Record Compliance

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

September 8, 2023 by Andrew Roberts

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.

4 Advantages of an Electronic Employee Filing System for 2023

December 12, 2022 by Andrew Roberts

Discover the Top Benefits of Upgrading Your HR Employee Document Management Solution for the New Year

Managing HR employee files with outdated and manual paper-based filing systems can be exhausting, and it takes valuable time away from focusing on core business goals. By adopting a digital employee document management solution and automating processes, you improve workflow efficiencies and can create an entirely paperless employee records management lifecycle.

With the New Year just around the corner, now is an ideal time to rethink your HR document management strategy so you can get a jump on January and gain momentum for a successful 2023.

Let’s look at some of the top benefits of moving to an electronic Human Resource filing system.

1. Increased Efficiency
If you are managing paper-based HR documents across multiple locations or have personnel files scattered throughout numerous legacy systems with inconsistent file naming conventions, tracking down a single employee record can cost you hours weekly. Even if your company has a great HCM in place, that software often has limitations regarding employee document management. In the end, inefficient and administratively cumbersome filing practices mean your team is always playing catchup on their daily tasks and never getting to the work that matters.

DynaFile’s secure, cloud-based platform centralizes your employee files to give you instant access to essential documents, saving hours weekly and increasing productivity. Powerful integrations will enable you to seamlessly connect with HCM systems like Workday to collect employee documents in your secure DynaFile cloud for faster filing and retrieval. Documents are filed with metadata, so with a simple Index Search, an employee’s electronic file is in your hands with just a couple of clicks.

On top of that, you can implement an end-to-end electronic employee onboarding process for new employees and go digital with online forms and esignatures. Integrations with DocuSign, signNow, JotForm, PandaDoc, and Adobe Sign allow new hires to fill out and legally sign all their onboarding documents online before their first day. Once completed, all onboarding paperwork is automatically filed in the employee’s folder, creating a completely paperless employee filing lifecycle.

2. Improved Accuracy
A significant disadvantage of a paper-based system is that it is difficult to track down certain information when needed. All too frequently, it might be misfiled, lying on an employee’s desk, sitting in your inbox, or lost among overstuffed filing cabinets.

By digitizing employee records, the likelihood of documents missing, misfiled, or even lost en route to other departments or locations is removed from the equation. If a form is filled out incorrectly, any errors can instantly be corrected across the entire employee folder. Additionally, a centralized electronic document management system can also provide version control, ensuring everyone is working with the most updated employee files.

3. Improved Record Compliance
Keeping employee records up to date can be highly tedious, and the HR team is responsible for ensuring employee files are managed with compliance. When an auditor inevitably requests to check on your files, HR must know their records are current with all required information.

A centralized digital employee filing solution will reduce time-consuming administrative tasks dealing with employee records storage and retention and create audit readiness. DynaFile’s built-in compliance toolkit helps you stay organized with audit reports, role-based access, and retention schedules.

Custom audit reports ensure your employee folders are updated with all required documents so your team is always prepared for an audit. When making your files available to the auditor, give them limited access to just the requested files through encrypted document links.

In addition, policies and procedures are often changing, and waiting for on traditional paper systems can mean you may gain signatures the same day those forms are outdated. By utilizing integrations with digital signature platforms, you can quickly and easily gain secure sign-off from all employees across the company without using a single printed piece of paper.

4. Increased Security
Handling sensitive employee records is a serious task, and HR is entrusted that confidential staff files do not get into the wrong hands. An effective digital document management system safeguards employees’ private data, including protected health information (PHI) and personally identifiable information (PII).

Utilizing a cloud document management system provides secure, instant access to your staff files regardless of where your admin or HR team is located. Other security features, such as 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, DynaFile automatically tracks 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. For example, suppose you notice an outdated version of your handbook is being uploaded to the file system. In that case, you can work backward to find the team member committing the error and correct the mistake directly.

Industry Tested. HR Approved
Give time back to your team to focus on strategic initiatives and drive business goals forward. Update your HR employee document management solution to one with a proven track record of providing robust digital filing solutions to boost compliance, create audit readiness, and streamline workflows.

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!

“Great experience overall.
It made digitizing our personnel and training files a breeze. That ease of use saves a lot of headaches. The multiple options to get documents into the system is a plus. We are able to give controlled access to regulators as needed so they can check on the information they are looking for without having to provide any sort of paper file.”
– Becky M. | Chief People Officer

Post-Pandemic Data Breach Lesson 101

June 9, 2022 by Andrew Roberts

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.

Revamping Your HR Document Management to Comply with COVID-19 Vaccination Requirements

February 9, 2021 by Andrew Roberts

Navigating the Hurdles of Maintaining Employee Records of Vaccination and Testing.

Streamline HR compliance with COVID-19 vaccination mandates using DynaFile's advanced document management solution. Navigate new obligations effortlessly with secure vaccination record tracking, instant reporting, and robust cloud-based features. Get started now for a future-ready approach.

