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How to be Prepared for an HR Audit

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HR audits are becoming more and more frequent these days. Are you ready? Here’s how to be prepared for an HR audit.

Ace your HR audit with DynaFile's employee file management system! Transition from paper files to digital, manage documentation effortlessly, and keep HR operations efficient. Want stress-free HR audit preparation? Try our demo today!

Human Resources audits can be a very uncomfortable experience. Having the Department Of Labor (DOL) or an outside attorney come into your office and request to see your employee files is not something HR staff look forward to. Plus, if you’re currently using a paper filing system, it’s not easy to know how to be prepared for an HR audit. Taking your employee files paperless is the first step towards a more efficient HR department and better audit preparation. Employee file management software can help your HR department keep tabs on files to ensure all folders are complete and up to date. Here’s how to be prepared for an HR audit.

Take Employee Files Paperless

The first step towards better HR audit preparation is taking your employee files paperless. It’s nearly impossible to keep a good record of employee documentation on paper. With an electronic system, you’re provided with better security, instant access and much higher level of organization. When evaluating different solutions, look for products that make it easy to switch to electronic employee files. Features like scanning automation help speed up the conversion of paper employee files to electronic format so your department can go paperless fast.

Keep Tabs On Required Documents

When an HR auditor comes to your office and requests a dozen random employee files, you need to be sure their folders include all required documents. When dealing with a paper filing system, it can be a huge challenge to keep track. Staff has to manually thumb through each and every employee folder to confirm completeness. With an electronic system, things are much, much easier. A simple report can tell you exactly which employee folders are missing required documentation. You can access these reports from your employee file management software, or even have them automatically emailed to you on a weekly or monthly basis. This way, if any employee folders are incomplete, you will always know which documents they are missing.

Maintain Up To Date Certifications

Staff that are required to take periodic trainings or be professionally certified add a second level of complexity to HR audits. In a paper-based system, it can be a big challenge to ensure all employees have up to date records. A paperless system can help. By adding an expiration date to time-sensitive documents, HR can run reports to see which employees have certifications coming up for renewal. Again, these reports can be accessed from your employee file management software or can be emailed to you on a weekly or monthly basis. This way, you can always be sure your staff is notified to renew their documentation with plenty of time to spare.

Keep Auditors Out Of Your Office

Having an HR auditor come into your office can be very disruptive. It puts staff on edge and can put a serious lag on productivity. The good news is, when your employee files are stored digitally, auditors no longer have to come onsite. With electronic employee files, you can very easily supply your auditor with the just the files that they request. It doesn’t matter if it is specific types of files for all employees or a random list of employee folders. Your employee file management software should let you easily share that information securely with your auditor completely digitally. 

Learn More

If you would like to learn more about being prepared for an HR audit, contact us today. DynaFile is employee file management software that has been helping Human Resources operate more efficiently for over 15 years. Our scan-to-cloud solution lets you go paperless fast. From there, you can manage all of your employee files easier from the cloud. Automatic audit reports ensure all employee documentation is always complete and up to date. Contact us today for a free demo!

This Year HR is Thankful to Finally Go Paperless

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Stuffed! If your Human Resources department is full of overflowing filing cabinets, it’s time to go paperless. Employee file management software can get you there fast.

Revolutionize your HR department with DynaFile's employee file management software. Dive into paperless efficiency, secure cloud access, streamlined audits, and effortless onboarding. Experience the future of HR - Request a free demo now!

With the holiday season quickly approaching, many take the time to stop and reflect on what they are most thankful for. If your Human Resources department has made it an initiative to go paperless this year, you can bet your staff are feeling grateful. Although they are somewhat of an office tradition, paper filing systems are tough to manage. It’s too easy for documents to get misfiled, lost or even accidentally destroyed – making finding a document a little like finding a needle in a haystack. Moving to a paperless filing system helps keep employee files organized, up to date and accessible. Here are some of the ways your Human Resources department can benefit from employee file management software.

Carve Out Unnecessary Costs

Going paperless with employee file management software can save your organization a lot of valuable time and money. Productivity gets a huge boost when pen and paper processes are replaced with completely digital ones. Many administrative tasks that used to be incredibly time-consuming can now be completed in a fraction of the time – or even automated. This doesn’t even take into account how much HR can save on paper-related costs like printer / copier ink, maintenance, reams of paper, overnight postage, etc. You may be surprised by how much your Human Resources department can save by going paperless.

