Scanning Automation

SharePoint Attacks Are Surging: What HR Leaders Need to Know and How to Protect Employee Data

August 12, 2025 by Andrew Roberts

Learn how recent Microsoft SharePoint cyberattacks are putting HR data at risk and the steps you can take to stay secure and compliant.

SharePoint Cyberattacks Surge: Secure HR Document Management with DynaFile

In July and August 2025, a coordinated wave of cyberattacks targeting Microsoft SharePoint vulnerabilities impacted hundreds of organizations worldwide. Security researchers linked the activity to a hacking campaign known as ToolShell, which compromised an estimated 300 to 400 victims, including U.S. federal agencies such as the Department of Energy, Homeland Security, and Health and Human Services (Cybersecurity Dive report on the SharePoint hacking campaign, CyberScoop coverage of Microsoft SharePoint attacks affecting U.S. agencies).

The exploited vulnerabilities (CVE-2025-49704 and CVE-2025-49706) allowed attackers to bypass authentication and access the full contents of SharePoint servers. The U.S. Cybersecurity and Infrastructure Security Agency (CISA) has also warned about additional bypass vulnerabilities (CVE-2025-53770 and CVE-2025-53771 identified in CISA guidance) that emerged during remediation efforts.

Once inside, some attackers deployed a ransomware strain known as 4L4MD4R, identified by Palo Alto Networks, which disabled Microsoft Defender, bypassed certificate validation, and encrypted files before demanding cryptocurrency payments (Cybersecurity Dive analysis of the Palo Alto Networks ransomware findings).

Why SharePoint Cyberattacks Put HR Data at Risk

For HR teams, the threat is not abstract. SharePoint is often used to store or share sensitive employee records such as payroll data, medical information, and compliance documentation. A single breach can result in costly downtime, regulatory fines, reputational harm, and the loss of employee trust.

If your HR department relies on on-premise systems or legacy SharePoint deployments, you face a higher risk profile. Even with patches, on-prem environments demand ongoing maintenance, specialized security oversight, and rapid vulnerability management to stay ahead of evolving threats.

Why HR Teams Need More Than Generic HR Compliance Software

Generic HR compliance software may help track specific requirements, still it often lacks the specialized security, automation, and lifecycle controls HR departments need to protect sensitive data against evolving cyber threats.

DynaFile combines compliance tools with secure cloud-based document management, making it easier to meet complex standards while streamlining day-to-day file handling.

How to Protect HR Files from SharePoint Attacks with DynaFile

DynaFile eliminates the vulnerabilities associated with on-premise file servers by providing secure, cloud-based document management built specifically for HR and administrative teams.

Go Paperless with Smart Scanning

Transform paper files into secure, digital records in seconds with scan-to-cloud automation and barcode cover sheets that route documents instantly to the correct folder. DynaFile’s automated scanning workflows remove the need for local server storage, keeping sensitive files away from attack surfaces.

Simplify File Organization and Access

Centralized cloud storage, custom indexing, and cross-referenced search make file retrieval fast and accurate. HR teams can access documents securely from anywhere, without exposing data through vulnerable on-prem servers.

Accelerate Onboarding and Signatures

Integrations with DocuSign, Adobe Sign, and PandaDoc allow you to send, sign, and automatically file documents in one streamlined process, improving speed and reducing manual steps.

Enhance Collaboration and Security

Role-based permissions, encrypted file sharing, and version control keep control in your hands. DynaFile’s cloud architecture supports remote and hybrid teams while protecting data from the kinds of exploits seen in the ToolShell campaign.

Stay Audit-Ready and Compliant

With real-time alerts, detailed audit trails, and automated retention enforcement, HR teams can meet compliance standards confidently and respond to audits without the scramble.

The Best HR Document Management Alternative to SharePoint

Organizations seeking the best HR document management alternative to SharePoint need a system specifically designed with HR needs in mind. DynaFile delivers a purpose-built solution that replaces the complexity of SharePoint with intuitive, secure, and fully compliant document workflows tailored for HR, compliance officers, and administrative teams.

