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Paperless Onboarding

Electronic Personnel File Project Brings Big Benefits to HR

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HR departments can combat file management challenges with an electronic personnel file project. Here are some of the benefits of getting rid of all that paper.

Elevate your HR efficiency with DynaFile's electronic personnel file solutions. Experience instant document access, streamlined audits, robust permission controls, seamless onboarding, and swift paper conversion. Revolutionize your HR process within 30 days. Request a free demo!

Human Resources staff have their hands full when it comes to managing all of the paper coming through the department. From onboarding paperwork to ongoing performance appraisals and other documentation that needs to be added to employee folders, there is no shortage of paper-pushing around this office.

Keeping employee files organized and secure, yet accessible can be a serious challenge when everything is on paper. To combat this, many companies are taking on an electronic personnel file project to take advantage of the many benefits of the cloud and digital files in general. Here are some of the things your HR team can look forward to with electronic personnel files.

Instant Access

Swimming through file cabinet drawers and digging through manila folders is no fun when you need to add or retrieve a document from an employee’s file. Doing the same with nested digital folders on a network share drive isn’t much better, either. Instead, look for an electronic filing system that is both a “cloud” and “indexed” solution.

A cloud filing system keeps your employee files stored securely online. This allows authorized staff from various offices to access the documents they need with no lag-time in between.

An indexed filing system automatically saves your files in the correct location. It does this by categorizing the files you add to the system with things like: Employee Status, Name, ID, Office Location, Department, Folder Section, Document Type, Expiration Date, etc. This means finding documents is extremely fast. Simply enter any of those pieces of information into the system’s Search Box to instantly bring back the documents you’re interested in.

Audit Reports

Keeping track of required and renewal documents in staff folders is nearly impossible on paper. All too often a document is misplaced, misfiled or simply missing! An electronic filing system can help your HR team be sure all employee folders are up-to-date with required documents. 

Simply run a File Audit Report for a spreadsheet of exactly who is missing what from their file. You can do the same for renewable documents based off of an expiration date. With reports like this, electronic filing systems can help take a lot of the stress out of an HR audit. This is another example of how an indexed system can come in handy.

If it’s a cloud system, you can even make the documents your auditor is requesting securely available to them online. This way, auditors don’t even have to come into the office to do their audits most of the time.

Permission Controls

Maintaining compliance with government regulations around managing employee files can be messy on paper. You’re required to keep files segmented into different folders, binders, drawers and cabinets. Luckily, with an electronic filing system, you can consolidate your files while maintaining compliance.

By using permission controls to segment access to your employee files, it’s easy to keep files stored together in the same system. Simply set up access rules so that only authorized staff can see sensitive forms like I-9’s or medical documents.

With an indexed system, you can take this further by giving Payroll access to just payroll files; or by giving location managers limited access to just certain documents in only their own staff’s folders. And, when your files are in the cloud, your teams can securely get to the files they need from anywhere at any time. 

Electronic Onboarding

When you’re managing your files electronically, it’s nice to be able to start that file without the need for any paper. Moving to an electronic onboarding process can start your employee files paperless from Day 1. 

New hires can review, complete and legally sign their onboarding documents online before their first day. Online forms, esignatures and digital workflows replace the traditional pen-and-paper process. Best of all, once everything is finished and signed, all completed onboarding documents are filed, creating the new electronic personnel file automatically.  

Automated Paper Conversion

If you’re looking to transform your existing paper files to electronic ones, you might consider a scan-to-cloud solution. These are cloud document management systems that include scanning automation tools to help convert your paper files fast. This can typically give you a shortcut to electronic personnel files if you are doing the conversion in-house.

You can also outsource the conversion of your paper files to a scanning or document imaging company. Most of these companies use similar scan-to-cloud solutions to help automate the conversion of your paper files.

Getting Started

If you’re interested in taking your HR department paperless, contact us today at DynaFile. Our electronic filing system is a unique paperless solution for HR. It is a HIPAA-compliant, indexed, scan-to-cloud document management system. By providing your team with the tools you read about above, you can take the entire HR department paperless in 30 days or less. Contact us today for a free demo!

HR Goes Paperless by Moving Onboarding and Filing to the Cloud

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Moving onboarding and file management to the cloud is a huge step towards a paperless HR department.