Make Access As Easy As (Pumpkin) Pie

Cloud solutions are a great choice when it comes to employee file management software. With a cloud system, your employee files remain secure, yet easily accessible to authorized personnel from anywhere, at any time. If your organization has multiple offices spread throughout the country, a cloud solution becomes even more valuable for this reason. 

Good employee file management software will also include comprehensive access control features to keep employee information secure. These will allow admins to control access to specific types of documents (like PHI). You can also use access controls to give external users or other departments access to specific sections of employee files. For example, you can give Payroll access to just the specific types of documents they need. When they log in, they’ll only be able to view the types of information that was made available to them.

Audits Are All Gravy

The holiday season is also often times audit season. When an audit hits and all of your employee files are stored on paper, staff begin running around like headless turkeys trying to make sure everyone’s folders are up to date. Employee file management software can significantly reduce this stress. Reports can be created in an electronic system to match your existing business rules around employee information management.

For example, let’s say your policy is that all employees are required to have documents A, B and C in their folder at all times. And, document C is a certification that needs to be renewed annually. Your employee file management software can track this information automatically for you. So, once a week (or however often you choose), you can get a report emailed to you to let you know which employees are missing which documents; and which employees have a certification coming up for renewal. This way, HR never has to worry about about being unprepared for an audit. Internal audits are already run automatically for you ensuring all employee documentation is complete and up to date.

An Onboarding Process With All The Trimmings

Employee onboarding can be a huge paper generator for HR. Every new hire that joins the company has to fill out a stack of paperwork that is as time-consuming to complete as it is to print out and assemble. Luckily, some employee file management software include an onboarding module to get new hires into the system quickly and easily. 

Paper onboarding forms are replaced with online forms that can be filled out before the employee’s first day on the job. HR can include a space for new hire attachments (like photo ID or voided check for direct deposit) or a required link (to your employee handbook, for example). To save HR from chasing staff down for incomplete information, admins can set requirements and validations for specific fields within onboarding forms. Electronic signatures are used to capture a legally binding agreement from the signatory. Best of all, completed onboarding packets can be automatically sent to your employee file management software. There, a new employee’s folder is automatically created with all of their completed onboarding documentation filed inside.

Go Paperless Cold Turkey

DynaFile is scan-to-cloud employee file management software. Our scanning automation features let you convert your existing paper files to electronic format quickly and easily. From there, you can manage all of your employee files more efficiently from the cloud. Consolidate with compliance by locking down specific sections of employees files, yet still allow staff to access the information they need from any location. Custom exception reports can be created to ensure all employee documentation is up to date. And, best of all, our paperless onboarding solution lets you get new hires “papered up” without a single sheet! To learn more about DynaFile for HR, contact us today for a free demo! We’ve been helping Human Resources departments operate more efficiently for over 15 years.

Trick or Treat! How to be Prepared for an HR Audit

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Human Resource departments get audited constantly, but it doesn’t have to be a scary experience. Here’s how to be prepared in the event of an HR audit.

Be HR audit-ready with DynaFile! Transform paper demons into efficient electronic files, manage employee documents effortlessly, and ensure compliance with automatic reports. DynaFile makes HR audits less daunting with indexed scan-to-cloud solutions. Experience hassle-free HR audit preparation. Dive into DynaFile now!

HR has a tough job. So much paperwork is created in the department that it can be a real challenge to tame it. Worse yet, Human Resources is one section of business that gets audited constantly. This puts an incredible amount of pressure on HR staff. After all, they are responsible for keeping all employee documentation complete, up to date and compliant with federal regulations. Here’s how to be prepared for an HR audit. 

Slay The Paper Demon

One of the best things you can do for your HR staff is go paperless. The benefits of switching to electronic employee files are just too numerous to list here. The easiest way to take your Human Resources department paperless is to go with a scan-to-cloud solution. These are the Frankensteins of document management solutions – a hybrid system that handles both paper and electronic files. They are basically cloud filing systems that include scanning automation tools to help you digitize your paper files quickly and easily.

When evaluating different vendors, make sure you also go with an indexed filing system. An indexed system categorizes your documents and then files them in the correct location automatically. This makes converting, filing and retrieving documents a breeze – and sets you up for easy HR audit preparation.

