Paperless Onboarding

Paper files are inherently tough to deal with. They take up a ton of space in the office, they are nearly impossible to find when you need them, and they can take up a majority of staff’s time to manage and keep organized.

Due to the numerous inefficiencies involved with handling paper documents, many Human Resource departments are switching to electronic personnel files. The challenge is coming up with a paperless solution that will work for you and your HR team.

Here’s how to have a success HR scanning project.

1. Is Paperless HR Right for Us?

The first step in your HR scanning project is to ensure that electronic personnel files will indeed be a good fit for your organization. Discuss with your team to find out what both your short-term and long-term goals are for the department. Most businesses find that they can benefit from updating their existing administrative strategies in HR. Companies that can benefit the most have:

• Paper filing system or network file share
• High turnover or rapid expansion
• Multiple office locations or remote staff
• Frequent audits on employee files
• Annual acknowledgements or contracts

If your company fits into one of the categories above, it is a good bet that electronic personnel files will be an improvement for your team. Continue on to the next section for step 2 of a successful HR scanning project. 

2. Decide on a Practical Paperless Strategy

Once you’ve decided that going paperless will help streamline your HR department, it is time to come up with a practical strategy to get you there. Your HR scanning project can easily get out of hand without a proper plan in place. It is a good idea to discuss the goals of your department with your HR team to come up with an appropriate scope for your project. Here are some important questions to consider when taking your HR department paperless. Once you have a good idea of the scope of your HR scanning project, it is time to move forward with a software solution.

3. Choose an Appropriate Software Solution

Converting your paper to electronic personnel files can be time-intensive. A practical HR scanning strategy will help your team move through the process more efficiently, but paperless HR software can help make the transition easier as well. Once in digital format, you will need a storage and management solution for your new electronic personnel files. When considering different paperless HR solutions, it is important to think about what system will allow you to manage your files easily, but also help you get your files into the system with little stress. Some HR file management software include scanning automation tools to help you convert your paper files quicker and get them into the system easier. 

More Information on Taking HR Paperless

Learn more about taking your HR department paperless below. Our complimentary Paperless HR Guide has a few tips and tricks for running a success HR scanning project.

If you would like to learn more about taking your HR department paperless, please contact us today at DynaFile. Our paperless HR solution has been helping companies operate more efficiently for over 15 years. With DynaFile, you can take the entire department paperless quickly and easily for immediate file retrieval, segmented access and audit reporting. Best of all, you can take all of your pen-and-paper processes like employee onboarding completely electronic as well so there is no longer a need for any paper generation. Contact us today for a free demo!

Did you know that a recent study by ADP found that only 9% of managers are happy with their organization’s onboarding process? That is a dismally low figure from those interacting with your staff on a day-to-day basis. If 91% of managers are unhappy with your onboarding process, just think of how your new-hires feel. The question is, “How can we improve our onboarding process?” The answer may lie with a paperless onboarding solution.

Going paperless improves the onboarding experience.

“The first days and weeks on the job for new employees are crucial and make or break a new employee’s impression on whether or not they want to stay. It is both an exciting and stressful time. The last thing a new hire wants to do is sit in isolation, wading through mounds of paperwork.” – Anna Carsen, ADP. Think back to your first day on the job and I’m sure you will agree with Anna. No new employee wants to waste their first day with a stack of relentless paperwork. The good news is, with a paperless onboarding process, your new staff can review, fill out and legally sign all onboarding documents online BEFORE their first day on the job. Your new hires show up on Day 1 ready to join the team and hit the ground running. Don’t stifle their enthusiasm with a day full of paper-pushing.

Paperless onboarding saves a ton of time for HR.

Assembling paper onboarding packets can be a real chore. It involves a lot of printing, copying, scanning, stapling and review before all is said and done. If your organization has a high turnover rate or is growing quickly, using this paper onboarding process can be incredibly tedious. With a paperless onboarding process, your HR team will have templates for all of your different onboarding packets ready to go. When a new employee is hired, HR simply has to select the appropriate onboarding packet and enter the new-hire’s name and email address. Workflow and routing for the packets can even be built directly into those onboarding templates so you know the appropriate people have always reviewed the information they were supposed to. Best of all, completed and signed onboarding documents are automatically filed in that new employee’s folder automatically.

Learn more about paperless onboarding.

If you would like to learn more about improving your onboarding process, contact us today. DynaFile has been helping HR departments operate more efficiently for over a decade. Our paperless onboarding solution gives your new hires a easy experience and can save your HR team a ton of time. Please give us a call today to see a free demo.

Hiring’s a tricky business. There is a delicate balance between getting someone that is perfectly qualified for the position and making sure that person is secure and happy in their new role. This predicament is all too clear in a recent study showing that more than half of new-hires that leave their job will do so within the first year. So, the question becomes, how does the company better retain employees? Or, at the very least, how to make HR as efficient as possible in dealing with turnover? Here are a few ways moving to an electronic onboarding process can help.

Improve employee retention with electronic onboarding.

The onboarding process is one of your new employee’s first experiences with your company – so, let’s make it a positive one! Having a well-defined onboarding process in place will help your new-hire feel at ease and give them confidence that they have joined a modern company that values efficiency and progress. Electronic onboarding solutions also help your new employee move through their packet easier. Information that they have already entered will be auto-completed on forms that come later on in the onboarding packet. Not only does this save a ton of time and effort for your new-hires, but it also cuts down on typos as they only have to enter important information like their address and SSN one time.

Electronic onboarding helps HR manage high turnover.

