Top Header bar

(888) 510-3453 [email protected] DEMO DYNAFILE

DynaFile

Scan to Cloud HR Document Management Solutions

Paperless Onboarding

How to Simplify Your HR Document Management System with DynaFile and PandaDoc

by

Automate your HR workflows with DynaFile and PandaDoc

Streamline Hiring, Onboarding, and Compliance with an Automated HR Document Management System

“According to research by Deloitte, HR staff spend as much as 57% of their time on administrative tasks, leaving little time for more strategic work.”

If your HR department is still drowning in paperwork, uploading PDFs by hand, or hunting through folders before an audit, it’s time to reconsider your workflow.

Manual processes don’t just waste time—they create risk. The good news? There’s a better way.

With the plug-and-play integration between DynaFile and PandaDoc, you can create a streamlined, automated HR Document Management System that eliminates paperwork, boosts compliance, and gives your HR team valuable time back.

Why Manual HR Workflows Are No Longer Sustainable

The Problem: Too Much Admin, Not Enough Strategy

Even with a growing number of HR tools available, many organizations still depend on outdated processes to manage:

  • New hire paperwork
  • Benefits forms
  • Performance evaluations
  • Policy acknowledgments
  • Compliance documentation

These tasks are tedious and repetitive. And for remote or hybrid teams, they can be nearly impossible to manage efficiently.

A better system isn’t just a convenience—it’s a necessity.

The Solution: A Fully Integrated HR Document Management System

DynaFile + PandaDoc = End-to-End Automation

This integration connects two best-in-class platforms to deliver an easy-to-use, cloud-based solution for every step of the employee lifecycle.

Here’s what that looks like:

  • Build & Send with PandaDoc
    Create custom HR documents using PandaDoc’s dynamic templates—from offer letters to onboarding workflows.
  • Get Secure eSignatures
    Employees can fill and sign from anywhere, on any device. Forms are legally compliant and fast to complete.
  • Auto-File in DynaFile
    Once completed, documents are automatically routed to the correct employee folder in DynaFile—no uploading required.
  • Stay Audit-Ready
    With built-in HR compliance features, DynaFile alerts your team when documents are missing or expiring, keeping you prepared at all times.


Real Results: 100% Filing Efficiency at Paul Mitchell School

When the team at the Paul Mitchell School of Rexburg, ID sought to modernize its HR document process, they implemented DynaFile with PandaDoc—and the results were immediate.

“Having PandaDoc automatically import signed forms [into DynaFile] has been amazing. This saves us a ton of time.”
– Lindsey Yearsley, Financial Aid Leader

After adopting the integrated system, the team saw a 100% increase in filing efficiency. Their staff now benefits from remote access, automated workflows, and streamlined document management for education.

Visual Walkthrough: See It in Action

Here’s how your workflow looks with the integration in place:

1. Build & Send in PandaDoc

Use the dashboard and templates to send custom HR documents fast.

Build & Send in PandaDoc

2. Add Smart Fields

Drag and drop fields like name, date, and signature for seamless completion.

Add Smart Fields

3. Automatically File in DynaFile

Signed forms are instantly filed in the employee’s folder—secure, searchable, and organized.

Automatically File in DynaFile

It’s a complete HR Document Management System that reduces workload and increases confidence.

Why This Matters Now

HR teams are doing more with less. Whether you’re managing hiring, compliance, or HR onboarding document management, manual processes are no longer sustainable.

The DynaFile + PandaDoc integration offers an intuitive, reliable way to simplify operations, automate document workflows, and support a growing workforce without increasing administrative burden.

DOWNLOAD THE WHITEPAPER

Ready to Eliminate the Paper Chase?

If your HR department is ready to move faster, stay audit-ready, and reduce administrative drag, it’s time to go paperless.

Schedule a demo with DynaFile and discover a better way to manage HR documents from day one.

HR Playbook: A Winning Strategy to Enhance Remote HR Operations with Cloud Workflows

by

How HR Teams Can Improve Efficiency, Compliance, and Security with a Cloud-Based Employee File Management Software

HR Playbook: A Winning Strategy to Enhance Remote HR Operations with Cloud Workflows

The shift to remote and hybrid work has completely transformed how HR departments operate. As a result, managing employee files, ensuring compliance, and facilitating collaboration have become increasingly complex. Unfortunately, traditional filing systems and paper-based processes simply can’t keep up with these demands.

