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Revolutionizing Education Document Management: How DynaFile is Transforming the Industry

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A Digital Solution for Streamlined Education Document Management

Revolutionizing Education Document Management

Managing paper-based documents or using outdated document management systems in the education industry can be cumbersome and inefficient. Misfiled or lost documents can lead to frustration and wasted time. DynaFile offers the best-in-class electronic education filing system to help schools and educational institutions go paperless, centralize filing, and gain efficiency. DynaFile is a solution that revolutionizes education document management by providing educational institutions with a comprehensive digital filing system for faculty and students.

With DynaFile, educational institutions can transition from traditional paper filing systems to more organized and accessible electronic document management systems. DynaFile’s robust school document management system allows for easier document retrieval, sharing, and updating, enhancing efficiency and productivity. By eliminating the frustrations and inefficiencies of paper-based systems, DynaFile streamlines document management processes and improves workflows.

For example, imagine an administrator needing to access a student’s academic records from a few years ago. In a paper-based system, they must search through stacks of physical files to find the relevant documents, which could take significant time and effort. However, with DynaFile’s indexed filing system, they can search for the student’s name or ID in the digital filing system and retrieve the records within seconds, saving time and allowing the teacher to focus on other essential tasks.

Electronic education document management systems also eliminate misplacing or losing important documents. In a paper-based system, it is easy for documents to be accidentally lost, and it can be highly frustrating and time-consuming. DynaFile securely stores all documents digitally and can be easily located through a simple search, which ensures that important documents are always accessible and reduces the risk of losing them.


Importance of Document Management in the Education Industry
Transitioning to an electronic document management system improves organization, accessibility, and collaboration.

By implementing a document management system like DynaFile, educational institutions can overcome the limitations of both paper-based systems and enjoy a wide range of benefits. These benefits include improved document organization, enhanced accessibility, and streamlined workflows.

For instance, locating specific documents in inefficient systems can be time-consuming, require manual searching through physical files or multiple systems, and lead to frustration and wasted time. However, a centralized indexed filing system like DynaFile can easily organize and store documents in a searchable repository. Admins can quickly search for specific documents using metadata, saving time and improving efficiency.

Furthermore, electronic education document management systems enhance accessibility and collaboration among teams. Documents can be accessed and shared from anywhere, anytime, making it easier for teams to collaborate on projects and tasks. Cloud collaboration improves communication and ensures everyone can access the most up-to-date information.


Benefits of Using a Document Management System for Schools
Implementing an electronic document management system, such as DynaFile, provides numerous benefits for educational institutions. One of the key advantages is the creation of a centralized and searchable repository for all academic documents. An indexed filing system improves document retrieval and sharing among faculty and staff, enhancing collaboration and streamlined workflows.

In addition to improved organization and accessibility, electronic document management systems offer other significant benefits for schools. One such benefit is the reduction in paper usage and storage costs. Traditional paper-based systems require physical document storage space, which can be costly and inefficient. By transitioning to an electronic system like DynaFile, schools can significantly reduce the need for physical storage space and the associated costs.

For example, a school that adopts DynaFile can eliminate the need for file cabinets and storage rooms dedicated to paper documents. Implementing a digital filing strategy frees up valuable space that can be used for other educational purposes. Additionally, reducing paper usage contributes to environmental sustainability, aligning with the growing emphasis on eco-friendly practices in the education industry.

Furthermore, electronic document management systems offer automated workflows and streamlined processes. Tasks such as document routing, approval, and version control can be automated, reducing the time and effort required for administrative tasks and allowing educators to focus more on teaching and less on administrative work.

For example, imagine a scenario where a school needs to update policies for remote work. Each form must be manually reviewed, signed, and filed in a paper-based system. This process can be time-consuming and prone to errors. With DynaFile, the school can create an automated workflow where faculty receive the form electronically, sign it digitally, and submit it back to the school. The system can then automatically route the forms to the appropriate personnel folder in DynaFile. Digital workflows reduce the administrative burden and ensure a more efficient process.


Features and Capabilities of DynaFile
DynaFile offers a range of features and capabilities that make it a powerful tool for education document management. Its scan-to-cloud filing system converts paper files to electronic format, making it easy to transition from physical to digital files. The system also utilizes barcode recognition tools, which automate the document conversion and organization process. Scanning automation tools ensure that documents are accurately converted and properly organized in the electronic filing system.

