepare for an HR audit without all the stress.

Ease the stress of HR audit season with DynaFile! Streamline your employee files digitally for swift audit reports, paperless renewals, and remote access for auditors. Kick-start a consolidated, HIPAA compliant filing solution this summer. Get in touch for a free demo and experience a seamless HR audit journey.

The HR team is responsible for ensuring employee files are up-to-date and managed with compliance. When an auditor inevitably requests to check on your files, it’s critical that HR knows their files are current with all required information. Here’s how to prepare for an HR audit the easy way using electronic employee files.

File Audit Reports

With all of your HR files in digital format, keeping track of what’s in an employee’s folder becomes a lot easier. Long-gone are the days of manually thumbing through each employee’s folder to find required documents and checking on renewal dates.

Instead, use your HR filing system to automatically wrap up actionable documents into a summary audit report. With these audit reports, keeping track of files become so much easier because HR knows exactly which documents need to be updated for specific staff and when.

Paperless Renewals

When an employee has to renew a form or update documentation for their folder, they can now do so digitally as well. Simply send staff a link to the forms they need to complete or have them fill them out on a computer or tablet in the office.

Employees can review, fill out, and electronically sign all of their forms online. Once everything is completed, signed forms are automatically saved in their folder for long-term file management.

The workflows you can utilize this for are endless. HR, for example, can use the same method for their entire onboarding process if desired.

Access for Auditors

We’ve talked about how electronic employee files can make audits much easier for HR, but did you know that most auditors prefer a digital audit process as well? That’s because auditors can now review the files they need from anywhere.

Simply give your auditor limited access to the digital files they request. They’ll be able to access and review just the files you made available to them remotely. Auditors like it because they don’t have to travel and HR loves it because they don’t have auditors looking over their shoulder.

Start This Summer

Need a way to streamline audits? Start this summer! DynaFile is an HR filing system that makes audits easy. Keep track of files with audit reports, get forms renewed online, and give auditors remote access to the files they request.

Best of all, DynaFile allows your HR team to eliminate record silos and streamline filing across the entire department. Consolidate documents from paper, different offices, and various systems into one centralized, HIPAA compliant filing solution.

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