Feature	DynaFile	SharePoint	HRIS	Most Other DMS
In-Browser Document Structuring: Split, Merge, Reorder Pages & Update Metadata of HR Files	✅	❌	❌	❌
Automated Metadata Tagging & Indexing + Data Synchronization from HRIS or System of Record	✅	❌	❌	❌
Cross-Reference Search by Employee, Department, Location, and Document Type	✅	❌	❌	❌
Customizable HR Specific Indexing & Reporting	✅	❌	❌	❌
Compliance Certifications (HIPAA, GDPR, SOC 2 Type II)	✅	✅	✅	❌
Barcode Scanning for Cloud-Based HR Filing	✅	❌	❌	❌
Automated Retention Policy Enforcement for HR Documents	✅	❌	❌	❌
Real-Time Audit Trails & Compliance Reporting for HR	✅	❌	❌	❌
Built for HR Teams Managing Employee Documents	✅	❌	✅	❌
Complete HR Document Lifecycle Management (Onboarding to Offboarding)	✅	❌	✅	❌
Flexible HR Document Storage & Pricing Model	✅	❌	❌	❌

Download the full HR Document Management Feature Matrix.

Frequently Asked Questions About SharePoint Attacks and HR Document Management

Q: What happened in the recent Microsoft SharePoint cyberattacks?

A: In July and August 2025, attackers exploited critical vulnerabilities in on-premise Microsoft SharePoint servers. The campaign, known as ToolShell, affected hundreds of organizations worldwide, including major U.S. federal agencies. Exploits allowed attackers to bypass authentication, access sensitive files, and in some cases deploy ransomware.

Sources: CISA alert on Microsoft SharePoint exploitation, Cybersecurity Dive coverage of the SharePoint hacking campaign.

Q: How can HR departments be affected by SharePoint attacks?

A: HR teams store sensitive employee records such as payroll data, healthcare information, and compliance documentation. If SharePoint servers are compromised, these files could be exposed, leading to regulatory penalties, reputational damage, and operational disruption.

Q: What is the best HR document management alternative to SharePoint?

A: For HR teams seeking a secure, cloud-based solution, DynaFile offers a platform purpose-built for compliance, automation, and document control. It removes the vulnerabilities of on-premise systems while delivering features such as role-based permissions, automated retention, and secure sharing with auditors.

Q: How does DynaFile protect HR files from cyber threats?

A: DynaFile uses secure cloud storage, role-based access, detailed audit trails, encryption, and retention tools to keep files safe. It supports compliance standards with FERPA, HIPAA, HITECH, SOC 2, and internal HR policies, ensuring HR teams can work confidently and stay audit-ready.

Q: Does DynaFile help schools meet FERPA compliance standards?

A: Yes. DynaFile delivers secure cloud storage that helps schools meet FERPA compliance standards while enabling hybrid teams to eliminate paper-based filing. These same features also support HIPAA, HITECH, SOC 2, and internal HR policy requirements.

Q: What features should HR look for in secure document management software?

A: Look for:

Seamless integrations with HRIS, ATS, and e-signature tools
Secure cloud storage with encryption in transit and at rest
Role-based access controls
Automated retention and purge policies
Real-time audit trails and version histories
Compliance support for FERPA, HIPAA, HITECH, and SOC 2

Q: How do automated retention policies help with HR compliance?

A: Automated retention policies ensure documents are kept for the required period and then securely purged. The retention policies reduce compliance risk, save storage space, and eliminate manual tracking that can lead to errors.

Q: Can DynaFile integrate with my existing HR technology stack?

A: Yes. DynaFile integrates with leading HRIS, ATS, and e-signature platforms, including Adobe Acrobat Sign, PandaDoc, DocuSign, Workday, ADP, SAP SuccessFactors, and more. These integrations allow HR teams to streamline workflows without replacing core systems.

Final Takeaway: Secure Your HR Data Before the Next Attack

The recent SharePoint ToolShell campaign proves that cyber threats are evolving rapidly, and outdated or misconfigured on-premise systems leave organizations exposed. For HR leaders managing sensitive employee data, the safest move is to transition to a secure, cloud-native system designed for compliance and efficiency from day one.

DynaFile offers exactly that, providing secure document management with built-in HR workflows, powerful automation, and compliance features that protect your data and your organization’s reputation.

Schedule a demo today and see how secure, cloud-based document management can protect your people, strengthen compliance, and streamline every HR process.

From Paper Chaos to Cloud Clarity: How NANA North Transformed HR Operations

July 15, 2025 by Andrew Roberts

Discover how this Alaska-based organization eliminated four file rooms, reduced paper usage by 95 percent, and streamlined HR workflows across a large, distributed workforce using DynaFile’s cloud-based document management system.

