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Electronic Filing Software Makes Personnel Files Instantly Available to HR

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One of HR’s biggest challenges is keeping personnel information organized and accessible. Electronic filing software makes this easier than ever.

Tackle HR challenges with DynaFile! Electronic filing software revolutionizes personnel file management, ensuring compliance and quick access. Dive into indexed filing systems, swift document retrieval, and automated audits. Enhance your HR operations and integrate seamlessly with popular tools. Book a free demo today!

One of the biggest challenges of using a paper filing system is actually keeping the information organized. Filing cabinets that have been in use for a number of years can inevitably become very disorganized. This makes finding files an enormous challenge and keeping track of required documentation in folders becomes impossible.

In a bustling Human Resources department, this can be a serious issue. Having the ability to keep personnel information stored in compliance with regulations like HIPAA/HITECH and ensuring that information is easily available to authorized staff is paramount in HR. To make file management and document retrieval easier, many Human Resources departments have switched over to electronic filing software. 

Index Files for a Higher Level of Organization

“Indexed” filing systems are highly preferable to traditional folder-based systems. Indexed systems categorize your documents by different identifiers. For example, an electronic filing system for a Human Resources department may index documents by things like: Status, Employee Name/ID, Department, Division, Office Location, etc.

The system will use this indexing information to automatically file your documents in the correct location. This way, there is never a need to manually drill down through various levels of folders to find the correct location to store your document. You also no longer need to worry about naming conventions. Best of all, you can retrieve documents based upon their indexing information as well. 

Instantly Retrieve Personnel Information With Index Search

Since an indexed filing system will keep all of your electronic personnel files categorized for you, retrieving documents becomes extremely quick and easy. A simple “Index Search” can bring back exactly the documents you’re looking for with just a couple of clicks. You can search across any of the categories you have set up in your electronic filing system and cross-reference categories to narrow down search results further.

Here are a few common searches for an HR staff member, for example.

  • “John Doe’s” entire folder.
  • The “Performance Review” section of “John Doe’s” folder.
  • All “I-9” forms for “Active” employees.
  • All “Onboarding” documents for “Active” staff added to the system in the past “6 months”.
  • All “Benefits” documents from the past “2 years” for “Active” staff in the “Sales” department from the “New York” office.

By utilizing an index search to retrieve documents, HR staff can bring back exactly the files they are interested in with just a couple of clicks. 

Keep Track of Required & Expiring Documents in Staff Folders

When you can’t find the files you’re looking for, it can become nearly impossible to keep track of required documents in employee folders. Indexing fixes this. Since all of your electronic personnel files are categorized, you can report on all of that information. This is commonly used to ensure all staff folders are up-to-date with all required documentation via an “Exception Report”. An “Exception” or “Audit Report” will query your electronic filing system for any documents you deem as required in staff folders. You can also have the same report look for expiring documents to ensure all of your personnel folders are up-to-date.

For example, staff may be required to have the following 3 documents in their folder at all times: An I-9, a W-4 and a current Handbook Acknowledgement. Your staff can access a report for this information on the fly or have it automatically emailed to them. The report will tell you exactly which staff members are missing which specific required documents from their folders and which employees have a Handbook Acknowledgement that is due to expire within the next 60 days. In this way, HR can always be assured that all employee folders are up-to-date with all required documentation. 

Start Managing Your HR Files Easier Today

DynaFile is an electronic filing software that has been helping Human Resources departments manage their files more efficiently for over 15 years. Scanning automation tools allow your team to take the entire department paperless fast. From there, you can instantly retrieve the documents you need with a simple index search and run on-the-fly internal audits using custom reports. Best of all, integration with popular electronic onboarding solutions like DocuSign and iCIMS means that HR can stop generating paperwork all together – from the minute an employee is hired! Please contact us today for more information and a free demo!

3 Tips for Boosting HR Productivity

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Keeping HR running smoothly is a serious challenge. Switching to electronic personnel files can help boost productivity in a number of ways.

Enhance your HR department’s efficiency with DynaFile’s electronic personnel files. From instant document retrieval, paperless onboarding to automatic audit reports, simplify your processes and skyrocket productivity. Ditch the chaos of traditional filing and embrace a streamlined solution. Request a free demo today!

Human Resource departments are incredibly important to any organization. On any given day, your HR team is working on a variety of responsibilities and dealing with a ton of paperwork. With that much paper-pushing involved, there is a lot of room to make things run smoother. Switching to electronic personnel files can help streamline your existing workflows and save your team serious time and money. Here are 3 simple ways electronic personnel files can help boost productivity across your entire HR department. 

Instant File Retrieval

We all know how frustrating managing paper files is. Many of us envision bulky filing cabinets, overflowing with paper folders that are bursting at the seems.. And many times, this is HR’s reality! No matter how often your team goes through and re-organizes everything, you can rest assured that your file draws will return to chaos quicker than you would like. This makes finding documents incredibly irritating and time-consuming.

Electronic personnel files allow HR to do away with disorganized filing cabinets. Instead, your personnel files are stored in an electronic system that allows your team to retrieve files instantly, from anywhere. Pull up files based upon the employee’s name, ID number, department, or other identifying factors. You can even run filtered searches to pull up files based on department, document type, region, etc. With electronic personnel files, the documents you need are always right at your fingertips.

Paperless Onboarding

​Onboarding a new employee requires a lot of paperwork. From HR’s perspective, this process is extremely inefficient on paper. Everytime a new-hire joins the company, your team needs to download, print, copy, assemble and prepare the onboarding packet for your new employee to sign. These repetitive tasks can be completely eliminated with a switch to electronic personnel files.

With paperless onboarding, online forms and esignatures take the place of pen-and-paper onboarding forms. Instead of filling out all of their paperwork in your office on their first day, new hires can review, fill out and legally sign all of their onboarding documentation before their first day on the job. Once finished, all completed onboarding documents are automatically filed in the new-hires electronic personnel folder. The best part is that it only takes HR about 30 seconds to send out an onboarding packet this way.. Simply select the appropriate onboarding template, enter the new-hire’s name and email address – and you’re done.

Automatic Audit Reports

Human Resources spends a lot of time ensuring that their records comply with state and federal regulations. One of the most important aspects of compliancy is making sure all of your employee folders contain all required documents and that everything is up-to-date. With a paper filing system, this can be a complete nightmare. With electronic personnel files, however, you can maintain compliance automatically.

Electronic personnel files allow you to run automatic reports on your staff folders. These reports will check to see that all personnel folders contain all required documents and that all time-sensitive materials are up-to-date. With an electronic system like this, your team can be automatically notified when an employee’s folder is missing required documentation or when a training, certification or policy acknowledgement is coming up for renewal.

See How It Works

Are you interested in making the move to electronic personnel files? If so, contact us today for more information. DynaFile’s paperless HR solution has been helping companies operate more efficiently for over 15 years. Our system allows your team to eliminate many redundant tasks typically centered around paperwork to boost productivity and streamline the entire department. Contact us today for a free demo!

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!