Therefore, to stay ahead, HR leaders must implement cloud workflows that provide secure, efficient, and scalable solutions for managing employee records. An advanced HR document management system—like DynaFile’s cloud-based solution—can revolutionize employee file management software, making remote HR operations smoother than ever.

Why Cloud Workflows Are Essential for Remote HR Teams

HR professionals handle a high volume of employee records management software, from onboarding documents to performance reviews, compliance paperwork, and benefits forms. Without a doubt, a centralized online document storage system is essential for tracking, updating, and securing these records remotely.

So, what’s the solution? Cloud workflows address these challenges in several ways:

1. Seamless Access to Employee Documents Anytime, Anywhere

Cloud-based employee document management software ensures that location constraints are no longer an issue. In fact, HR teams can securely store documents online, access them remotely, and collaborate on employee records in real-time. This means no more waiting for files to be emailed or digging through outdated document filing systems.

Learn more: Cloud Workflows for HR

2. Secure File Sharing for HR and Compliance Teams

Security is a top priority when handling sensitive employee records. Because of this, DynaFile’s secure file sharing feature ensures that only authorized personnel can access or modify specific files. More importantly, with customizable access permissions, HR teams can confidently share employee documents with managers, auditors, and compliance officers—all while minimizing the risk of unauthorized access.

Learn more: Secure File Sharing

3. E-Signatures for Faster HR Approvals

Traditionally, remote HR teams have struggled with delays in paperwork approvals. However, with electronic filing system capabilities like e-signatures, documents can now be signed digitally in minutes. Whether it’s an employment contract, performance review, or benefits enrollment form, employee file folders can be updated in real-time without needing physical paperwork.

Learn more: Electronic Signatures for HR

4. Automated Document Scanning and Filing

Handling paper-based records is inefficient, especially in a remote setup. For this reason, advanced document scanning technology enables HR teams to digitize files and automatically categorize them into an indexed filing system. Instead of manually sorting through stacks of paperwork, HR professionals can instantly retrieve any record using digital document filing and cloud document storage.

Learn more: Scanning Automation with DynaFile

5. Version Control for Compliance and Audits

One of the biggest challenges in human resources document management software is keeping track of file updates. Thankfully, DynaFile’s version control feature ensures that previous document versions are securely stored and easily retrievable. This is especially crucial for compliance audits, as HR teams must demonstrate accurate record-keeping.

Learn more: Version Control for HR

The Competitive Edge of HR Cloud Workflows

By integrating employee file management software into your HR tech stack, you can:

  • Boost Efficiency: Reduce administrative tasks and streamline document workflows.
  • Enhance Security: Ensure compliance with data protection laws through encrypted employee records management software.
  • Improve Employee Experience: Make remote HR processes seamless and accessible.
  • Ensure Compliance Readiness: Maintain a digital audit trail with an organized HR electronic document management system.

Ready to Modernize Your Remote HR Operations?

If your HR team is still relying on outdated paper files and fragmented systems, now is the time to upgrade. A cloud-based HR file management software solution like DynaFile simplifies employee document management systems, so your team can focus on what really matters most—people.

Want to see how it works? Schedule a demo today!

Mastering Onboarding: How Cloud-Based HR Filing Systems Create Seamless Workflows

by

Tap into the efficiency of cloud-based HR filing systems to streamline onboarding, automate workflows, and create a seamless start for your new hires.

Mastering Onboarding: How Cloud-Based HR Filing Systems Create Seamless Workflows

Setting the Stage for Onboarding Success

Onboarding is your opportunity to set new hires up for success. A well-organized process builds confidence, boosts productivity, and fosters long-term engagement. But outdated manual processes—like stacks of paperwork or clunky systems—can create unnecessary delays, errors, and stress for both employees and HR teams.

Cloud-based HR filing systems offer a modern solution. By automating workflows, centralizing documents, and ensuring compliance, these systems simplify onboarding and improve employee retention. Whether you’re in education, healthcare, retail, or manufacturing, digital systems help HR teams streamline workflows and reduce administrative burdens.


What Is a Cloud-Based HR Filing System?