Discover the future of HR with DynaFile's cloud-based solutions. Transition to paperless onboarding, easily convert existing paper archives, and manage employee files effortlessly. Embrace a more efficient, cost-effective HR process. Request a free demo and transform your HR workflow today!

If your HR team is thinking about going paperless, you’re probably considering a host of software solution options. There are a number of ways to cut back on the amount of paper generating inside the HR department. With a lot of paper being created from the onboarding process, many companies like to focus their attention on new hires first.

If all new employees can start their file without the need for any paper, you’re off to a pretty good start! It can be a little more difficult to figure out how to get all of your existing paper converted to electronic format. Here’s how HR departments are using cloud solutions to move to a paperless onboarding process and take a shortcut to electronic employee files.

It All Starts with Onboarding

The onboarding process produces a lot of paper. Instead of presenting your new hire with a stack of paperwork to complete on Day 1, why not send them their onboarding packet beforehand? When you move your onboarding process to the cloud, your new employees can review, fill out and legally sign all of their forms before their first day in the office. This can significantly reduce stress for your new hires and allows them to hit the ground running on their first day. Best of all, completed onboarding forms can automatically create the new employee’s folder – no need to print, copy or scan paper.

Converting Paper in Bulk

Implementing a paperless onboarding process is a great start, but like many companies, you probably still have a hefty archive of paper files for active staff that should be converted to electronic format. The traditional scanning process is simply too time-consuming for a project of this size. Instead, utilize a scan-to-cloud solution help take a shortcut to electronic employee files.

Scan-to-cloud filing systems utilize scanning automation tools to help convert entire employee folders at once. Barcode Processing is a good method for doing this. Simply slip barcoded cover sheets in front of each section of the employee’s file and scan the entire thing into the system. The barcodes tell the system exactly how to parse the folder and file everything inside as it is scanned. This can help you convert and file an entire employee folder in under 2 minutes or so. 

Managing Files Going Forward

Now that you’ve converted your paper files and have implemented an electronic onboarding process, managing files from the cloud couldn’t be easier. You can scan paper or drag-and-drop digital documents directly into an employee’s electronic folder from anywhere. Document retrieval is also instantaneous from anywhere, at any time. Have an audit coming up? No problem! Use file audit reports to ensure all folders are up-to-date with required documents and give your auditor secure, remote access to just the files they request to see. You can even segment access for different roles and responsibilities so staff can only see the documents they are authorized to view in the system.

Getting Started

Taking HR to the cloud to go paperless is simpler than you might think. Paperless HR solutions like DynaFile provide a great option for companies to make a smooth transition to electronic employee onboarding and file management. Our scan-to-cloud system has been helping HR departments reduce costs and increase efficiency for over 17 years. Contact us a call today to learn more and to see a free demo!

Electronic Onboarding Starts Employee Files Paperless from Day One

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Why print and scan onboarding forms when your employee files can be electronic from the start?

Revolutionize your HR department with DynaFile's electronic onboarding, ensuring employee files are paperless from day one. Increase efficiency, maintain organization, and automatically generate employee folders, eliminating manual processes. Experience the future of HR with our demo today!

If you’re considering taking your HR department paperless, electronic employee onboarding is a great place to start. From general tax forms to company-specific forms and policy acknowledgements, we’ve all seen how much paper can be generated through the onboarding process.  

What makes it even more difficult is that the process is a always a little different for every company and typically also varies for different types of staff. This can make keeping onboarding forms organized and ready to be utilized almost as big of a challenge as getting all of that paperwork completed efficiently by new hires.

Finally, how do you avoid printing out completed onboarding packets just to create a paper file? Here’s how electronic onboarding can allow your HR team to save time and easily adopt an electronic employee file system.

Electronic Onboarding Saves HR Time

Instead of using traditional pen-and-paper forms for onboarding, many companies are switching to an electronic employee onboarding process. Instead of paper, HR teams can create online versions of all of their forms and save their different onboarding packets as templates. When a new employee is hired, simply email them the appropriate onboarding template to complete and electronically sign in advance of their first day; or allow them to complete it on a computer or tablet in the office. This makes it easy to keep your different onboarding packets organized and ready for action. 