Managing Employee Files: No Longer A Monster Of A Job

When filing away a document in an indexed system, you are usually prompted to choose the Document Type. This is simply the kind of document you’re adding to the system, like a Performance Review, W-4 Form, PTO Request, etc. Since Document Type is almost always used as a main identifier for your documents, certain controls can be created on a Document Type basis. For example, you can control access to specific types of documents for specific groups of users.

Often times Payroll needs to access specific types of documents in an employee file, but giving them access to the whole folder would not be considered compliant. Simply create a group for your Payroll staff in the system and give them access to only the Document Types that they need. This allows you to combine the 3 – 5 folders you typically see for each and every employee into one single folder per employee. Simply use Document Type control to limit access to specific sections of employee files like protected health information (PHI).

Keep Tabs On Ghost Files

You can also utilize Document Types to run reports in the system. Many times when Human Resources departments get audited, the auditor will notify you and request, say, a dozen employee files at random. They check these employee files to ensure that all required documentation is included and that all information is up to date. To ensure that your department is ready for when this happens, a simple exception report can be created to track this information automatically.

For example, you may have a business rule that requires every employee to have documents A, B and C in their folder at all times. And, maybe document C happens to be a certification that needs to be renewed annually. You can create a report for that business rule that will track those specific Document Types as well as an expiration date tied to certifications. This report can be emailed to you on a weekly or monthly basis letting you know which employees are missing which documents from their folder and which employees have a certification that needs to be renewed soon. In this way, your department runs their own internal audits automatically so you always know you’re safe in the event of an HR audit.

Learn More

If you would like to learn more about taking your Human Resources department paperless, contact us today. DynaFile is a scan-to-cloud filing solution that has been helping HR operate more efficiently for over 15 years. Scanning automation tools let you take your existing files paperless fast, then easily manage them from the cloud. Our system is completely indexed, allowing for instant document retrieval and automatic exception reports. You can even give your auditor access to specific employee folders within DynaFile or a subset of information within those folders; eliminating the need for printing, copying, faxing and over-nighting all together.

Cloud Employee File System Provides Instant Access to Employee Files

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Cloud filing systems help keep employee files secure, organized and accessible from anywhere, at anytime.

Experience seamless HR operations with DynaFile's Cloud Employee File System. Secure and instantly access employee files, ensure compliance, automate audit prep, and streamline onboarding. Embrace the future of HR documentation with DynaFile's indexed and integrated system. Request a free demo now!

Managing employee files can be a real challenge. Many HRIS do not offer a practical solution for employee file management. This forces a lot of companies to continue storing their employee files in paper format. Paper files can cause problems for a Human Resources department. Documentation is easily misfiled, lost or just plain inaccessible. For this reason, many companies are looking towards digital options for storing and managing employee files. A cloud employee file system can help HR keep employee files secure, organized and accessible.

Get secure, instant access to employee files.
One of the nicest things about a cloud employee file system is that it provides secure access from anywhere, at anytime. When evaluating different solutions, be sure to go with an indexed filing system. These allow you to manage your files much easier. Instead of creating hundreds of folders, finding the right place to save a document and then hoping you used the correct naming convention; indexed filing systems categorize your documents with different index fields. The system then uses the information from those fields to file your documents away in the correct location automatically. When you need to retrieve a document, a simple index search brings back exactly what you’re looking for instantly.

Consolidate without sacrificing compliance.
With all of the regulations around managing employee files, a paper filing system just doesn’t cut it anymore. To maintain compliance, multiple folders need to be on file for each and every employee, making finding a particular piece of documentation a serious chore. With an indexed system, you can actually consolidate information into one comprehensive folder per employee. Access permissions can be set to control access for specific types of documentation, like protected health information (PHI). HR admins can specify exactly which employee can view what kinds of documents in the system. This can be done on an individual basis or for a group of users, like your Payroll or Accounting department, for example. 

Audit preparation can be nearly automatic.
If your organization is audited regularly, you may need a full time employee just to ensure all files are complete and up to date. With an indexed filing system, a simple report can be created to ensure all employee documentation is present and up to date. For example, lets say your compliancy rule around employee documentation states that all employees need to have documents A, B and C in their files at all times; and that document C is a certification that has to be renewed annually. You can create a report that can be run manually, or automatically on a weekly or monthly basis, that will tell you exactly which employees are missing which documents from their folder and which employees have certifications that are expiring within the next 60 days. In this fashion, being prepared for an audit becomes almost automatic.

