Paperless Onboarding

Maintaining compliant employee records is an important part of any organization.  Documentation typically includes onboarding forms, policy acknowledgements, medical information, performance evaluations, credentials, trainings, and more. 

The responsibility of keeping personnel folders compliant usually falls on the shoulders of the human resources team – and it’s not an easy job.  However, with the right HR document management strategy, compliance concerns are a thing of the past.  Here are some tools that can make the process much easier. 

Streamline Your Signature Process

You can replace much of your paper process with online personnel forms and digital signatures.  Now all of your forms can be signed and filed in the cloud where you can find them instantly without dealing with paper or manually setting up folders.

You’re not limited to just tax forms, either.  Policy acknowledgements and other company-specific forms can be done the same way.  The best part is that each form is individually identified and automatically filed after the signature process.  This means that tracking files long-term becomes incredibly easy.

Always Know What’s in the Folder

It can be difficult to keep track of forms after everything is completed and signed.  With digital personnel forms, HR can save a ton of time on long-term document management through reports.  There’s no need to manually go into each folder to check. 

For example, you can automate your onboarding checklists, track expiring documents (or documents that get renewed), and easily control retention rules.  That way, you are sure that your employee records are always up-to-date with all required documentation. 

Control Access for Different Teams

A big part of personnel record compliance is keeping sensitive information separate and safe.  This means limiting access to view documents like I-9 forms, medical files, or confidential folders to just authorized staff.  With the right document management system, HR can easily segment access to these files from the cloud. 

It’s common to use role-based access to allow Payroll to only add or view payroll-related documents, for example.  In a similar way, you can give location or department managers access to just their own staff files.  You can even provide auditors or legal entities a copy of just the files they request without the need for any paper.  All of this cuts back on traditional file requests and the long waiting periods associated with it. 

Take the Next Step for Your Files

If you have an interest in streamlining your HR form and file management process, please let us know.  DynaFile is the paperless HR solution with twenty years of experience.  Your team will save time and increase compliance without ever having to print, make copies, or scan paper documents.  Contact us today for a quick intro to see if DynaFile is a good fit. 

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

Connect To DocuSign

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

Centralize HR Filing

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

Benefits That Last

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

Setup a Time for a Demo

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

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

Online Workflows

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

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

Hybrid Filing

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

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

Lasting Benefits

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

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

Getting Started

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

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