HR document management system for support services

Managing employee records across a large and geographically dispersed team is no easy feat, especially when the process is still tied to paper.

That was the challenge facing NANA North, LLC, a support services company based in Anchorage, Alaska. With more than 3,000 employees and operations spread across remote locations, the company needed a faster, more reliable way to manage HR files, respond to audit requests, and onboard new hires.

Heavy reliance on paper created daily bottlenecks and mounting frustration for the HR team, who viewed the system as inefficient and no longer viable.

Today, that’s all in the past.

By partnering with DynaFile, NANA North transitioned to a secure, cloud-based document management system that now powers their HR operations across every department.

Let’s take a closer look at how they made the shift and what other organizations can learn from their success.

The Challenge: A System That Could Not Keep Up

Before DynaFile, NANA North’s HR document management relied on 90 percent paper files and a 10 percent SharePoint setup. Paperwork constantly piled up, and loose documents often waited days before someone had time to file them.

Staff had to remove staples, punch holes, sort folders manually, and then walk them to storage. Filing errors were common. There was no way to track who accessed a document or when it was accessed. Simply locating a file could take hours.

The inefficiencies went beyond paperwork. Compliance preparation was labor-intensive. Document requests from managers or auditors were slow to process. Onboarding required physically creating new folders, ordering documents, and manually filing everything.

NANA North’s growing hybrid work model only added pressure. With remote employees needing secure access from the field or home, the limitations of paper filing became impossible to ignore.

The Solution: Digital Workflows That Actually Work

Implementing DynaFile allowed NANA North to move from manual filing to a centralized, digital-first solution.

Instead of creating folders and filing documents manually, new hire records are now generated automatically through integrations with their applicant tracking system. Employee change documents are filed digitally through a custom system integration.

With indexed cloud storage, staff can instantly search, locate, and retrieve documents without needing to touch a piece of paper. File access is monitored in real-time, providing HR teams with full visibility into who has viewed or modified a record.

DynaFile’s intuitive interface and seamless integrations gave NANA North exactly what they needed:

Secure cloud storage that eliminated four full file rooms
Searchable metadata that replaced paper-based backlogs
Real-time audit trails to support compliance
Role-based access permissions to protect sensitive files
Remote access from any location or device
Collaboration tools with version control and historical tracking
Built-in disaster recovery to protect against physical loss

Real Results: 80 to 100 Percent Gains in Efficiency

The move to DynaFile was not just about going digital. It delivered measurable results that reshaped how the HR team works.

80 percent faster file retrieval
80 percent time savings for audit prep
100 percent automation of new hire file creation
90 percent faster response to document requests
90 percent improvement in sharing documents with stakeholders

Paper usage dropped by 95 percent. Compliance efforts shifted from being reactive to proactive. And HR teams were able to spend more time on strategic work that drives the organization forward.

100% Automated creation & storage of new hire files.

Built for Organizations That Do More

DynaFile was designed to solve complex HR challenges at scale. Its flexibility makes it a smart fit for large organizations across various industries, including education, healthcare, legal, and support services. Whether your team operates from a central hub or across multiple field locations, DynaFile adapts to your workflows, not the other way around.

You can digitize paper backlogs fast, streamline onboarding, and keep employee records secure, organized, and always accessible.

Best of all, DynaFile integrates smoothly with the systems you already rely on.

Seamless integrations with platforms like iCIMS, Adobe Acrobat Sign, DocuSign, ADP, UKG, and other leading HRIS, SIS, and ATS solutions allow you to automate critical processes—from new hire file creation to personnel action updates—without disruption. By integrating with your existing tech stack, you ensure continuity, reduce manual data entry, and support a more cohesive HR tech ecosystem.

A Trusted System with Exceptional Support

NANA North’s HR teams quickly adopted DynaFile. The intuitive interface required minimal training, and user adoption was instant.

Support was equally impressive. Even during off-hours implementation, DynaFile’s support team responded immediately and guided the NANA team through an issue, keeping the weekend project on track. That level of responsiveness continues to this day.

Transformational

Our partnership with Dynafile has been transformational. The system has created measurable efficiencies across our operations, saving countless hours previously lost to manual file retrieval and processing. What stood out most was how quickly our teams embraced the platform—it’s intuitive, accessible, and integrated seamlessly into our workflows. It’s no exaggeration to say this solution has redefined the way we manage information.

