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Paperless Onboarding

New Paperless HR Project Implements Electronic Employee Files and Onboarding Fast

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Going paperless can bring huge benefits to HR. Here are some of latest techniques for moving to electronic employee files and onboarding.

Boost HR efficiency with DynaFile's robust paperless solution. Dive into automated paper conversion, organized file accessibility, and streamlined onboarding. Transition to an electronic system that manages, safeguards, and categorizes employee data with ease. Start your journey towards a hassle-free, paperless HR in just 30 days with DynaFile!

Moving away from paper sounds very tempting to many Human Resources professionals. Managing all of the forms and other employee-related documents across an entire workforce can be a serious challenge on paper.

When you’re dealing with a traditional filing cabinet, paper folders and files are easily misfiled, misplaced, crumpled, or accidentally destroyed. This can cause big problems when the HR team needs to produce a file for an audit or at a staff member’s request.

Going paperless can significantly reduce the strain on HR around file management, onboarding, and audits. Here’s how to use the latest techniques in your paperless HR project to implement electronic employee files and onboarding fast.

Automated Paper Conversion

When looking for a paperless solution, ensure there is an easy way to get your existing paper into the system. When it comes to electronic filing, there are many options for storing documents. Unfortunately, including a way to automate the conversion of your paper files to electronic format is not as common.

Here are a couple of scanning features to look for in an electronic filing system. Both of these can help automate the conversion of your paper files by removing common redundancies like scanning individual documents to the desktop, naming files, creating folders, uploading, etc.

Barcode Recognition

This scanning method uses pieces of paper with barcodes on them to split your folders up into their different sections. For example, you can slide a barcode sheet in front of the Personnel, Benefits, and Payroll tabs before scanning the folder. One more sheet goes in front of the folder to identify the employee and then you can scan the entire folder at once.

The system will automatically create a folder for the employee and file everything inside according to your barcoded breakdown. You can reuse the barcode sheets for each folder you scan in. 

Batch Processing

Going forward, you may still have to add a piece of paper to an employee’s electronic folder. When you have a bunch of paper documents for different employees, there’s no need to use barcode pages.

In this scenario, simply scan a stack of paperwork for different employees directly into the system. You can split the scan into separate documents for different employees directly from your browser screen.

Ongoing Paperless Benefits

Once your HR team has made the switch to electronic employee files, tasks around the office become a lot easier. Here are some of the ways going paperless can help free up time for HR and reduce stress across the entire department. 

Organized files are instantly accessible

A good choice is a system that keeps your documents stored by categories like: Employee Name, ID, Status, Office, Department, Expiration Date, etc.The system automatically files your documents in the correct location based off of this information so you never lose a file.

Your team can then search for documents based off of that same information. For example, managers can pull all of their own staff’s latest Performance Review with 1 click.

Indexed filing systems reduce implementation time significantly because you don’t have to manually name files and create folders. Compliance also becomes way easier because you can segment access to files based on things like the employee’s department, location, folder section, etc.

File audit stress is eliminated

Electronic files are much easier to keep track of because you can use automated reports to ensure folders are up-to-date with required documents. Run these reports periodically to find out which employees are missing files from their folder or have forms coming up for renewal.

When an auditor requests files, you can give them access to the files they want to see remotely so they don’t need to come into the office.

Employee onboarding is improved

Pen and paper processes can now be replaced with online forms, electronic signatures, and digital workflows. For example, employee onboarding can be substantially streamlined when new hires can review, fill out, and sign all of their forms online before their first day. 

Completed forms can be routed to Supervisors, Payroll, and HR before the system automatically creates the new employee’s folder and files everything inside.

If completing onboarding forms on paper is still the most practical route, some paperless solutions also include another option. Barcodes can be embedded on the electronic versions of your onboarding templates. When you print out the blank onboarding packet for completion, all forms will have a barcode printed on them. When signed, you can then scan the entire onboarding packet in one shot without worrying about sliding in any “separator” cover sheets.  