Additionally, DynaFile offers batch processing features, allowing for the efficient management of additional paper documents. This feature is handy when multiple documents must be processed for different employees simultaneously. For example, if a school needs to process numerous teacher contracts at the beginning of the academic year, the batch processing feature in DynaFile can help streamline the process. The school can scan the entire stack of papers into the system. Then, you can quickly index and file your documents from a browser-based interface.

Furthermore, DynaFile easily integrates new paper documents into existing electronic files, ensuring that all documents are stored and organized in a single, accessible location. Your team can easily add documents to staff folders in formats you use every day: paper, emails, electronic files, ATS, LMS, HRIS, and more. The digital transformation makes it easy to maintain a comprehensive and up-to-date repository of educational documents.

By leveraging these features and capabilities, educational institutions can significantly improve their document management processes and achieve greater efficiency and productivity.


DynaFile Streamlines Education Onboarding
DynaFile seamlessly integrates with popular e-signature providers, including DocuSign, PandaDoc, and Adobe Sign, to give HR the power of digital forms and electronic signatures. These integrations eliminate manual processes and streamline document workflows, making it easier for administrators to manage and store employee and student documents. The paperless education onboarding solution provided by DynaFile ensures that completed documents are stored and managed efficiently.

These integrations also enhance accessibility and collaboration across HR and admin teams. Files can be accessed in real-time, allowing seamless collaboration and review. Administrators can also implement segmented access rules, ensuring only authorized personnel can access sensitive employee documents.

For example, imagine an HR department in a school that needs to onboard new employees and students. In a traditional paper-based system, HR and administrators must manually process and store various documents, such as employment contracts, student records, policy acknowledgments, and tax forms. This process can be time-consuming and error-prone. However, with DynaFile’s seamless integrations, the HR and admin departments can streamline onboarding using electronic forms, e-signatures, and automated workflows. New employees and students can complete the necessary documents digitally, and the system will automatically store and organize the files in the appropriate locations. The automated onboarding workflows eliminate the need for manual data entry, reduce the risk of errors, and improve overall efficiency.

By revolutionizing how HR departments manage and store employee and student documents, DynaFile enables education institutions to work faster and more efficiently, reducing costs associated with manual document management and protecting confidential information.


Integration with Existing School Records Management Systems
One of the advantages of DynaFile is its seamless integration with existing school records management systems, such as Learning Management Systems (LMS) and Human Capital Management (HCM) systems. This integration allows for the seamless flow of data between different systems, enhancing workflow and data synchronization. By eliminating the need for manual data entry and retrieval, DynaFile improves efficiency and productivity.

For example, imagine a school using an LMS to manage student enrollment and course registration. With DynaFile’s integration capabilities, student enrollment information can be automatically synced with DynaFile’s robust document management system. The integration ensures that all relevant information is accessible in one centralized location, providing a more streamlined and efficient experience for faculty, staff, and administrators.

Furthermore, integration with HCM systems allows for the smooth transfer of employee data between the document and HR management systems, eliminating the need for duplicate data entry and ensuring that employee files are always up to date. This integration enhances the efficiency of HR processes and reduces the risk of errors.

By integrating with existing school management systems, DynaFile provides a comprehensive solution that optimizes workflows and data management in educational institutions.


Security and Compliance Considerations
Security and compliance are paramount when implementing a document management system in educational institutions. DynaFile addresses these concerns through various security features and compliance measures. The system ensures data security through encryption and access control features, protecting sensitive educational documents from unauthorized access.

Additionally, DynaFile helps educational institutions comply with data protection regulations specific to the education industry. Schools can securely store and manage their documents by implementing a document management system like DynaFile while ensuring compliance with relevant regulations. Secure education document management reduces the risk of data breaches and protects the privacy of students, faculty, and staff.

For instance, educational institutions often deal with sensitive documents containing personal information, such as student records and employee contracts. With DynaFile’s security features, these documents are protected from unauthorized access. The system allows administrators to set access permissions, ensuring only authorized personnel can view or modify sensitive documents.

Moreover, DynaFile offers audit trails and activity logs, which provide a transparent record of document access and modifications. These features help educational institutions comply with data protection regulations and track unauthorized activity.


Cost-Effectiveness and Return on Investment
Implementing a document management system like DynaFile is a cost-effective solution for educational institutions. Schools can significantly reduce paper usage and storage costs by transitioning from paper-based systems to electronic document management. Additionally, the time and cost savings associated with document retrieval and storage are substantial.