Patty Hickok, Sr. Director HRIS, Employee Relations and HR Operations

The Takeaway: More Time for the Work That Matters

With DynaFile, NANA North eliminated file rooms, reduced paper usage by 95 percent, and gained complete control over employee records, all while enhancing productivity and compliance.

By automating tasks that were previously manual and time-consuming, the HR team now has more time for work that has a greater impact.

If your organization is struggling with outdated filing systems or seeking a more effective way to manage documents across multiple locations, DynaFile offers a proven path forward.

DOWNLOAD CASE STUDY

Ready to Modernize Your HR Filing?

Explore how DynaFile can help you eliminate paper, streamline operations, and create a more efficient, compliant, and connected HR team just like NANA North.

Schedule a customized demo today and discover how DynaFile helps teams stay compliant, work more efficiently, and support their workforce with confidence.

7 Steps to Digitize HR Paper Files Without Disrupting Your Workflow

July 7, 2025 by Andrew Roberts

Learn how to eliminate paper files, streamline HR workflows, and support compliance with a secure, cloud-based document management strategy.

Managing paper HR files may seem like business as usual, but it often leads to inefficiency, compliance risks, and unnecessary stress, especially during audits, onboarding, or staff transitions. The good news? Going digital is easier than you think.

In this post, we’ll break down how to digitize HR files in a way that supports your existing workflows, enhances compliance, and sets your team up for long-term success.

1. Start with the Right File Priorities

Before scanning anything, identify which HR documents are most critical to digitize. Start with:

Active employee files
Compliance documents (e.g., I-9s, certifications)
Files accessed frequently across departments

By focusing on high-impact records first, you can create immediate value and build momentum for a broader digital transformation.

2. Use Barcode Coversheets for Scanning Automation

One of the most significant barriers to digitization is the manual work required to organize files after scanning. DynaFile’s barcode recognition tools solve that by automatically categorizing and filing documents during the scanning process, with no renaming or dragging files into folders required.

This automation reduces errors and eliminates the need for manual document sorting.

3. Eliminate Backlogs with Batch Scanning

If your HR team is managing filing cabinets or years of legacy records, batch processing can be a valuable solution. DynaFile enables you to scan entire folders of documents in a single pass. The system handles indexing and filing based on your custom rules.

Batch processing of human resource records saves time, reduces bottlenecks, and enables you to digitize without interrupting daily operations.

4. Move to a Secure, Cloud-Based Filing System

Once scanned, your files need to reside in a location that’s both secure and accessible. A cloud-based HR document management system offers:

Encrypted storage
Centralized file access for authorized users
Built-in redundancy and retention policies

Unlike basic document storage platforms, a proper HR document management system also includes role-based permissions, workflow automation, and audit support.

5. Index Files for Quick, Filtered Retrieval

Digitized files are only helpful if you can find them. That’s where document indexing comes in. With DynaFile, files are tagged with metadata like employee name, document type, and department, making retrieval fast, filterable, and audit-ready.

No more digging through folders or manually labeling PDFs.

6. Enable Secure Access for Hybrid and Remote Teams

HR teams today often work across multiple locations, campuses, or remotely. A cloud-based solution ensures team members can securely access the documents they need, without waiting on scanned emails or digging through shared drives.

Role-based access controls ensure that sensitive files are accessible only to those with the appropriate permissions.

7. Automate Retention and Stay Audit-Ready

Manually managing retention schedules increases the risk of missed deadlines, outdated records, and audit exposure. DynaFile helps reduce that risk with automated retention rules and purge policies that ensure documents are archived or removed according to your compliance needs.
This level of control is crucial for HR teams navigating an increasingly complex list of regulatory requirements. Depending on your industry, that may include:

FERPA – for student records and academic HR files
HIPAA and HITECH – for healthcare and benefits documentation
SOC 2 – for data security and access control
OSHA – for safety training and incident records
EEOC – for equal employment opportunity reporting
FMLA – for leave tracking and documentation
Internal HR policy and retention standards

DynaFile supports compliance by providing secure cloud storage, role-based access, real-time audit trails, and automated policy enforcement, all within a single platform.

Final Thoughts: Start Small, Scale Quickly

Digitizing HR files doesn’t have to happen all at once. With the right tools, your team can scan smarter, store securely, and improve compliance, without disrupting your workflow.
Whether you’re just beginning your digital transformation or looking to improve an existing system, DynaFile makes it easy to take the next step.