Going Paperless in 30 Days

If you’d like to start streamlining the HR department, consider DynaFile as your paperless solution. We’ve been helping companies take HR paperless for over 15 years. Our powerful scanning automation tools give your team a shortcut to electronic employee files and paperless onboarding ensures new hire paperwork starts digital from day one. Contact us today to see how your HR team can be paperless in 30 days!

Companies Look to Paperless HR Solutions for Improved Employee File Access

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Paperless HR solutions give companies the power of eliminating record silos to consolidate files while improving compliance.

Boost your HR's efficiency with DynaFile's paperless solution. Secure cloud storage ensures instant file retrieval, enhanced compliance, and streamlined onboarding. Transition from paper to digital effortlessly. Book a free demo now.

Has accessing employee files become a challenge at your organization? It’s a problem that is all too common for Human Resources professionals. The speed at which paper files can go from tidy to a disorganized mess is astounding.

Many companies are now moving to a paperless HR solution to help manage critical employee information. Here are some of the reasons why:

Instant File Retrieval

With a paperless HR solution, your employee files are securely stored in the cloud. Team members from different offices can access the files they need instantly without the lag time usually associated with retrieving documents. 

Since your files no longer need to be physically stored at the office, disaster recover is also one less thing your team has to worry about. Your documents are automatically backed up to ensure they are available to your team at all times. 

Easier Document Management

Maintaining compliance can be tricky when managing employee files on paper. Any documentation considered private or sensitive needs to be stored in a separate folder to ensure only authorized staff can see it.

One of the best parts about a paperless HR solution is that you can consolidate your employee files while actually improving compliance. With electronic employee files, you can consolidate documents from different sensitive folders like Medical, Benefits and I-9 into the same filing system. Simply use access rules to ensure HR, Payroll, Leadership and Managers can only see the types of documents they are authorized to see. Everything else in the system is completely hidden to them to maintain compliance.

Electronic employee files also give your team the advantage of utilizing automated reports for things like file audits. A file audit report, for example, can show your team exactly which files are missing or expired in staff members folders. That way, when audit time arrives, you can be sure all folders are up-to-date with the required documentation. You can even make the files the auditor is requesting securely available to them online so they don’t have to come into the office to do their audit. 

Electronic Forms & Onboarding

If you’re storing and managing your employee files electronically, why continue to use paper forms? Paperless HR solutions make it easy to get forms completed and signed online. 

Due to the high volume of forms, the onboarding process is the most common place to start. HR can create templates for all their forms, design the routing and workflow that goes along with the signing process, and have everything filled out and signed online. Once finished, completed forms are automatically filed in the employee’s digital folder.

Although onboarding is the most popular scenario, you can use the process above for just about any type of documentation that typically gets filled out and signed through HR. Once your team is comfortable using it for onboarding, you can always expand to policy acknowledgements, PTO request forms, performance appraisals – the options are limitless!

Getting Started

If you’re interested in moving to electronic employee files, give us a call today at DynaFile. Our paperless HR solution has been helping organizations operate more efficiently for over 15 years. Change your existing paper into electronic employee files fast, replace pen-and-paper processes with online forms and esignatures, and manage all of your HR documents easier going forward. Contact us for a free demo below!

Seasonal Companies use Paperless HR to Ease Turnover Headaches

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How to ease turnover headaches at seasonal companies. A look at a paperless HR case study with San Diego Zoo.

Discover the power of paperless HR with DynaFile. Learn how seasonal companies like San Diego Zoo streamline hiring, ensure compliance, and manage files efficiently. Switch from paper to electronic in 30 days. Book a free demo now!

If you’re at a seasonal company, you know the Human Resources team is working overtime. Ramping up staffing into the busy season is a huge challenge, but so is keeping track of the files generated going forward. Today, we’re looking at a few key points from a paperless HR case study at San Diego Zoo to find out how they were able to benefit from the move away from paper with a mostly seasonal workforce.