Schools can achieve a positive return on investment with improved productivity and efficiency. The long-term cost savings, increased productivity, and streamlined workflows make DynaFile an investment that significantly benefits educational institutions.

For example, imagine a school that spends significant money on paper, printing, and physical document storage space. By adopting DynaFile, the school can eliminate these costs and redirect the budget toward other educational needs. Additionally, the time saved in document retrieval and storage can be used for more valuable tasks, such as curriculum development and student support.

Furthermore, DynaFile’s automation features reduce the need for manual data entry and administrative tasks, free up staff members’ time, allowing them to focus on more critical responsibilities and improve overall productivity.


Best-in-Class Education Document Management
In conclusion, document management plays a crucial role in the education industry. A digital document management system, such as DynaFile, can revolutionize how educational institutions manage their documents. By improving organization, accessibility, and collaboration, DynaFile enhances efficiency and productivity for faculty, staff, and administrators.

The seamless integration with existing school management systems, robust security and compliance features, and cost-effectiveness further contribute to the transformative impact of DynaFile in education document management. By adopting DynaFile, educational institutions can streamline document management processes, achieve cost savings, and improve workflow efficiency.

Schedule a demo today and learn how your institution can revolutionize its document management practices and focus more on what truly matters – providing quality education to students.

Automate Employee Onboarding Workflows and Put HR into Overdrive with PandaDoc & DynaFile. 

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e-signatures and Secure Employee Record Management: A Match Made in HR Heaven.

Unleash the power of digital HR management by automating employee onboarding with DynaFile & PandaDoc integration. Achieve paperless efficiency, enhance compliance, and streamline workflows for improved productivity. Join the HR revolution and schedule your demo today!

For HR departments, managing employee records and ensuring regulatory compliance has become increasingly daunting with a hybrid workforce. To make this process secure and efficient for businesses, DynaFile and PandaDoc have joined forces to provide a comprehensive digital filing solution, allowing HR departments to eliminate paper-based processes and streamline entire document workflows. The partnership will provide DynaFile users access to PandaDoc’s powerful document automation features, including customizable forms, proposals, contracts, and e-signatures. This powerful integration will give DynaFile customers a paperless end-to-end electronic employee onboarding solution, allowing them to automatically store and manage completed documents to transition into paperless onboarding easily. It will help simplify operations and provide numerous benefits that will boost productivity.  

Eliminate Paper-Based Employee Onboarding Processes
When HR departments use manual, paper-based processes, there’s potential for data breaches, costly errors, and a waste of resources. With DynaFile and PandaDoc’s partnership, paper-based processes can be entirely eliminated, freeing HR personnel from time-consuming documentation tasks. With a seamless “plug-and-play” integration, users can use PandaDoc to generate legally signed documents effortlessly, and from there, the completed documents are automatically filed in the employee’s folder in DynaFile, eliminating the need for manual document transfers. DynaFile’s robust document management tools provide users with an easy-to-use, cloud-based solution for storing, managing, tracking, and retrieving files. Now, new hires can review, complete, and legally sign all onboarding paperwork online before their first day on the job, streamlining HR and reducing stress on new employees. 

Improve Efficiencies and Boost Employee Record Compliance
The top priorities for HR executives and company owners are ensuring efficiency, reducing costs, and complying with regulations. The integration of DynaFile and PandaDoc addresses all these areas. With streamlined, automated HR workflows, HR professionals can work faster and more efficiently, reducing unnecessary costs and protecting confidential information. Data breaches and regulatory violations can be avoided with DynaFile’s strict security features and PandaDoc’s e-signatures capabilities. Custom audit reports ensure your employee folders are up-to-date with all required documents, so your team is always prepared in the event of an audit. Best of all, you can give external auditors or attorneys view-only access to just the documents they’re requesting, no matter where they are.

Enhance Accessibility and Collaboration
One of the benefits of this integration partnership is the increased accessibility and collaboration across your HR team. With real-time access to HR files anytime, anywhere, team leaders and admins can efficiently collaborate and access the necessary employee data they require. Security features like segmented access rules let you keep one comprehensive file per employee without sacrificing compliance. You can assign your team members to access only the staff folders and types of documents they should be authorized to view, giving you precise control over what any user (or group of users) can do or see inside the system.

