Paperless Onboarding

Paperless Onboarding in 30 Days: How to Start Jan 1

December 16, 2018 by Andrew Roberts

The employee onboarding process typically generates a lot of paper. Here are a few ways to start employee records paperless January 1st with online forms and cloud filing.

Jumpstart your HR's 2019 with seamless paperless onboarding by January 1st. Transition to digital employee records, simplify management, and eliminate bulky paper trails with DynaFile. Streamline new hire processes and experience efficient file management. Ready to transform? Schedule a DynaFile demo today!

Paper forms, PDF email attachments, and faxes are a tough way to start a new employee file in the digital age. Organizations that experience a lot of growth, have a highly seasonal workforce, or tend to see a lot of turnover know the struggle best.

Here’s how to take HR paperless for 2019 to improve onboarding and file management for your HR team.

Paperless Onboarding Forms

Going from paper to digital new hire forms is a game changer. Onboarding packets can be reviewed, completed, and signed online before an employee’s first day (or in person at the office).

Solutions like DynaFile can automatically file forms after the signature process for easy electronic file management and retention.

Employee File Management

One of the biggest perks of taking your onboarding forms paperless is that everything starts digital from Day 1. This means long-term management of employee records is simple.

Cut down on file requests by giving teams access to just the files they need, no matter where they’re located. Audit reports keep track of required and renewable documentation in staff folders automatically. And best of all, when it’s time for an audit, make just the files requested available to your auditor remotely.

Scanning Paper HR Files

Now, what to do with the paper employee files you have right now? A scan-to-cloud solution like DynaFile can help your HR team take a shortcut to paperless.

Built-in scanning automation tools allow you to file while you scan to bring in entire folders at once and manage ongoing paper easily.

Start Paperless Jan 1

With DynaFile, most HR teams can start paperless in 30 days. Want to start Jan 1 or earlier? Contact us today to learn more with a demo!

DynaFile has 18 years of excellence helping organizations save time and cut costs with their files.

New 2019 Staff File Management Solution Brings Big Benefits for HR this January

December 4, 2018 by Andrew Roberts

Start with a new employee file solution now for big benefits this January in the human resources department.

Revolutionize your HR processes in 2019 with a state-of-the-art staff file management solution. Embrace automated checklists, role-based access, and electronic forms for streamlined operations. DynaFile’s 18 years of expertise promises substantial savings and heightened compliance. Ready to transform your HR this January? See how San Diego Zoo benefited and schedule a demo today!

It’s a good time to think about upgrading your Human Resources filing system for 2019. If your team would like to hit the ground running this January, here are a few tools you’ll want to consider as you evaluate staff file management solutions.

File Checklist Reports

Long-gone are the days of manually tracking required documentation in staff folders. Management of these files is a lot easier from the cloud with automated checklists. Simply view a report to show you exactly which employees are missing specific required forms and files in their folder.

Document Renewal Reports

Managing time-sensitive staff files can be simplified, too. A report can detail which staff have licenses, credentials, or other documents coming up for renewal. Or view all expiring files by expiration date to easily plan ahead.

Role-Based Access

When records are on paper or silo’d in different places, staff file management can be overly complicated. Now there is no need to waste time shuffling documents back and forth between different groups. Consolidate files in one place with easy compliance by giving Payroll, Benefits, and your other teams access to just the files they need to see.

Online File Requests

When an auditor, attorney, or staff member requests to see specific files, you have the option to share with them remotely. Simply send them a link to access just the files they have requested. You can even set a time limit for viewing the files.

Scanning Automation Tools

Paper is still a big part of daily life for most HR teams. Having a quick and easy way to convert your existing paper files, as well as handle future paper, is important to think about.

A scan-to-cloud file management solution will allow your HR team to go paperless fast in-house. Automate the filing of an entire paper folder as it is scanned, or batch to the cloud and breakdown into different documents on your computer screen.

Forms with Automatic Filing

To eliminate paper in the first place, the move to electronic forms is a powerful one. Replace paper with reusable digital templates for your onboarding packets and other forms. Staff can review, complete, and sign documentation online before their first day, or in person. Once completed, all forms are automatically filed in your new hire’s folder in the cloud.

Get Started Now for January 2019

DynaFile has been helping Human Resources professionals manage staff files easier for 18 years. Save time and cut costs while boosting compliance and organization across your HR, payroll, and benefits teams.

“On paper alone the cost savings is in the thousands and possibly the hundreds of thousands when all is said and done.” – Laura Martella | Director of HR | San Diego Zoo

Get the San Diego Zoo Case Study

Want to start fresh this January? Contact us today for a short call or to see a demo tailored just for you.

DocuSign Connects to DynaFile to Streamline HR Forms and File Management

July 26, 2018 by Andrew Roberts

DynaFile now connects to DocuSign to automatically file completed HR forms for long-term document management.

Revolutionize your HR processes with DynaFile's integration with DocuSign. Seamlessly file digital onboarding and HR forms, enjoy centralized file management, and access HR documents anytime, anywhere. Benefit from 15+ years of HR file management expertise. Book a demo to explore this transformative integration today.

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.

How to Switch to Electronic Employee Files this Summer

June 12, 2018 by Andrew Roberts

Want to improve file management for the HR team, but are intimidated by the process? Here’s how to move to electronic employee files fast this summer.