Cloud-based HR filing systems securely centralize employee records, automate workflows, and scale your organization’s growth. By replacing manual processes, these systems:

  • Save time with automated onboarding workflows.
  • Provide secure, centralized access to documents.
  • Support paperless processes with tools like e-signatures.

With everything in one place, HR teams can focus less on paperwork and more on delivering a seamless onboarding experience.

Why Streamlined Onboarding Matters

1. Pre-boarding: Start Before Day One

Pre-boarding—starting the onboarding process before a new hire’s first day—sets the stage for success. Employees can:

  • Review, complete, and legally sign paperwork online.
  • Learn about company policies, goals, and expectations in advance.
  • Reduce first-day stress and feel confident from the start.

For HR teams, automating pre-boarding tasks frees up time to focus on strategy while employees enjoy a smooth, welcoming experience.

2. Boost Employee Retention

A streamlined onboarding process improves new hire retention by up to 82% and boosts productivity by over 70% (Brandon Hall Group). Employees who feel supported and engaged early on are more likely to stay long-term.

3. Ensure Compliance

Handling sensitive employee documents comes with responsibility. Regulations like HIPAA, GDPR, and FERPA require strict processes to safeguard data. Cloud-based systems:

  • Automate retention schedules to meet legal requirements.
  • Securely store sensitive records.
  • Generate audit trails for easy accountability.

Key Features That Simplify Onboarding

The best cloud-based HR systems include tools that streamline every step of onboarding:

  • Automated Workflows: Assign tasks, send reminders, and collect forms without manual effort.
  • Centralized Document Storage: Keep all records organized and accessible in one secure location.
  • Advanced Search Capabilities: Find documents instantly by name, role, or date.
  • Role-Based Access: Control who can view or edit sensitive information to ensure compliance.
  • System Integrations: Seamlessly connect with payroll, benefits, and HR systems for a unified process.

These features reduce administrative stress and create a smoother onboarding experience for HR teams and new hires alike.

Who Benefits from Streamlined Onboarding?

Cloud-based HR filing systems adapt to the unique needs of industries across the board:

  • Education: Onboard faculty, staff, and students while ensuring compliance with FERPA regulations. Manage credentials, contracts, and academic program paperwork seamlessly.
  • Healthcare: Streamline onboarding for nurses, physicians, and medical residents in teaching hospitals. Easily track certifications and maintain HIPAA-compliant data security.
  • Retail and Hospitality: Efficiently handle seasonal hires and deliver consistent onboarding experiences across multiple locations.
  • Manufacturing and Logistics: Automate compliance documentation and onboarding for production teams while managing OSHA safety records.
  • Legal and Finance: Simplify workflows for compliance-heavy roles and protect sensitive data with secure access controls.

From large enterprises to growing organizations, cloud-based systems offer the flexibility to scale as your workforce expands.

How to Get Started: Implementing a Cloud-Based System

Ready to streamline your onboarding process? Start here:

  1. Assess Current Workflows: Identify bottlenecks and repetitive manual tasks.
  2. Digitize Paper Records: Convert existing documents into searchable, organized digital files.
  3. Automate Workflows: Use tools to manage document submissions, approvals, and compliance tasks.
  4. Train Your Team: Provide training to ensure smooth adoption and usage.
  5. Monitor and Improve: Gather feedback and analytics to continually optimize the onboarding process.

A clear, step-by-step approach ensures a smooth transition to a digital system.

The Benefits of Cloud-Based Onboarding

When you invest in a streamlined, cloud-based onboarding system, your organization will see tangible benefits:

  • Save Time: Eliminate paperwork delays with automated processes.
  • Ensure Compliance: Stay audit-ready with retention tracking and secure storage.
  • Increase Retention: Engage new hires early, reducing turnover rates.
  • Scale with Ease: Adapt your system to meet growing workforce demands.

Onboarding That Works for Today’s Workforce

Onboarding doesn’t have to be stressful—for HR teams or new employees. By implementing a cloud-based HR filing system, you can simplify workflows, reduce errors, and deliver a welcoming experience for every new hire.

Whether you’re onboarding faculty, healthcare professionals, or seasonal staff, streamlined onboarding ensures efficiency, compliance, and long-term success.