Automate HR Document Management Workflows
The integration between DynaFile and PandaDoc offers a robust HR document management solution. With a focus on security, efficiency, and compliance, this partnership eliminates paper-based processes and enhances accessibility and collaboration across HR teams. Streamlined workflows and improved efficiencies result in a seamless experience that empowers HR professionals to excel. Combining these two best-in-class products will revolutionize how HR departments manage and store employee documents, freeing HR professionals from manual documentation tasks.

Read the press release here. 

Schedule a demo today and learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. 

Conquer Context Switching with an HR Digital Employee Document Management System

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Automation Solutions for Streamlining HR Operations

Unlock the potential of HR with a digital employee document management system. Streamline onboarding, enhance security, ensure compliance, and eliminate context switching for improved productivity. Discover why top HR leaders trust DynaFile. Dive into the future of HR management. Contact us now!
Battle Context Switching with an HR Filing System Upgrade

In the modern workplace, it can be challenging for Human Resources to keep up with the ever-changing needs of their employees. It’s not uncommon for HR professionals to be pulled in multiple directions, managing various tasks related to employee onboarding, record compliance, and training. In the past, these tasks have been managed with paper documents and filing cabinets, but as organizations become more digital, an electronic employee document management system can help HR battle context switching and increase productivity.  

Why Is Context Switching an Issue for HR?
Context switching is when a person is forced to switch between tasks or activities quickly. It can be particularly taxing on the brain, as it takes time to adjust to the new task mentally. When HR constantly shifts from one employee-related task to the next, they may experience a type of context switching that can be detrimental to their productivity and job satisfaction. They may manage onboarding paperwork, maintain employee records, manage training and compliance, and more. If employee records are filed and stored in multiple formats and systems, it can make for an extremely inefficient document management strategy. This can be exceptionally time-consuming for HR professionals, who must spend more time managing the various formats and systems and ensuring that the data is accurate across all of them. Furthermore, it can be difficult to access and analyze data across all the different formats, making meaningful decisions difficult. These issues can lead to inefficiencies within an organization, which can cost time and money.

How Can a Digital Employee Document Management System Help?
The most valuable part of digitizing your employee filing and implementing an electronic personnel file system is that you are centralizing all HR records. By storing all necessary documents and information in one place, an electronic file management system can make it easier for HR to access and manage employee records quickly. Let’s look at the other benefits of an HR filing system upgrade.

Improved Employee Onboarding
A good document management solution is ready for the challenges of managing employee files in today’s hybrid and distributed workforce and will incorporate electronic signatures to automate onboarding workflows. New hires can review, fill out and legally sign all their onboarding documents online through DocuSign, signNow, JotForm, PandaDoc, and Adobe Sign before their first day. Once completed, all onboarding paperwork is filed automatically in the new employee’s folder. After they are onboarded, your team can easily add documents to staff folders in formats you use every day: paper, emails, electronic files, ATS, HRIS, and more. Whether used for an internal approval process, onboarding new employees, gaining policy acknowledgments, or getting signed contracts, e-signature integration can help streamline your business process.

More Secure and Accurate Employee Records
Utilizing a cloud document management system provides secure, instant access to your staff files regardless of where your admin or HR team is located. Security features like segmented access rules let you keep one comprehensive file per employee without sacrificing compliance. You can assign your team members to access only the staff folders and types of documents they should be authorized to view, giving you precise control over what any user (or group of users) can do or see inside the system. For additional security and compliance, employee document management systems such as DynaFile automatically track both file access and actions performed in your system using a comprehensive audit trail. By monitoring “digital footprints,” you can see which documents any given user has viewed, downloaded, or shared, and the usage log also allows for more targeted tracking. 

Powerful integrations sync with your HRIS and streamline personnel record management across the entire employee lifecycle. If a form is filled out incorrectly, any errors can instantly be corrected across the entire employee folder. A centralized electronic document management system can also provide version control, ensuring everyone works with the most updated employee files.

Improved Record Compliance
Managing employee records electronically can also help improve employee training and compliance. Additionally, you can automate certain parts of the training process with real-time reporting to know if an employee’s folder is up-to-date and current. This can help HR save time and ensure that employees are properly trained and compliant with regulations. When the time comes for a compliance audit, or you want to collaborate with other members of your team, encrypted document links, and segmented access rules give access to only the staff folders and types of documents they should be authorized to view. Custom audit reports ensure your employee folders are updated with all required documents, so your team is always prepared for an audit. Robust integrations sync with your HRIS and streamline personnel record management across the entire employee lifecycle to save time and improve compliance.