Automatic Employee File Creation

A lot of companies are already able to handle a portion of their onboarding process electronically. Usually, a handful of tax forms can be completed electronically through your Payroll system. Unfortunately, many of these same companies wind up simply printing out these forms to store in a paper file for the employee. This prompts the question: Why print and scan onboarding forms when your employee files can be electronic from the start? With a true electronic onboarding process, you can get all of your forms completed and signed online – not just a handful of government issued tax forms. When the process is finished, your new hire’s folder can be automatically created from their completed onboarding forms with everything filed away inside. HR does not have to worry about naming files and finding the correct folder to save everything in.

Managing Employee Files Going Forward

Since your employee folders are created automatically from the onboarding process, you can start each employee with a paperless record from the day they’re hired. Going forward, though, there should never be a need to print something just to have to scan it back in to their folder. So, adding to employee folders and retrieving files going forward should be a quick, simple and secure process. An easy way to bring files in down the line is to simply drag-and-drop them into the employee’s folder. When you need to retrieve a file, a quick search by employee name, ID, folder section, document type, expiration date or other identifier brings back the files you’re looking for without having to manually find the folder and file.

Electronic employee files have a number of additional benefits like automated file audit reports, segmented access for different roles, secure online file sharing and much more. If you have an interest in taking your HR department paperless, give us a call today. DynaFile has been helping companies go paperless for over 17 years to increase efficiency, cut costs and provide a better experience for both new hires and the HR team. Our paperless solution allows you to take your onboarding process paperless to manage employee files easier from the moment staff are hired. Contact us for a free demo to learn more!

How to Take HR Paperless in 30 Days

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Paperless HR has become a popular topic lately and for good reason. Here’s how you can take your HR department paperless in 30 days.

Revolutionize your HR in just 30 days with DynaFile's paperless solutions. Experience instantaneous file access, efficient digital workflows, and integrated DocuSign features for seamless online forms and e-signatures. Transform HR processes and cut costs. Request a free demo and embark on your paperless journey!

The advantages of electronic employee files are clear: instant access, faster filing, easier management across locations, enhanced security, powerful audit reporting, streamlined form-filling and esignature processes, and much more.

Although the benefits are huge, taking the department paperless can seem like a daunting task to a lot of HR directors, but it doesn’t have to be! There are paperless HR solutions that can help automate the conversion of paper to electronic employee files and replace paper processes like onboarding with highly efficient digital workflows. Best of all, a good solution is designed to get your team there FAST.

Here are a couple of things to look for in a paperless HR solution.

Convert Paper Files Fast

A good paperless HR solution will include a practical way for you to quickly convert your existing paper files to electronic employee files. Barcode Recognition is an example of a useful method for converting an entire employee folder at once. Barcoded separator sheets are used to split the folder down into it’s different tabs or sections before scanning. You can then scan the entire folder at once and the system will know exactly how to file everything inside.

If internal resources are slim, you can always consider using a scanning service company to do your initial back-file conversion for you as well.

Access Files Instantly

Once your files are in electronic format and being stored in the system, it is essential that they are easy to retrieve. This is actually one of the most overlooked pieces of the puzzle. There are many solutions out there that can convert your files for you, but you may run into trouble down the line trying to find them.

A good recommendation is to look for an indexed filing system. Instead of finding the correct folder to save documents in and then later having to find that folder again to retrieve them, indexes are used to categorize documents. The system will use this index information to automatically file your documents in the correct location. You can then search for documents based on those index values like: Employee Name, ID, Status, Department, Location, Folder Section, Document Type, Expiration Date, etc.

This also makes it easy to report on required or expiring documents in employee folders; or segment access to files depending on things like the employee’s department, location and folder section.

Replace Paper Forms

With a paperless HR office, you shouldn’t have to print out forms just to scan them back in later. Instead, your HR team can replace many of their pen-and-paper processes with online forms, electronic signatures and digital workflows.

Paper-intensive processes like employee onboarding can now be done in the cloud with no need for paper generation. New hires can review, complete and legally sign their onboarding documents online before their first day; or on a tablet or computer in the office. The best part about moving your forms to the cloud, though, is that you are not limited to just onboarding documents.

You can use the same process for just about any type of form you might need to get filled out and signed. Once finished, all completed forms are automatically published in the employee’s folder alongside the rest of their files. 

Taking HR paperless is easy when you have the right partner to help you get there.