Paperless From Day 1

When you’re doing a lot of hiring, efficiency is key. There are a lot of forms new hires have to fill out before they can jump in with the rest of the team. Streamlining onboarding can really save your HR team a ton of time and make the process smoother for your new staff.

Electronic onboarding is a great way to get new hire forms completed without the need for any paper generation. New staff can review, fill out and electronically sign all of their forms online. This gives you the option to have them complete their information before their first day, or fill everything out on a computer or tablet in the office. Once finished, completed forms automatically create the new hire’s folder for you.

Sometimes, completing forms the old fashioned way is still easiest. In that case, embedded barcodes can be very helpful. With this onboarding method, barcodes are embedded on all of your forms. When the new hire is finished signing, simply scan the entire stack of forms in one shot. Based on the barcodes, the system will know exactly how to categorize and file everything automatically for you.

Future Filing Is Simplified

When your employee files are in electronic format, it becomes much easier to manage them. Access rules ensure that sensitive documents are only visible to authorized staff and can be very specific if desired. Your team can then securely retrieve the files they need from anywhere, at anytime. New documents can also be added to employee folders no matter what where they’re coming from: paper, email, HRIS, payroll, performance – you name it.

Keeping track of files is a lot simpler, too. File audit reports ensure employee folders are up-to-date with all required documents. If something needs to be renewed, staff can complete the forms electronically like they did during onboarding. If your company undergoes an audit, you can give the auditor secure access to just the files they request remotely – they don’t even need to come to the office.

Finally, document retention is no longer a nightmare. Simply mass-delete documents based on Terminated status, expiration dates, folder section, document types, and more.

Getting Rid Of Existing Paper

Scanning stacks of paper files isn’t a fun job, but there are some great tools to help get the task done quicker. Scan-to-cloud solutions offer scanning automation features like Barcode Recognition to help take a shortcut to electronic files. Slide barcoded cover sheets in front of each section of the folder and then scan the entire thing at once. The system will know exactly how file everything inside based off of the barcodes.

A Case Study In Paperless HR

Want to learn more? Take a look at how San Diego Zoo went paperless to streamline onboarding and file management in the Human Resources department and beyond. Get your free case study. 

Going Paperless In 30 Days

Interested in taking your HR department paperless? DynaFile has been helping companies do just that for over 17 years. Our paperless solution allows your HR team to go from paper to electronic files fast and stay paperless going forward with online workflows. Contact us today for a free demo!

Online Onboarding Forms Streamline Human Resources

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Online onboarding forms are helping HR teams streamline employee file management across the entire department.

Uncover the efficiency of online onboarding with DynaFile. Revolutionize your HR processes, from streamlined new hire forms to effortless file management. Transform your department and go paperless in record time. Schedule a free demo today!

The onboarding process is one that is traditionally full of paper. New employees are required to review, fill out and sign a mountain of paperwork before they can join the team on their first day. Considering the variety of forms and documentation needed to cover different types of staff, the onboarding process can be extremely challenging. These days, more and more companies are moving to an electronic onboarding process to streamline new hire paperwork across the entire HR department.  

Online Onboarding Forms

With an electronic onboarding solution, all of your forms can be saved online as templates. This is a huge time-saver for your HR team. Instead of worrying about assembling all necessary onboarding forms every time a new hire comes on-onboard, simply select the appropriate template that already includes all of the forms you need. 

Your new hires can review, fill out and legally sign all of their onboarding paperwork online before their first day on the job. This allows for an improved experience as new staff can focus on hitting the ground running on their first day, instead of plowing through a stack of paper forms. If it is easier for staff to still complete their forms on Day 1, they can always complete their onboarding packet on a tablet or computer in the office as well. 

Automatic Folder Creation

When your onboarding forms are being completed online, it allows for added benefits in managing your staff files going forward. For example, completed onboarding forms can automatically create the new hire’s folder for you once the HR team has reviewed everything. All completed onboarding forms can be automatically filed inside. 

This saves your team from having to print and scan any documentation, thus eliminating the need for paper from the second your employee is hired. This also saves a ton of time since you do not have to worry about naming each documents and creating the folder structure for every single employee.