Want a deeper dive?

Read the full guide: How to Digitize HR Paper Files

Schedule a demo today to see it in action!

Frequently Asked Questions About Digitizing HR Files

Q: What types of HR documents should be digitized first?

A: Start with high-impact files, such as onboarding forms, compliance documents, benefits paperwork, and any records regularly accessed by your HR or payroll team.

Q: Will digitizing our files disrupt our current HR workflows?

A: Not at all. With the right system, you can digitize files in phases without pausing daily operations. Tools like batch scanning and automated indexing help you maintain productivity as you transition to a paperless workflow.

Q: How is document indexing different from just naming folders?

A: Indexing extends beyond folder names by tagging each document with metadata, such as employee name, document type, and department, making search and retrieval far more efficient.

Q: What happens to outdated or expired documents in a digital system?

A: In a secure document management system like DynaFile, you can set retention rules that automatically archive or delete documents when they reach their expiration date, thereby reducing risk and maintaining compliance.

Does Your HRIS Fall Short on Employee Document Management?

June 20, 2025 by Andrew Roberts

Learn why a document management system is essential for compliance, efficiency, and control over your employee records.

Is Your HRIS Built to Handle Documents?

Your Human Resource Information System (HRIS) is ideal for managing payroll, benefits, and employee profiles. However, when it comes to employee files, many HRIS platforms fall short. They often lack the necessary tools to organize, secure, and maintain documents throughout the employee lifecycle. That is where a document management system (DMS) steps in.

If your team still relies on disconnected files, clunky processes, or compliance headaches, it might be time to ask: Is your HRIS enough?

What an HRIS Handles Well

HRIS platforms are designed to store and manage core employee data. They often include tools for tracking attendance, processing payroll, managing benefits, and overseeing performance. These platforms focus on the data side of HR, not document control. While some may offer basic document uploads, they are not built to manage files with the same depth or precision as a purpose-built DMS.

What a Document Management System Brings to the Table

A DMS complements your HRIS by offering robust document control, security, and automation features tailored for HR. With DynaFile, for example, your team can:

Organize documents using custom metadata indexing
Track version history and audit logs
Automate retention schedules
Share secure access with auditors
Route paperwork instantly using barcode scanning
Edit and structure documents directly in the browser without rescanning

These are critical capabilities missing from most HRIS platforms.

Comparison: DynaFile vs. HRIS Document Capabilities

Understanding where your HRIS stops and where DynaFile begins is essential for building a more compliant and efficient HR operation. This simplified comparison highlights key functionality gaps between the two. For a more comprehensive evaluation that also compares DynaFile with SharePoint, paper filing systems, and other document management solutions, download the full HR Document Management Feature Matrix.

Feature	HRIS	DynaFile
In-Browser Document Structuring: Split, Merge, Reorder Pages & Update Metadata of HR Files	❌	✅
Automated Metadata Tagging & Indexing + Data Synchronization from HRIS or System of Record	❌	✅
Cross-Reference Search by Employee, Department, Location, and Document Type	❌	✅
Customizable HR Specific Indexing & Reporting	❌	✅
Barcode Scanning for Cloud-Based HR Filing	❌	✅
Automated Retention Policy Enforcement for HR Documents	❌	✅
Real-Time Audit Trails & Compliance Reporting for HR	❌	✅
Flexible HR Document Storage & Pricing Model	❌	✅

Compliance Matters More Than Ever

HR teams today must navigate a complex and growing landscape of compliance requirements. From HIPAA and GDPR to SOC 2 and FERPA, organizations must control access, maintain retention policies, and provide secure audit trails to ensure compliance with relevant regulations. And that is just the start.

Depending on your industry, HR compliance may also involve meeting standards for OSHA safety records, FMLA leave documentation, EEOC reporting, I-9 verification, and beyond. Managing these obligations efficiently requires more than basic file storage. It demands complete visibility, control, and automation.

DynaFile delivers secure cloud storage that helps schools meet FERPA compliance standards while enabling hybrid teams to eliminate paper-based filing. Across every sector, DynaFile supports real-time audit trails, automated retention and purging, secure document sharing, and role-specific access controls. These tools are crucial for meeting regulatory requirements in a digital-first environment.