Ready to transform your onboarding process? Schedule a demo and learn how cloud-based systems can simplify your workflows today.

Top 5 Features You Need in Your HR Document Management System for 2025

by

Future-Proof Your HR Team: Discover the Must-Have Features of a Modern Document Management System for 2025

Top 5 Features You Need in Your HR Document Management System for 2025

As we approach 2025, HR professionals are under more pressure than ever to streamline processes, ensure compliance, and create efficient systems that support their organization’s growth. A modern HR document management system is no longer optional—it’s a critical tool for success.

Here’s a closer look at the top features every HR team needs to future-proof their document management strategy and set their organization up for success in the coming year.


1. Cloud-Based Centralized Storage

Gone are the days of filing cabinets and scattered digital folders. A cloud-based HR document management system offers a centralized hub for all employee records. With secure, scalable storage, your team can quickly retrieve important files, regardless of location.

Why It Matters:
Hybrid and remote work environments demand seamless access to records. Centralized storage eliminates time wasted searching across multiple systems, ensuring your HR team stays productive and responsive.

2. Automated Compliance Tools

Navigating regulations like HIPAA, FERPA, and GDPR can be daunting. Built-in compliance features, such as automated retention schedules and detailed audit trails, take the guesswork out of recordkeeping.

Key Retention Requirements:

  • EEOC: Retain employment records for at least one year after termination.
  • FLSA: Keep payroll records for three years.
  • OSHA: Maintain workplace injury records for five years.

Why It Matters:
Automating compliance ensures your organization avoids costly fines and stays audit-ready without manual tracking.

3. Advanced Search and Indexing

Imagine searching for a specific employee file and finding it within seconds. Advanced search capabilities, combined with metadata tagging, make this a reality. Search by employee name, document type, or date with ease.

Why It Matters:
Studies show employees can spend an average of 2 hours per day searching for documents. An efficient search tool saves HR teams significant time, allowing them to focus on more strategic initiatives.

4. Role-Based Access Control

Protecting sensitive employee information is a top priority, especially as data privacy regulations become stricter. Role-based access permissions ensure that only authorized personnel can view specific records, safeguarding confidential data.

Why It Matters:
Complying with data protection laws like GDPR and HIPAA requires secure systems. Role-based access minimizes the risk of breaches and ensures compliance with privacy standards.

5. Workflow Automation

From onboarding to performance reviews, HR workflows can be time-consuming. Automating these processes eliminates redundancies and ensures consistency across your organization. For example:

  • Collect and store new hire paperwork digitally.
  • Automatically notify HR staff when retention periods expire.
  • Streamline approval processes for performance reviews.

Why It Matters:
Workflow automation saves time and reduces the risk of errors, empowering your HR team to focus on strategic goals.

How Technology Elevates HR Records Management

Modern employee file management systems, like DynaFile, offer all these features and more. By integrating advanced technology into your records management strategy, you can:

  • Enhance Efficiency: Automate repetitive tasks and save hours each week.
  • Boost Compliance: Meet regulatory standards effortlessly with built-in retention policies and audit trails.
  • Scale Seamlessly: Adapt your system as your workforce grows, ensuring long-term efficiency.

Next Steps: Build Your Future-Ready HR System

As 2025 approaches, it’s time to evaluate your current HR document management system. Does it provide the tools you need to succeed in today’s fast-paced business environment? If not, consider upgrading to a modern solution that empowers your team to work smarter, not harder.

Ready to transform your HR processes? Schedule a demo and learn more about DynaFile’s Solutions.

Is Your Healthcare Document Management Up to Par?

by

Revolutionizing Healthcare Document Management with DynaFile: A Game Changer for the Industry

Is Your Healthcare Document Management Up to Par

Efficiency, accuracy, and compliance are paramount in the fast-paced healthcare industry. The complex web of patient records, staff documents, and regulatory requirements can be overwhelming. However, DynaFile, a leading healthcare document management solution, offers a comprehensive answer to these challenges.


Streamlining Document Management in Healthcare

The healthcare sector deals with vast amounts of sensitive information, from patient records to staff credentials. Manually managing these documents is time-consuming, prone to errors, and potentially risky regarding compliance with regulations like HIPAA. DynaFile addresses these challenges head-on with its advanced healthcare document management system.