DynaFile has been helping companies go paperless for over 17 years to achieve a higher level of organization and cut costs. Our unique paperless HR solution includes scanning automation tools like Barcode Recognition and Batch Processing to make converting paper files a quick process – or use or scanning partner to get the job done for you.

Going forward, DynaFile’s powerful cloud document management system ensures files are always secure and instantly accessible. Best of all, DocuSign integration can replace all of your pen-and-paper processes with online forms and esignatures so there is no longer a need to print and scan.

Want to learn more about taking your HR department paperless in 30 days? Contact us today for a free demo for your team.

Three Steps to Ease the Transition to an Electronic Filing System

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Switching to an electronic filing system can help streamline the entire office. Here’s how to get there!

Embark on a smooth transition to electronic filing with DynaFile. Identify goals, explore tailored solutions, and choose the best fit to address office challenges. With over 17 years of expertise in paperless solutions, DynaFile ensures streamlined operations. Discover how to revolutionize your filing in just 30 days with our complimentary Paperless HR Guide.

Going paperless is a big step for your organization. Making a switch to an electronic filing system can save time, money and space at your office. Some benefits include instant file access, the ability to report on files that might be missing or expired, enhanced security, and simpler audits. Moving from paper to an electronic filing system does not have to be a challenge, though.

The transition to a paperless system can be made a lot easier by following a few simple steps:

1. What are our goals?

Meet with your team to discover the most pressing challenges they are facing right now. Is your running out of space to store paper? Is the actual creation of paper documents in the first place the main issue? Your goals should be to alleviate the main pain points your team is experiencing.

2. What are our possible solutions?

Now that you have a good understanding of the areas your team is struggling in, it’s time to start exploring possible solutions to achieve your goals. It’s important to know what types of benefits different software and systems can bring to your team. For example, you might consider an electronic filing system with scanning automation tools to digitize all of your existing files and free up office space. Or, you might look at a esignatures and paperless workflows to eliminate the creation of paper files in the first place.

3. What is the best solution for us?

Once you understand the types of solutions that can help you achieve your goals, it’s time to shop! There are bound to be more than one option for just about any goal you are trying to achieve. When considering different solutions, keep your top goals in mind. Some solutions may solve multiple problems for your team and others may only an answer to one pain point. 

Getting Started

If you would like to learn more about going paperless in your office, DynaFile can help! Our electronic filing solution has been helping companies go paperless to achieve a higher level of efficiency for over 17 years. Give us a call to see how you can take an entire department paperless in 30 days or take some info to-go with our complimentary Paperless HR Guide. 

Paperless Onboarding: Hiring for the Future

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Paperless onboarding can significantly reduce stress and free up time for both new hires and HR staff.

Unleash the future of hiring with paperless onboarding. Streamline the hiring process, reduce stress for HR and new hires, and ensure legality with electronic documents and signatures. Imagine hiring without the hassle of paperwork! Dive into a more efficient onboarding experience and discover how you can reclaim hours of work each week. Interested? Contact us now for a free demo and embrace the future!

Hiring can be one of the most complicated parts of running a business. There’s so much paperwork. There are applications, tax forms, and numerous things to sign. Can you imagine what it would be like to hire someone without creating or processing a single sheet of paper? It is possible! Paperless onboarding is no longer a dream, it exists. Here are a few notes.

Electronic documents

Of course, with paperless onboarding, everything happens online. You’ll have to upload all of your forms and files once, but once everything’s there, you won’t have to worry about it anymore. There is even software to help you digitize your forms. Even if you’re only using paper right now, you can upload a scan of a form, and then replace fields with digital input boxes. Fields can even be validated, just like on a website. Everything is done online, which means new hires can review, complete and sign everything before their first day. This can significantly reduce stress for your new hire as well as HR staff. 

Signatures

You may be wondering about how employees will sign all of the forms. There are, of course, numerous places where employees are expected to sign, and the law requires it. The good news is that electronic signatures can be used to sign all of their onboarding forms without the need for any printing, copying or scanning.

It’s legal

Any HR employee’s biggest fear is getting in trouble with the law, but as long as you go through a reputable company, the entire process is legal. The law makes allowances for paperwork to be done online, and in this case, everything is just as official as if it were done in person. 

Learn More

With the proper use of a system like this, you could eliminate entire filing cabinets from your office, and dozens, if not hundreds, of hours of work per week. If you’re interested in learning more, please contact us for a free demo.