On September 9th, the White House issued the COVID-19 Action Plan: Path Out of the Pandemic. The Plan outlines a national strategy that will impose new obligations for employers across the country. Under the Plan, the employee medical records of roughly 100 million workers will need to comply with the new mandates.

Among these measures are:

Mandatory Vaccination or Weekly Testing for All Employers with 100+ Employees
Mandatory Vaccination for Federal Executive Branch Workers and Government Contractors
Mandatory Vaccinations for Health Care Employees at Medicare and Medicaid Participating Facilities

Addressing the Needs of COVID-19 Vaccination Record Tracking

Employers that fall into these categories face the challenge of navigating the legal issues and operational barriers related to maintaining employee records of vaccination and testing. With this in mind, employers and HR leaders must create new policies, workplace testing strategies, vaccination record tracking, and secure medical record collection and retention. Moreover, organizations using paper employee filing or an outdated document management system could find themselves spread thin with the added manual administrative tasks.

Choosing the Best Document Management Solution for Your Organization

Employers must adopt a comprehensive HR document management system to knock down barriers and achieve full employee record compliance with the mandates. With the robust framework of DynaFile’s scan to cloud HR document management solution, your organization can overcome these hurdles and leverage the power of instant and secure reporting that provides actionable insights.

Keep in mind that your chosen HR document management solution should solve these crucial issues:

COLLECTING VACCINATION RECORDS FROM ALL EMPLOYEES

DynaFile Public Upload Feature
With a simple, secure link, employees can upload their COVID-19 vaccination card or weekly test results. Then they are reviewed and saved directly to the employee’s online personnel file by an HR team member. As a result, your HR leadership can instantly access these records to confirm compliance with the new mandates.

TRACKING VACCINATION RECORDS AND WEEKLY COVID-19 SCREENINGS

Simplify Record Compliance with Exception Reporting
A complete document management system, like DynaFile, can automate your folder checklist to show you exactly what files are missing, coming up for renewal, or expiring soon. You can create a COVID-19 summary audit report showing the effective date of the weekly test, vaccine type, and date of fully vaccinated employee status. As we continue our battle with the pandemic, the reports will include any booster vaccines. The best part of this kind of reporting is seeing who has specific documents in the system and those missing a particular record. HR leaders can always export reports in excel to share with department or location managers as needed.

UPDATING COVID-19 COMPANY-WIDE POLICIES

DocuSign Integrations with Bulk Send
When employees must renew a vaccine-related form or update documentation for their folder, they can do so digitally as well. First, send staff a link to the documents they need to complete. Then, the signed forms are automatically saved in their folder for long-term file management.

PROVIDE AUDITORS WITH PROOF OF COMPLIANCE

DynaFile Secure Document Links
Simplify your record audits with a system that can track required documents for vaccinations and weekly test results. With files centralized in the cloud, you can easily lock down access to sensitive types of files, as well as define group-level access. If an auditor needs to check compliance, simply give them access to the specific documents they request, and they can view them remotely from the cloud.

Take the Next Steps and Empower Your Team Today

After more than a year of uncertainty, organizations continue to navigate the rapidly changing environment. HR leaders are at the forefront of initiatives to respond to a wide range of changes. DynaFile can be fully implemented in under 30 days and includes a dedicated account manager. You receive personalized training and ongoing support at no extra cost.

Access Personnel Files from Anywhere During the Coronavirus Shutdown

March 24, 2020 by Andrew Roberts

With COVID-19 disrupting business processes across the globe, a secure HR file cloud has become more important than ever. When there is an urgent need to access crucial personnel documents, is your team prepared?

Empower HR with DynaFile during COVID-19 for instant, remote access to personnel files. Ensure audit-readiness, easy document updates, and seamless management. Adapt quickly with our expertise. Reach out to get started today!

If personnel files are on paper or just difficult to access from outside of the office, now is the time to prioritize HR’s file management strategy. Here are a few things to consider when it comes to personnel files and remote access for your HR team during the coronavirus shutdown.

Instant Access

How long does it take to find a specific document for any given employee? What if you’re working from home and unable to be in the office? It’s crucial to know that HR can reach important personnel documents with just a couple clicks – from anywhere. A secure HR file cloud provides an easy to way to stay connected.

Audit Readiness

A file request can come from an auditor, attorney, or management at anytime. Are your personnel files ready when the time comes? Ensuring folders include all required documents – and that those documents are not expired – keeps your team prepared. With the right HR file solution, you can track important documents to always know personnel files are ready for upcoming audits.

Document Updates

What if your personnel files are missing critical documentation? Are you able to append and update files remotely? HR should be able to easily add documents to personnel folders and have staff complete forms online if need be. Nowadays, there’s no reason not to have an up-to-date personnel file, even when working from home.

Get Up To Speed Today

DynaFile is a secure HR file cloud that makes managing personnel documents easy from anywhere. Be up and running fast with expert assistance and over 20 years of experience. Contact us to get setup today.

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.

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