Streamline HR Workflows
A digital HR employee document management system can be a game changer for businesses of all sizes. It can help HR battle context switching and make their job easier by streamlining the process of managing employee documents. Automated onboarding processes reduce the amount of time spent gathering and verifying paperwork, freeing up HR staff to focus on more value-added initiatives. Improved security protocols protect sensitive data by only granting authorized personnel access and backing up data to secure locations. Accurate employee records are easier to maintain with automated document management systems, reducing instances of fraud and ensuring compliance with regulations. In short, the benefits of utilizing a digital HR employee document management system are clear – improved efficiency, increased security, and better accuracy.

 Learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. Contact our team today for more information about paperless HR employee file management!

Recession-Proof Your Organization with Document Management Automation

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How HR Tech & Employee Record Filing Automation Can Help Your Business Survive the Economic Downturn.

Recession-Proof Your Organization with Document Management Automation

As we face the current economic downturn, with inflation running at its highest level in more than 40 years and the strong possibility of an upcoming recession, many organizations are turning to investments in digital transformation to brace for uncertain times. 

Leveraging industry-leading HR technology to automate many of our day-to-day tasks can help enterprises address these workforce challenges and allows employees to use their time and skillset more effectively.

Here is a look at how workflow automation tools such as a cloud-based electronic employee filing system can streamline processes and help ease the burden of increased operational costs.

Free Up Time to Focus on Core Business Goals
Filing cabinets quickly become disorganized, and papers can easily be misfiled or lost. Modernizing the time-consuming and labor-intensive admin processes such as employee record filing will save money and give your HR team time to drive goals forward and focus on employee experience and retention. To make filing and retrieving your documents as quick and easy as possible, DynaFile indexes them with metadata and automatically files them to the cloud. Documents are always stored in the right place so your team can instantly access what they need from anywhere. 

Go Paperless & Save Money on Costly Office Space
Let’s face it; commercial property is not cheap, so paying for extra office space to store paper files doesn’t make good business sense. You can take an entire department paperless through scanning automation tools and ditch the filing cabinets and employee records rooms. DynaFile’s scan-to-cloud document management system has powerful scanning automation tools. Barcode recognition automatically organizes and files your documents to an employee’s folder as they are scanned. On top of that, batch processing can handle the stacks of unrelated papers, so you can import them to DynaFile and utilize on-screen processing to break apart and index them directly from your web browser. If you are already paperless, electronic documents can be brought into the system via drag-and-drop drive, saved to DynaFile directly out of the application you’re working on, or “virtually printed” into an employee’s digital folder.

Powerful Integrations Make for Seamless Automated Onboarding
Employers are battling a constant demand for labor and record high quit rates due to the Great Resignation phenomenon. According to the Labor Department, employers added 528,000 jobs in July. With such a competitive job market, onboarding automation tools can help HR be better prepared to fill open positions. Robust integrations sync with your HRIS and streamline personnel record management across the entire employee lifecycle to save time and improve compliance. New hires can review, fill out and legally sign all their onboarding documents online through DocuSign, iCIMS, signNow, JotForm, PandaDoc, and Adobe Sign before their first day. Once completed, all onboarding paperwork is filed automatically in the new employee’s folder. After they are onboarded, your team can easily add documents to staff folders in formats you use every day: paper, emails, electronic files, ATS, HRIS, and more. 

Address Security Issues that come with a Remote Workforce
Allowing private data to get into the wrong hands can set your company up for a data breach and severe adverse consequences. As businesses navigate the new working environment in post-pandemic times, they should closely look at the systems and policies in place regarding handling sensitive employee records. Maintaining compliance & employee records security while working offsite is vital to your staff’s privacy. Utilizing a cloud document management system provides secure, instant access to your staff files regardless of where your admin or HR team is located. When the time comes for a compliance audit, or you want to collaborate with other members of your team, encrypted document links and segmented access rules give access to only the staff folders and types of documents they should be authorized to view.

Automate Admin Tasks & Boost Your Productivity with DynaFile
Investing in the Digital Transformation of your HR employee filing will streamline workflows, cut costs, and increase your team’s productivity. Implementing DynaFile will not only future-proof your document management solution but will also give you quick-to-implement, cost-efficient, and effective automation to weather the economic uncertainties ahead. 

Learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. Contact our team today for more information about paperless HR employee file management!

Post-Pandemic Data Breach Lesson 101

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Maintaining Compliance & Employee Records Security While Working Remotely.

In a post-pandemic world, data breaches are a growing concern. Discover how DynaFile's electronic filing system ensures HR compliance and record security, even when working remotely. From encrypted sharing to automated onboarding and controlled access, safeguard your sensitive data and adapt to the new work dynamics. Learn more about DynaFile's trusted solutions today!

Recent news of the Supreme Court of the United States Data Leak has only strengthened the argument that companies behind the times on security measures put themselves at risk of exposing proprietary information to the public. As businesses navigate the new working environment in post-pandemic times, they should closely look at the systems and policies in place regarding handling sensitive employee records.

Think about how many confidential employee files your HR department processes. Each employee on your staff can have hundreds of paper files with personal information ranging from their address, medical information, payroll data, CVs, and application forms, to tax information. Now think about how many of your employees work remotely or in a flexible-hybrid scenario. When working in the office, security issues are mitigated by physical control of employee records, firewalls on electronic devices, secured networks, document shredding, and locked filing cabinets. Although you may have secure digital workflows in place when your team is in the office, managing sensitive employee files when working offsite can often lead to unintentional mishandling of data. Next time you are working remotely, take a moment to look at your personal email or shuffle through the papers on your desk. Did you come across a printout of an employee’s job application, or did you forward a work email to your individual account so you could print it from your home printer? If so, you may have inadvertently set your company up for a data breach and severe adverse consequences.

5 Ways an Electronic Employee Filing System Can Keep Your Records Safe
Ensuring employee files are secure, organized, and accessible is critical to keeping HR running smoothly no matter where your employees work. Let’s explore some of the features and benefits of upgrading your current document management strategy to maintain compliance and keep your employee records private.

Share Files with Staff without Printing
Use encrypted document links to share documents with staff or auditors. Select the document(s) you would like to share, and you can copy and paste an encrypted link to those files in an email or elsewhere. A nice feature is the ability to include an expiration date for the access link so your team can limit the access window for the documents they are sending out. Encrypted links are also an excellent solution for getting requested records from a staff member’s folder out to them electronically or as an alternative to giving auditors limited access to specific files in the system.

Online File Storage
Electronic documents can be brought into the system via drag-and-drop drive, saved to DynaFile directly out of the application you’re working on, or “virtually printed” into an employee’s digital folder. Utilizing a cloud document management system provides secure, instant access to your staff files regardless of where your admin or HR team is located. A simple Index Search returns an employee’s electronic file with just a couple of clicks.

Remote Automated Electronic Onboarding
New hires can review, fill out and legally sign all their onboarding documents online before their first day. Once completed, all onboarding paperwork is automatically filed in the new employee’s folder. Forms filled out and signed through DocuSign, iCIMS, signNow, JotForm, PandaDoc, and Adobe Sign can also be automatically published in the employee’s folder once completed.

Worry-Free Compliance Toolkit
Another critical benefit is stress-free HR audit preparation. In a fly-by-the-seat-of-your-pants mentality, policies change at a moment’s notice and need to be sent to every employee quickly. Custom audit reports ensure your employee folders are updated with all required documents, so your team is always prepared for an audit. When the time comes to make your files available to the auditor, give them limited access to just the requested files so they no longer have to go into the office.

Controlled Access
Segmented access rules let you keep one comprehensive file per employee without sacrificing compliance. Assign your team members access to only the staff folders and types of documents that they should have the authorization to view. When they log in, records they don’t have access to will be completely hidden from them. For example, you can limit access to specific sections of employee files like Medical or Benefits that contain Protected Health Information (PHI). Access Rules can be controlled on a per-user basis or for an entire group of users. This makes giving Payroll staff limited access to just payroll documents, an effortless task. 

Redefine Employee File Management
The post-pandemic workforce has become used to remote work, and it has proven to be a success in many instances. It is vital to review your document management processes and ensure your employees know the guidelines that are in place to protect the team’s privacy. Policies need to be updated and training given to all employees in the best practices of handling sensitive information when working from home. Implementing an electronic employee file management system means your team will spend less time filing and set up a winning environment for easier audits, smoother onboarding, and controllable access. 

Learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. Contact our team today for more information about paperless HR employee file management!

Digitize HR Now with Remaining Budgets & Drive Growth in 2022

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Automate your employee file management solution to maximize efficiency and increase performance and productivity in the New Year with year-end budgets.

As 2022 unfolds, consider the transformative power of digitizing HR employee files with DynaFile. Boost efficiency, enhance productivity, streamline processes, reduce paper waste, and ensure compliance. Dive into the digital age, minimize hassle, and supercharge HR operations. Discover why leading HR experts trust DynaFile. Get started today!

As the New Year draws ever closer, many HR Leaders scramble to find effective ways to spend their remaining budgets in a way that aligns with their organization’s goals for the New Year. 

When deciding how to spend those last remaining dollars, it is critical to think strategically about what HR technology will help you reach those 2022 initiatives. Take a moment to list your goals and note any gaps in daily processes that slow down your workflow.

Could you be more effective in the coming year if you addressed any of the following? 

  • Reduce the time spent on manual tasks to maximize cost savings.
  • Address a large backlog of paper in the filing cabinet.
  • Prepare for growth and the onboarding of additional employees.
  • Implement tools and strategies that improve your employees’ work lives by making it easier to complete daily tasks. 
  • Increase Compliance and knockdown hurdles of employee file audits.

If you find that your business objectives align with any of the above, the end of the year could be the perfect time to add new technology to automate and streamline your daily processes. Your chosen employee file management strategy should solve these problems and pave the way for success in the New Year. 

Go Paperless and Instantly Connect Your HR Team to Employee Data
If you regularly receive paper documents, you may find a large backlog of paper in the filing cabinet. This manual process makes a paper-based employee filing system nearly impossible to keep organized. An extensive employee count, rapid growth, or high turnover only make it more difficult. 

DynaFile’s indexed filing solution allows you to store your documents in a secure cloud for instant access from anywhere, at any time. Instead of just dropping files in a folder and hoping you can find them later, every single document is indexed. That means you can effortlessly search to find it 2 or 10 years down the line. You can scan, upload, and retrieve documents quickly in batches instead of going one by one. And, best of all, HR can determine precisely how things are labeled and organized, making it a quick and easy transition to a new system. 

The right paperless HR solution should include scanning automation tools that work right with the filing system. Use these to take a shortcut through converting your paper files instead of wasting time with the tedious traditional scanning process. One of DynaFile’s highlight features, for example, allows you to scan an entire folder at once, and barcodes do all of the filings for you. Barcode recognition converts your paper employee files to electronic format quicker than you ever thought possible, and Batch processing lets HR easily handle the miscellaneous paper coming in. 

Streamline New Employee Onboarding
Employee onboarding is one of the many processes that have been challenging during the pandemic. Completing new hire paperwork on site is not always a viable option. Many companies rely on email, scanning, printing, and other unsecured ways to handle sensitive employee documents during the onboarding process. With many HR professionals working from home in today’s hybrid workforce, compliance and timely access to your files is a real issue.

Implement an electronic employee onboarding solution that gives you the tools to complete the onboarding process remotely. Go digital with online forms from trusted sources such as DocuSign and iCIMS that automatically create new hires’ folders inside DynaFile. From there, your team can easily add documents to staff folders. Streamline document management across the entire employee lifecycle to save time and improve compliance long term. You can connect to other platforms, simplify audits, and control access for different roles – all while ensuring documents are instantly available from anywhere. 

Simplify Employee File Audit Reports 
Keeping employee records up-to-date and compliant can be highly tedious, and 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, HR must know their files are current with all required information. 

Simplify your record audits with a system that automatically tracks required and expiring documentation in employee folders. Files are indexed and highly organized so you can control access to sensitive types of documents like I-9’s, medical, vaccination status, and other confidential records. 

Audits have now become seamless. Reports keep track of required and expiring documents in staff folders automatically, so there is never a scramble in the event of an audit. You can give auditors access to specific documents while eliminating file requests from payroll, location partners, and department managers, and they can view them remotely from the cloud.

Start Your Digital Transformation
The strategies you implement today can positively impact all departments of your organization and help you start the New Year with a game-changing solution to gain an advantage over your competitors. 

Learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. Contact us today to schedule a tour and take the first step to eliminate paper and increase productivity.