Easy Ongoing File Management

Since your employee folders are automatically created after the onboarding process, ongoing file management becomes incredibly simple. Your team can drag-and-drop or scan new documents directly into employee folders; and authorized staff can securely access the files they need instantly, from anywhere.

Automated file audit reports ensure your folders are always up-to-date with required documents and make it easy to share requested files with remote auditors. Segmented access rules allow you to consolidate all of your employee documentation without sacrificing compliance. Best of all, other forms like policy acknowledgements can be renewed easily through the same process as onboarding. 

Moving Forward

If you would like to learn more about going paperless with you employee onboarding and file management at your organization, give us a call today. DynaFile has been helping companies go paperless to achieve a higher level of efficiency for over 15 years. Our paperless HR solution allows you to take the entire department paperless quickly and easily. From there, paperless onboarding, cloud file management and online workflows eliminate the need for paper generation going forward and make managing files easier than ever. Contact us for a free demo below!

Electronic Personnel File Project Brings Big Benefits to HR

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HR departments can combat file management challenges with an electronic personnel file project. Here are some of the benefits of getting rid of all that paper.

Elevate your HR efficiency with DynaFile's electronic personnel file solutions. Experience instant document access, streamlined audits, robust permission controls, seamless onboarding, and swift paper conversion. Revolutionize your HR process within 30 days. Request a free demo!

Human Resources staff have their hands full when it comes to managing all of the paper coming through the department. From onboarding paperwork to ongoing performance appraisals and other documentation that needs to be added to employee folders, there is no shortage of paper-pushing around this office.

Keeping employee files organized and secure, yet accessible can be a serious challenge when everything is on paper. To combat this, many companies are taking on an electronic personnel file project to take advantage of the many benefits of the cloud and digital files in general. Here are some of the things your HR team can look forward to with electronic personnel files.

Instant Access

Swimming through file cabinet drawers and digging through manila folders is no fun when you need to add or retrieve a document from an employee’s file. Doing the same with nested digital folders on a network share drive isn’t much better, either. Instead, look for an electronic filing system that is both a “cloud” and “indexed” solution.

A cloud filing system keeps your employee files stored securely online. This allows authorized staff from various offices to access the documents they need with no lag-time in between.

An indexed filing system automatically saves your files in the correct location. It does this by categorizing the files you add to the system with things like: Employee Status, Name, ID, Office Location, Department, Folder Section, Document Type, Expiration Date, etc. This means finding documents is extremely fast. Simply enter any of those pieces of information into the system’s Search Box to instantly bring back the documents you’re interested in.

Audit Reports

Keeping track of required and renewal documents in staff folders is nearly impossible on paper. All too often a document is misplaced, misfiled or simply missing! An electronic filing system can help your HR team be sure all employee folders are up-to-date with required documents. 

Simply run a File Audit Report for a spreadsheet of exactly who is missing what from their file. You can do the same for renewable documents based off of an expiration date. With reports like this, electronic filing systems can help take a lot of the stress out of an HR audit. This is another example of how an indexed system can come in handy.

If it’s a cloud system, you can even make the documents your auditor is requesting securely available to them online. This way, auditors don’t even have to come into the office to do their audits most of the time.

Permission Controls

Maintaining compliance with government regulations around managing employee files can be messy on paper. You’re required to keep files segmented into different folders, binders, drawers and cabinets. Luckily, with an electronic filing system, you can consolidate your files while maintaining compliance.

By using permission controls to segment access to your employee files, it’s easy to keep files stored together in the same system. Simply set up access rules so that only authorized staff can see sensitive forms like I-9’s or medical documents.

With an indexed system, you can take this further by giving Payroll access to just payroll files; or by giving location managers limited access to just certain documents in only their own staff’s folders. And, when your files are in the cloud, your teams can securely get to the files they need from anywhere at any time. 

Electronic Onboarding

When you’re managing your files electronically, it’s nice to be able to start that file without the need for any paper. Moving to an electronic onboarding process can start your employee files paperless from Day 1. 

