Paperless Onboarding

Making the switch from paper to electronic employee files doesn’t have to a frightening experience. There are paperless HR solutions available now that make it easy to transition from filing cabinets to a true electronic filing system. Best of all, these systems aren’t just an interim solution – they provide robust file management and online workflows to ensure your files stay paperless going forward.

Automate Paper Employee File Conversion

Paperless HR solutions should include an easy way for your team to automate the conversion of your existing paper files. A popular method here is Barcode Recognition. Re-usable barcoded cover sheets are slipped in front of each folder section to identify them before scanning. You can then scan the entire folder to the cloud at once. The system will know where to automatically file everything inside from your barcode sheets. 

Going forward, you can also scan a stack of paper for different employees directly to the cloud (skip the barcode sheets). You can then break the scan down into separate documents for different employees from your screen.

Onboarding and Other Forms in the Cloud

Some paperless HR systems can connect to onboarding solutions. This opens up an entirely new level of efficiency. New hires can review, fill out, and legally sign all of their onboarding forms online. Once completed, they are automatically filed in the employee’s electronic folder. 

The same process is extremely useful for forms that might be outside the onboarding process, too, like policy acknowledgements or renewals on earlier forms. Either way, there’s no need for paper forms anymore. 

Built-In Disaster Recovery and File Audits

One of the advantages of a paperless HR system is that it is often-times compliant right out of the box. Built-in disaster recovery and file audit tools are a few of the big ones. These types of systems should be designed with security features like real-time, redundant backups that allow for uninterrupted access to your files. 

Since file audits are so common for Human Resources professionals, audit reports should be available to your staff as well. These automatically keep track of required and expiring / renewable documents in employee folders to ensure everyone is up-to-date in the event of an audit. 

Taking HR Paperless In 30 Days

If you’re interested in taking the Human Resources department paperless, don’t be scared! DynaFile has been helping companies go paperless to boost efficiency for over 15 years. Our paperless HR solutions makes it easy to automate the conversion of your paper files, replace pen-and-paper with workflows in the cloud, and control employee files long-term with powerful document management tools.

Contact us today for a free demo to see how your HR office can be paperless in 30 days!

Has the Human Resources team become a little wary of wrestling paper this year?  It might be time to consider making the switch to a paperless HR office. 

Moving away from paper towards electronic files and forms can help streamline the entire department.  Best of all, with today’s paperless HR solutions, most HR departments can go paperless in under 30 days. 

Here’s how to hit the ground running this January with electronic files and forms. 

Paper Conversion Automation

If you want to go paperless fast, look for a filing solution that can help you automate the conversion of your existing paper files.  Some paperless HR solutions include scanning automation tools to help your team take a shortcut to electronic files. 

If you would prefer to let the pro’s do the scanning, some paperless HR solutions work with a partner to convert all of your back files for you.

Electronic Onboarding and Other Forms

Scanning your existing paper files is a big step towards a paperless HR office, but there’s still the challenge of producing more paper in the first place. 

Going paperless with your form and signature processes like employee onboarding can significantly reduce the amount of paper being generated in HR.

Look for a paperless HR solution that includes online forms, electronic signatures and digital workflows.

Streamlined File Management

When your employee files are created and stored electronically, managing that documentation becomes a lot easier.

Paperless HR solutions make compliance nearly automatic.  Features like file audit reports, segmented access rules for different roles, built-in disaster recovery, and much more give time back to the HR team.

Going Paperless in 30 Days

Want to start 2018 on the right foot?  Contact us today to learn more.

DynaFile is a paperless HR solution that has been helping companies achieve a higher level of efficiency for over 15 years.

Convert existing paper fast, replace paper processes with online forms, and easily manage employee files with compliance.

Contact us for a free demo!

These days, paper forms are a thing of the past. For Human Resources professionals, this is fantastic news. Previously paper-intensive processes like employee onboarding or policy acknowledgements can now be completed online. Best of all, forms signed electronically can automatically create the new hire’s folder in the cloud and file everything inside. Here’s how it works!

Electronic Onboarding Process

With an electronic onboarding process, HR uses digital templates for their forms that can be reused time and time again. HR no longer has to waste time printing, copying, scanning, and assembling onboarding packets. When a new hire comes onboard, simply enter their name and email address to start the process.

New hires can review, complete and legally sign all of their onboarding paperwork online. You can send their packet via email, which allows them to complete their forms in advance of their first day on the job. Or, you can have them sign on a computer or tablet on their first day. A copy of their signed forms can be automatically emailed to the new hire when they’re done.

The same method can be used for other paper-heavy processes like handbook and policy acknowledgements.

Automatic Employee File Creation 

Popular onboarding solutions like iCIMS and DocuSign can integrate with electronic filing systems like DynaFile. This allows for new hire folders to be automatically created and for all completed onboarding forms to be automatically filed inside.

This process eliminates the need for paper generation both during and after the onboarding process. HR departments using iCIMS can even enjoy a completely paperless filing process from talent discovery through termination. 

Easier Ongoing File Management

When your new hires start paperless from Day 1, managing employee files becomes a lot easier for the HR team. HR, Payroll and managers can all instantly access the files they need from anywhere – without having to make requests back and forth. Segmented access rules ensure only authorized personnel can see sensitive or private information in the system.

Audits also become much easier. Audit reports automatically check the system to ensure staff folders are up-to-date with required files. If you need to provide auditors with documentation, you can give them access to just the files they request remotely – they don’t even need to be in the office to review. 

Taking The Next Steps

If you’re considering moving to an electronic onboarding process and paperless employee files, contact us at DynaFile. Our paperless HR solution has been helping companies go paperless to achieve a higher level of efficiency for over 15 years. Connect to popular onboarding solutions like iCIMS and DocuSign to automatically publish completed onboarding forms for easier ongoing file management.

Segment access, track reports, and have your files instantly available from the cloud. Best of all, DynaFile has powerful built-in scanning automation tools that give you a shortcut to electronic employee files. Use our unique scan-to-cloud method to convert entire legacy files at once and for managing miscellaneous paper going forward.