Take employee onboarding completely paperless.
If your business is rapidly expanding, has high turnover rate or has many offices spread throughout the country, employee onboarding can be a very tedious task. Every time a new employee is hired, there is a mountain of paperwork that needs to be completed and signed. When employees are spread throughout the country, this can cause big problems. You need to ensure that their onboarding documentation is filled out completely, that HR receives their onboarding packet back in a timely matter, and that Payroll and other departments are able to get the information they need for getting the new employee set up properly.

Pen and paper make this a grueling process. However, with electronic onboarding, new hires can complete and legally sign all of their onboarding paperwork online before their first day on the job. HR can also include required fields and validation on forms to ensure that all information is collected accurately and that all documentation is filled out completely. Once the new hire is finished, onboarding packets can be routed back to HR, out to Payroll, or wherever they need to go, before being sent back to the cloud employee file system. This streamlines the whole process and reduces frustration for all parties.

Learn more about moving your employee files to the cloud.
DynaFile is a scan to cloud filing system that specializes in helping Human Resource departments operate more efficiently. Our cloud employee file system also includes scanning automation tools so you can take the entire department paperless quickly and easily. From there, you can manage all of your employee files from anywhere, at any time. DynaFile is a completely indexed system allowing for instantly retrieval, simple consolidation and easy audits. Our integration with DocuSing also allows for a completely paperless employee onboarding process. Contact us today for a free demo!

Human Resource Management: HR Manages Employee Files with Hybrid Filing System

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HRIS and HRMS can be very beneficial but don’t always provide a practical way to manage employee files. Consider including a hybrid filing system in your HRM strategy.

HR Manages Employee Files with Hybrid Filing System

Human Resource departments have a lot going on. There is a ton of data that needs to be tracked and aggregated. Most companies will utilize a variety of systems to help them do this. Human Resources Information Systems (HRIS) and Human Resources Management Systems (HRMS) are popular choices. Unfortunately, many do not include a practical solution for employee file management.


The Problem With Paper

Although most companies already utilize some sort of HRIS or HRMS, many still rely on a traditional paper-based filing system to manage their employee files. However, as anyone who has worked in HR can tell you, dealing with paper files can be frustrating. To maintain compliance, each employee typically has 3 – 5 separate files. This causes information to be duplicated across the organization, making finding what you’re looking for a complete nightmare. Distributing documentation becomes a serious chore, and information security becomes nonexistent. Working with paper is inherently tricky, but you can only go paperless to a certain extent. Employees will inevitably deliver applications, onboarding forms, PTO requests, and the like to your office in paper format, no matter how hard you try to avoid it.


A Hybrid Filing Solution

Human Resource departments have been increasingly looking towards hybrid filing systems to help them manage their employee files easier. A hybrid filing system combines a couple of key components:

  1. Document Management System
    • Stores employee files in electronic format
    • Instant document retrieval for authorized staff
    • Allows for safe distribution of information
    • 24×7 secure access from anywhere
    • Ability to control access to specific sections of employee files for groups of staff
  2. Scanning Automation Tools
    • Automates conversion of paper files to digital
    • It makes it easy to get misc. paper documents into the system on an ongoing basis
  3. Online Forms & e-signatures
    • Allows for paperless onboarding
    • Replaces any pen and paper process where forms need to be filled out and signed

With a hybrid filing system, you no longer waste time rummaging through filing cabinets. Sign in to your digital filing cabinet and do a quick search to bring back exactly what you’re looking for in seconds.


Benefits of a Hybrid Filing System

The benefits of a hybrid system are huge! Your department will realize the value instantly with hours saved and costs reduced. Here are just a few of the ways a hybrid filing system can benefit your organization:

  • Significantly reduce the time it takes to file/retrieve documents from employee folders
  • Consolidate employee information into one folder per employee
  • Control access to specific sections of employee files for different groups of staff
  • Run internal audits and exception reports on the fly to ensure employee documentation is up to date
  • Provide external auditors limited access to individual employee files or specific sections of employee folders
  • Share information safely and much more efficiently between different offices
  • Use paperless onboarding to get new hires “papered up” without a single sheet (use the same process for PTO requests, pay grade increases, benefits enrollment, and more)
  • Free up valuable office space by eliminating the need for bulky filing cabinets
  • Save on costs associated with paper, folders, filing cabinets, printers, copiers, postage, etc

The list goes on and on. Going paperless in your Human Resources department makes a lot of sense, but be sure you have a quick and straightforward solution to get your paper files into electronic format in the first place. And, on an ongoing basis, a practical way to deal with the miscellaneous paper coming in. A hybrid filing system makes this easy and lets you replace pen and paper forms with a completely digital process so you stop generating paper in the first place.