Seamless Integration with EHR and EMR Systems

One of DynaFile’s standout features is its ability to integrate smoothly with existing Electronic Health Records (EHR) and Electronic Medical Records (EMR) systems. This integration ensures that all medical documents are housed in a centralized, secure location, accessible only to authorized personnel. With DynaFile, healthcare providers can effortlessly sync patient records, medical histories, and treatment plans, minimizing the risk of misplacing critical documents or unauthorized access.

HIPAA Compliance at the Core

Patient data privacy is non-negotiable in the healthcare industry. DynaFile is built with robust security features that ensure compliance with HIPAA regulations. These features include secure digital storage, controlled access, and encryption that safeguards patient information. By automating document management processes, DynaFile reduces human error and the likelihood of data breaches, giving healthcare providers peace of mind.

Enhancing Efficiency with Custom Workflows and Cloud-Based Access

Efficiency is key in any healthcare setting, where time is often of the essence. DynaFile boosts productivity by streamlining document workflows, eliminating manual processes, and offering cloud-based document access. Whether onboarding new staff, managing patient records, or handling compliance documentation, DynaFile’s customizable workflows ensure that the proper documents are available at the right time.

Simplified Record Handling

Healthcare organizations often struggle with the sheer volume of records that need to be maintained, updated, and retrieved regularly. DynaFile’s efficient search options allow users to locate documents quickly, saving valuable time. This feature is particularly beneficial in high-pressure environments where rapid access to information can make a significant difference.

Tailored Solutions for Health Education Document Management

DynaFile isn’t just a solution for hospitals and clinics; it also offers unparalleled benefits for learning hospitals and medical training centers. Managing records for students, faculty, and staff, along with streamlining onboarding and admissions processes, can be daunting. DynaFile’s health education document management system is designed to simplify these processes, ensuring that educational institutions can focus on what matters most—training the next generation of healthcare professionals.

Supporting Health Career Training Centers

Health career training centers require a specialized approach to document management. DynaFile’s system is customizable, making it suitable for all teaching hospitals, from small medical training programs to large academic medical centers. By automating administrative tasks, DynaFile helps these institutions improve efficiency, ensure compliance, and maintain organized, up-to-date records.

Why DynaFile is the Best Choice for Healthcare Document Management

Choosing the right document management system can dramatically impact a healthcare organization’s productivity, compliance, and patient care quality. DynaFile stands out as the go-to solution for several reasons:

  1. Customizable Workflows: Tailor document management processes to fit your organization’s unique needs, whether you’re a small clinic or an extensive hospital network.
  2. Integration with Existing Systems: DynaFile integrates with existing EHR/EMR software, enhancing rather than replacing your current systems.
  3. Cloud-Based Access: Access documents securely from anywhere, improving collaboration and response times in patient care.
  4. HIPAA Compliance: Protect patient data with advanced security features that meet all regulatory requirements.

Success Stories: The Impact of DynaFile in Healthcare

Research shows that implementing an effective document management system like DynaFile can significantly reduce administrative costs and improve operational efficiency.

Dive into an insightful case study to discover how BioTelemetry, a global leader in remote monitoring technology, conquered its HR challenges with DynaFile’s robust document management system. Learn how they transformed their inefficient file management into a streamlined, secure system that enhanced their operational efficiency and paved the way for substantial growth amidst the challenges of the COVID-19 pandemic. 

5 Times Faster

Using DynaFile is 5 times faster than our previous mess of a filing system…It’s been really great.

Jill Purcell | HR Analyst, BioTelemetry

DOWNLOAD CASE STUDY


Transform Your Healthcare Operations

In the high-stakes world of healthcare, where every moment is critical, efficient, secure, and compliant, document management is essential. DynaFile offers healthcare providers, and medical training centers a comprehensive solution that enhances operational efficiency and ensures the highest standards of patient data privacy.

Whether you’re a healthcare provider looking to streamline patient record management or a medical training center aiming to enhance your administrative processes, DynaFile is the ultimate document management solution tailored to meet the unique demands of the healthcare industry. Empower your healthcare organization with DynaFile and unlock the future of document management—streamlined, secure, and fully compliant.