Revitalize your HR's document management with DynaFile this summer! Shift effortlessly to electronic employee files, harness automated scanning, digital signatures, and enjoy lasting advantages like easy compliance and cloud access. Discover a paperless HR journey in just 30 days. Reach out for a demo and transform your filing approach.

Managing employee files in an organized and compliant way is a critical part of the HR team’s responsibilities. Unfortunately, files can be nearly impossible to manage when documents are on paper or spread across different teams, offices, and systems.

An electronic filing system for HR helps to eliminate record silos and centralize file management for lasting benefits. Here’s how to switch to electronic employee files this summer and some of the advantages your team will see going forward.

Scanning Automation

Scan-to-cloud filing systems have become extremely popular for HR professionals. These electronic filing systems include ways to automate filing while you scan.

For example, DynaFile’s barcode scanning method lets you scan and file an entire employee folder in one shot. Going forward, you can also scan or drag-and-drop new files directly into employees’ digital folders.

If you have a lot of legacy paper files or won’t have the resources to scan in-house, you can always have a partner company do the historic document scanning into an electronic filing system for you.

Digital Forms & Signatures

Now that your employee files have switched to digital, there’s not much reason to keep your forms on paper. Nowadays, most companies will use an electronic onboarding process to have new hires complete their forms online before their first day.

For example, DocuSign is a popular, paperless way to get onboarding and other forms completed in the HR office. You can create online templates for all your forms and use them over and over again. After signature, all completed forms are automatically filed in the employee’s folder in DynaFile for easy long-term management.

Lasting Advantages

Long-term document management with electronic employee files is also much easier. Staff across different offices, teams, and roles can instantly access the files they need from the cloud.

Compliance becomes simple as well. Use access rules to control exactly who can see what in the system. Run an audit report to see who’s missing something from their folder and give remote access to auditors for just the files they request. Cloud systems also bring the benefit of built-in disaster recovery infrastructure to ensure your files are safe.

Make The Switch in 30 Days

Interested in moving to electronic employee files this summer or just need a smoother filing experience in the HR office? Contact us today for more information or to set up a demo.

DynaFile has been helping companies move to a more paperless HR process for over 15 years. Our HR filing solution can help your team be paperless in 30 days.

Pick up our San Diego Zoo Case Study to see DynaFile in action!

Stop Printing After Onboarding: A Paperless HR Strategy that Ties it all Together

June 5, 2018 by Andrew Roberts

Long-gone are the days of paper forms and files. Nowadays, HR can ditch the printer for a more streamlined experience.

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!

Onboarding Changes Help HR During Summer Hiring Surge

May 15, 2018 by Andrew Roberts

If you work with a highly seasonal workforce, you already know the challenges of peak hiring time. This year, many companies are making a change to their onboarding process to give time back to HR during the summer hiring surge.

Streamline your summer hiring with DynaFile! Transition from paper to digital, use eSignature for faster form completions, and auto-file documents for efficient management. Get the edge in seasonal hiring - contact us today and modernize your onboarding in just 30 days.

A lot of HR departments already have a partially digital process in place for onboarding. Unfortunately, emailing PDF’s can be a very unreliable way to get forms signed compliantly, and Payroll systems are typically limited to tax forms for the types of documents that can be used. Either way, after completion, most companies still wind up printing forms and creating a paper file, or use a network file share that can be tough to manage long term.

Here’s how a switch in the onboarding and filing process can give time back to the HR team this summer.

Digital Forms with eSignature

Moving forms to the cloud with an esignature provider like DocuSign can save HR a ton of time during the onboarding process. New hires can review, fill out, and legally sign all of their onboarding documents online before their first day. Or, they can complete them on a computer or tablet in the office.

HR can create templates for various onboarding packets that are ready to use as soon as a new hire joins the team. You can include any type of form in your templates, too, so you are not limited to just tax forms. Easily make acknowledgements, data sheets, and other organization- or role-specific forms part of the packet new hires have to complete.

Automatic Filing

After all forms are completed and signed, they can automatic create the folder structure for your new hire and save everything in the correct location. DynaFile’s integration with DocuSign, Adobe Sign, and iCIMS works in this very way.

The best thing about having your new hire forms filed digitally after onboarding is that all of your audit reports and access rules are also automatically applied when everything is filed. This streamlines onboarding and filing to make long term file management extremely easy for the HR team.

Easier File Management

Managing files going forward is now much easier with employee documentation being created, completed, and filed electronically from the start. HR filing systems like DynaFile bring big benefits here.

Now teams across different offices, roles, and levels can instantly access the files they need from anywhere. Audit reports inventory documents that are required to be in staff folders and let you know if anything is missing or coming up for renewal. You can even share the files auditors request remotely so they don’t have to come on site.

Best of all, you have full control of how you manage paper in the future. With DynaFile, you can file while you scan to take a shortcut to electronic employee files. On a go-forward basis, easily scan or drag-and-drop additional documentation directly into employee folders.

Start This Summer

For companies with high growth or seasonal workers, a streamlined onboarding process is key. With DynaFile, you can move to online forms with automatic filing and easy long term management in just 30 days.

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