Our hybrid filing solution has been helping HR go paperless and manage employee files more efficiently for over 15 years. Scanning automation tools help you quickly convert your current paper files to electronic format and then securely manage your employee documentation from the cloud. Integrated online forms and e-signatures allow for a simple and effective employee onboarding process that is entirely digital.

Schedule a demoย today and learn how to upgrade your filing system with DynaFile.

Top Benefits of Switching to an Electronic Filing System

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An electronic filing system can help your organization in many ways. Discover some of the benefits of making the switch.

Reap the advantages of an Electronic Filing System with DynaFile. Enhance security, enjoy instant file retrieval, resist disasters, and cut costs. Transition from traditional paper chaos to streamlined digital efficiency. Explore the revolution with DynaFile. Join the future of file management today!

If you’re still using the traditional paper filing method, the time has come to consider making the switch to an electronic filing system. Maybe your office is old school? Or maybe your boss just needs a little push in the right direction? Whatever the reason for keeping all of that paper around, take a moment to discover some of the benefits of implementing an electronic filing system in your office.

Improved security and compliance
One of the great advantages of an electronic filing system is having the ability to keep files indexed. This means that each document entered into the system is categorized and registered according to specific properties (that your business can define). For example, an HR department may categorize each document by which employee it corresponds to, along with the type of document it is (I-9, W-2, Performance Review, etc) and maybe an expiration date for when that document needs to be renewed or updated. In this way, you are given full control over which employees are able to access specific information. Maybe managers can only access things like attendance records and performance reviews, but your HR director has much broader access permissions.

Whatever business rules may apply in your department and specific situation, an electronic filing system makes it easy to implement those SOP’s directly into the system. Taking it a step further, most electronic filing systems include additional security features that automate compliance. For example, an audit trail is a feature that runs in the background, tracking every action that a user takes within the system, as well as every action performed by the system.

This is an important compliance feature for many industries and departments. Password protection, version control and secure file sharing are also features built in to many electronic filing systems that help you comply with regulations automatically.

Instant File Retrieval
The beauty of an electronic filing system is that, since your documents are indexed, file retrieval becomes instantaneous. If you want to pull up the entire file folder for a specific client or employee, don’t go rummaging through your filing cabinet; simply begin typing their name into the system. Instantly, you will have their file at your fingertips. What makes this even more powerful is the ability to run a cross-reference search. For example, maybe you want to pull up all performance reviews for all employees since 1/1/2012. Simply leave the employee name field blank, select “performance review” as your document type and limit the date range. You can immediately see how powerful this kind of cross reference search can be for on-the-fly reports, audits, etc.

Disaster Resistance
If you’re using a paper filing system, what happens if your office is damaged? You must be very careful to keep backups of all of your files in a separate location – just in case. A disaster, fire, flood or even poor plumbing can result in the loss of your business critical documentation. Electronic systems help keep your files safe in the event of a disaster by using automatic backups. At the end of each day, every document in your system can be automatically synced to a backup drive that resides in a different physical location (maybe one of your satellite offices or a professional data center). This ensures that in the event of a disaster, you can be confident your files are safe.

Eliminate Paper, Save Money
By switching to an electronic filing system you will significantly reduce your office’s paper production. This a good thing for the environment, but also a great thing for your budget. Taking your traditionally paper-based processes to the digital world means reduced lag time, better productivity and ultimately, lower costs for the company. There is no longer a need for paper, ink, filing cabinets, over-nighting time-sensitive documents, etc. All of your document management can be done directly from your electronic filing system. And, with the integration of electronic signatures and online forms, you can truly go paperless with very little effort.

Above are just some of the incredible benefits that an electronic filing system can bring to your organization. To learn more about taking your business paperless, contact us at DynaFile today. We’ve been helping companies improve document management, reduce paper and increase efficiency for 15 years. Give us a call today for a free demo!