New hires can review, complete and legally sign their onboarding documents online before their first day. Online forms, esignatures and digital workflows replace the traditional pen-and-paper process. Best of all, once everything is finished and signed, all completed onboarding documents are filed, creating the new electronic personnel file automatically.  

Automated Paper Conversion

If you’re looking to transform your existing paper files to electronic ones, you might consider a scan-to-cloud solution. These are cloud document management systems that include scanning automation tools to help convert your paper files fast. This can typically give you a shortcut to electronic personnel files if you are doing the conversion in-house.

You can also outsource the conversion of your paper files to a scanning or document imaging company. Most of these companies use similar scan-to-cloud solutions to help automate the conversion of your paper files.

Getting Started

If you’re interested in taking your HR department paperless, contact us today at DynaFile. Our electronic filing system is a unique paperless solution for HR. It is a HIPAA-compliant, indexed, scan-to-cloud document management system. By providing your team with the tools you read about above, you can take the entire HR department paperless in 30 days or less. Contact us today for a free demo!

HR Goes Paperless by Moving Onboarding and Filing to the Cloud

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Moving onboarding and file management to the cloud is a huge step towards a paperless HR department.

Discover the future of HR with DynaFile's cloud-based solutions. Transition to paperless onboarding, easily convert existing paper archives, and manage employee files effortlessly. Embrace a more efficient, cost-effective HR process. Request a free demo and transform your HR workflow today!

If your HR team is thinking about going paperless, you’re probably considering a host of software solution options. There are a number of ways to cut back on the amount of paper generating inside the HR department. With a lot of paper being created from the onboarding process, many companies like to focus their attention on new hires first.

If all new employees can start their file without the need for any paper, you’re off to a pretty good start! It can be a little more difficult to figure out how to get all of your existing paper converted to electronic format. Here’s how HR departments are using cloud solutions to move to a paperless onboarding process and take a shortcut to electronic employee files.

It All Starts with Onboarding

The onboarding process produces a lot of paper. Instead of presenting your new hire with a stack of paperwork to complete on Day 1, why not send them their onboarding packet beforehand? When you move your onboarding process to the cloud, your new employees can review, fill out and legally sign all of their forms before their first day in the office. This can significantly reduce stress for your new hires and allows them to hit the ground running on their first day. Best of all, completed onboarding forms can automatically create the new employee’s folder – no need to print, copy or scan paper.

Converting Paper in Bulk

Implementing a paperless onboarding process is a great start, but like many companies, you probably still have a hefty archive of paper files for active staff that should be converted to electronic format. The traditional scanning process is simply too time-consuming for a project of this size. Instead, utilize a scan-to-cloud solution help take a shortcut to electronic employee files.

Scan-to-cloud filing systems utilize scanning automation tools to help convert entire employee folders at once. Barcode Processing is a good method for doing this. Simply slip barcoded cover sheets in front of each section of the employee’s file and scan the entire thing into the system. The barcodes tell the system exactly how to parse the folder and file everything inside as it is scanned. This can help you convert and file an entire employee folder in under 2 minutes or so. 

Managing Files Going Forward

Now that you’ve converted your paper files and have implemented an electronic onboarding process, managing files from the cloud couldn’t be easier. You can scan paper or drag-and-drop digital documents directly into an employee’s electronic folder from anywhere. Document retrieval is also instantaneous from anywhere, at any time. Have an audit coming up? No problem! Use file audit reports to ensure all folders are up-to-date with required documents and give your auditor secure, remote access to just the files they request to see. You can even segment access for different roles and responsibilities so staff can only see the documents they are authorized to view in the system.

Getting Started

Taking HR to the cloud to go paperless is simpler than you might think. Paperless HR solutions like DynaFile provide a great option for companies to make a smooth transition to electronic employee onboarding and file management. Our scan-to-cloud system has been helping HR departments reduce costs and increase efficiency for over 17 years. Contact us a call today to learn more and to see a free demo!