In certain industries like Retail, Leisure, Transportation and Temporary Staffing; high turnover can be something that is hard to avoid. For HR departments in these areas of business, an efficient electronic onboarding process is essential. The most important thing to avoid are redundant tasks that your Human Resources team typically does every time a new employee is hired. Electronic onboarding systems allow you to create templates for your different onboarding packets. When it is time to onboard a new employee, simply select the appropriate onboarding template, enter your new-hire’s name and email address – and you’re done. Your new employee can review, fill out and sign everything paperlessly from their desk, in your office, on a tablet or even from home (before their first day on the job). 

Implementing electronic onboarding is easier than ever.

Getting started with electronic onboarding is a quick and simple process. Paperless HR solutions like DynaFile combine employee file management with electronic onboarding. So, once your new-hire’s onboarding packet is completed, it is automatically filed in their digital folder. Best of all, onboarding templates can be sent out time and time again so HR no longer needs to waste time copying, scanning, faxing and mailing documents.

Want to learn more about switching to an electronic onboarding process? Contact us at DynaFile today. Our robust HR solution has been helping companies go paperless and improve efficiency for 15 years. Contact us for a free demo!

One of the greatest ways to inspire a new employee is by giving them an incredible onboarding experience. The reason for any electronic onboarding program is to welcome them to your place of business, get them “papered up” and assist them in becoming acclimated to their job as effortlessly as possible.

Employees who have received a smooth onboarding process will feel more confident about joining the team on their first day. They feel more connected to their colleagues and to the company itself. By employing an online onboarding solution, companies can pre-board their new hires, receiving all of their completed and signed documentation ahead of time. This allows new hires to hit the ground running with their team on the a first day at work instead of stressing over a stack of paperwork. 

Online Onboarding Saves Time

There is nothing worse than starting a new position with all of the excitement in the world and then arriving on your first day to – an enormous stack of onboarding paperwork. It is the reality at many workplaces, but it doesn’t have to be. Online onboarding can save your HR staff and new hires a ton of time. Instead of filling out all of their paperwork on day 1, your new employees can complete and legally sign everything online before their first day. Here are some time-savers of onboarding online:

• Onboarding templates let you create a template for your entire onboarding packet. When it is time to onboard a new hire, simply select the appropriate onboarding packet, enter their name and email address and you’re done!
• Online onboarding templates allow for auto-completion. Start your onboarding packet with an Employee Data Sheet to capture all of the annoying-to-enter information like the new hire’s address, SSN, etc. You can set up your templates so that this information is only required once and will be auto-completed on all subsequent forms in the packet – cutting down on typos significantly.
• Onboarding templates allow you to lock down required information. New hires will not be able to complete their onboarding packet until all required information is filled out. Now HR will never again have to worry about tracking down staff with incomplete onboarding information.
• Online onboarding templates let you include a space for a signer attachment or required link. By adding a “signer attachment” to onboarding documents like your Direct Deposit Form, new hires can upload a copy of their voided check or photo ID as they go through their onboarding packet. A “required link” can also be added to documents like your Handbook Acknowledgement. The new hire will be required to click on the link and view the digital version of your employee handbook before signing off.
• Online onboarding packets can be routed automatically. Routing and workflow for online onboarding packets can be dialed in as part of the template. So, when you onboard a new employee, you can automatically have the packet sent to the new hire, then to Payroll, back to HR and then filed away.

If you are looking for an online employee onboarding solution, contact us today at DynaFile. We have been helping HR go paperless for 15 years. Our scan-to-cloud software provides a quick and easy way to convert your existing paper files to electronic format while our paperless onboarding solution lets your office stop generating paper from day one. All of your files are easily manageable from the DyanFile cloud, providing secure, instant access to the documents your staff needs on a daily basis. Give us a call today for a free demo!

Traditionally, HR has been a department that generates and stores an enormous amount of paper.  Between hiring, firing, training, and managing employees – and retaining documentation on all of the above – HR has had an ever-increasing amount of paper work to deal with. But advances in technology have enabled easier and more reliable ways to capture and retain the needed documentation. One of the areas that can most benefit from a paperless system is your onboarding process.

Having a formal employee onboarding procedure serves several purposes, not the least of which is ensuring that all incoming employees receive specific information on certain federal, state, and company regulations and policies. For example, FMLA-covered employers are required to train new hires on their rights and responsibilities under the FMLA. But along with providing the information, it is equally important that employers be able to prove that such training was provided, especially in the event of a lawsuit filed by a disgruntled former or current employee.

Fortunately, implementing a paperless onboarding system can improve both the efficiency and reliability of your onboarding process. Rather than tying up one or more of your HR staff printing and/or gathering all needed forms, and then spending hours reviewing them with the new hire, you can instead send the documents to the new hire to complete prior to the first day of work, so the employee is ready to hit the ground running. The system can make sure all needed forms are completed so your staff won’t have to spend valuable time later tracking down the new hire to obtain a missed signature. And electronic onboarding eliminates the need for tedious filing – the system will automatically place the documents in the employee’s personnel file once they have been completed.

But an even bigger advantage of an electronic onboarding system is the ease with which documents can be retrieved when needed. Instead of having to sift through file cabinets full of personnel files, hoping the one you are looking for hasn’t been misfiled or lost, you can simply type in the employee’s name and view all the information you need. You will be especially appreciative of this convenience should you ever need to collect employment documentation for an unemployment hearing, EEO audit, or legal proceeding!

For more information about how converting to a paperless onboarding system can benefit your HR department, contact us today. DynaFile is a paperless employee onboarding solution that helps Human Resources operate more efficiently. New hires can review, fill out and legally sign all onboarding documentation completely digitally before their first day in the office. They can even attach supporting documentation like a voided check for direct deposit or a photo ID. Contact us today for a free demo!