Schedule a tour today and learn how DynaFile is changing the game in healthcare document management.

Staffing Compliance Nightmare? Here’s How to Wake Up From It

by

Costly Compliance Mistakes You Can’t Afford to Make in the Staffing Industry 

Staffing compliance document management

The staffing, recruiting, and workforce solutions industry is a major contributor to the U.S. economy, providing job and career opportunities for about 13 million employees in 2023. However, managing compliance with ever-changing regulations, like those for remote work and worker classification, can be a complex challenge. Sophisticated staffing document management systems like DynaFile can help. By streamlining operations and ensuring compliance, DynaFile empowers staffing agencies to save time and resources, allowing them to focus on what they do best: connecting businesses with top talent.


Essential Compliance Areas for Staffing Agencies

Non-compliance with labor laws can be really costly. If the Department of Labor catches a mistake, like misclassifying workers, the fines can quickly add up based on how many people were affected and the nature of the oversight. Plus, legal battles from employees or government suits can lead to hefty legal costs and settlements. On top of the financial hit, a damaged reputation could make it harder to attract good workers and clients, which really slows down business growth.

Staying ahead in compliance involves understanding regulations across various domains, from remote work policies to state-specific healthcare requirements, and implementing a robust staffing agency electronic filing system to keep it organized.

The Compliance Challenges:

Remote Work Compliance:

In the era of widespread remote work, staffing agencies must manage compliance across state lines, including tax obligations and labor laws. A staffing records management system enables agencies to handle this seamlessly by ensuring all documents are accessible and compliant, regardless of the employee’s or contractor’s location.

Data Privacy and Security:

Stringent data protection laws like GDPR and CCPA demand rigorous data security measures. Staffing industry document management systems protect sensitive information through encryption, secure access protocols, and comprehensive data management policies to avoid breaches and ensure compliance.

Worker Classification:

Correctly classifying workers as independent contractors or employees is crucial to avoid penalties. Staffing document management solutions help staffing firms maintain clear records and stay updated with changes in legislation, like California’s AB5, which significantly impacts worker classification.

Equal Employment Opportunity (EEO) Compliance:

EEO compliance is mandatory for preventing discrimination. Staffing firms leverage staffing document management software to ensure transparent and auditable hiring practices, helping to uphold fairness and avoid legal issues.

State Healthcare Staffing License Requirements:

Compliance with state-specific license requirements is critical for healthcare staffing. A staffing agency electronic filing system like DynaFile ensures all necessary certifications and licenses are updated and easily accessible, supporting legal operations across different states.

DynaFile’s Impact on Staffing Compliance

Scanning and Automation:

DynaFile’s scanning automation tools swiftly convert physical documents to digital formats, ensuring that staffing agencies can go paperless efficiently and reduce the risk of non-compliance due to lost or mishandled paperwork.

Automated Onboarding Workflows:

DynaFile enhances staffing compliance with its automated onboarding workflows, facilitating the rapid and error-free processing of new hire documents. By automating the onboarding process, DynaFile helps staffing agencies ensure that all required documentation is completed accurately and stored securely from the start.

Secure and Controlled Access:

With features designed for high-level security and controlled access, DynaFile ensures that sensitive information is protected against unauthorized access, aligning with the strictest data privacy regulations.

Instant File Retrieval:

DynaFile’s indexed filing system makes retrieving files quick and straightforward. Whether you need to access employee records during audits or provide documentation for regulatory compliance, DynaFile’s efficient search capabilities ensure that the proper documents are always at your fingertips.

Integration and Adaptability:

DynaFile integrates seamlessly with existing HR systems, enhancing data consistency and reliability across platforms. This integration is vital for maintaining continuous compliance, especially in a regulatory environment that requires agility and precise record-keeping.

Stay Ahead of Staffing Compliance Mistakes

For staffing agencies, the right staffing document management system is not just a tool for efficiency; it’s a cornerstone of compliance strategy. DynaFile offers a comprehensive, secure, and adaptable solution that meets the complex needs of today’s staffing compliance landscape.

Transform how your staffing agency handles compliance. Discover the power of DynaFile with a personalized demo and ensure your document management is as robust as your compliance strategy.

Schedule a tour today and upgrade to a staffing document management system that can handle today’s compliance demands!