Built for Every Industry

Highly customizable, DynaFile adapts to the unique needs of various industries, including Human Resources, Education, Healthcare, Legal, Real Estate, and others. With flexible tools such as customizable indexing, automated workflows, and seamless integrations, it ensures your files are organized, secure, and easily accessible.

No matter the sector, DynaFile empowers your team to work efficiently, stay compliant, and focus on driving your business forward.

How DynaFile Enhances Your Existing HR Tools

DynaFile is not a replacement for your HR Information System (HRIS). Instead, it works alongside it. Integrations with applicant tracking systems, e-signature platforms, and your HRIS ensure employee records flow seamlessly between systems. By layering in document management, your team gains visibility and control over documents without disrupting core HR operations.

How Organizations Use DynaFile: Real Results

From education to healthcare, organizations across various industries utilize DynaFile to streamline HR documentation, mitigate risk, and save time. Discover how real teams are transforming their workflows and enhancing compliance in our customer success stories.

Ready to Close the Gaps?

Schedule a demo today to see how DynaFile can enhance your HR systems and empower your team with the tools to achieve more.

FAQs

Q: What is the difference between a document management system and an HRIS?

An HRIS is designed to manage employee data, such as payroll and benefits. A document management system handles the secure storage, control, and compliance of employee files across their lifecycle.

Q: Can a DMS replace an HRIS?

A: No. A document management system, such as DynaFile, complements your HRIS. It focuses on advanced document control and compliance tools that most HRIS platforms do not provide.

Q: Does DynaFile integrate with my current HR systems?

A: DynaFile offers role-based permissions, audit trails, automated offboarding workflows, and encrypted storage. These features work together to prevent unauthorized access and maintain complete visibility over document usage.

Q: Does DynaFile integrate with my current HR systems?

A: Yes. DynaFile integrates with leading HR platforms, applicant tracking systems, and e-signature providers to streamline your HR document workflows.

Q: Is DynaFile only for HR teams?

A: No. While it is purpose-built for HR, DynaFile is also used across Education, Healthcare, Legal, and other industries that need secure, efficient document management.

How MorningStar Senior Living Streamlined HR and Strengthened Compliance with DynaFile

June 9, 2025 by Andrew Roberts

A real-world case study in how a leading senior living organization modernized HR workflows with a secure, cloud-based document management solution built for compliance-driven industries.

HR document management system for healthcare and senior living

From Filing Cabinets to Cloud Confidence: How MorningStar Modernized HR

In senior living and healthcare settings, every minute spent managing paperwork is a minute not spent supporting residents. MorningStar Senior Living recognized this challenge across its 38 communities. With more than 3,200 employees in 11 states, their HR department struggled with manual filing, slow onboarding, and increasing compliance demands.

At the time, new hire paperwork had to be printed, scanned, faxed, and manually filed. Filing cabinets crowded offices. In addition, audits took valuable time away from strategic priorities. Clearly, MorningStar needed a better way to manage employee files, one that aligned with its mission to deliver compassionate, people-centered care.

As a result, they chose DynaFile.

Why MorningStar Chose DynaFile to Support Its Caregiving Mission

MorningStar required a secure and scalable document management solution that could simplify HR operations across all of its locations. Additionally, it needed to support fast onboarding and ensure secure access to sensitive employee records for a care-focused workforce.
DynaFile met every need.

By integrating with existing tools such as DocuSign and human resource information systems, including ADP and UKG, DynaFile made it easy for HR teams to complete, store, and retrieve employee records in a single digital workflow. Furthermore, the ability to upload large batches of files and organize them using indexed filing eliminated manual processes and reduced paperwork.

Security and compliance were essential. Since staff members support assisted living, memory care, and wellness programs, MorningStar needed strong protections for sensitive data. DynaFile provided granular access controls, allowing HR leaders to restrict file visibility by department, role, or location. Moreover, every file interaction was automatically tracked through detailed audit trails. These features created a safer, more transparent environment for managing workforce records.

The Results MorningStar Achieved

Since moving to DynaFile, MorningStar Senior Living has experienced significant improvements across its HR operations. Most importantly, their team can now focus more on people and less on paperwork.
Here are a few of the outcomes:

More than a 90 percent reduction in paper-based employee records
Filing cabinets were eliminated across all 41 communities
Lower paper usage and reduced supply and storage costs
Faster onboarding experience for new hires
Streamlined audits with real-time document access and visibility
Greater efficiency for HR teams across multiple states

It feels so seamless

What we’ve loved about DynaFile is how easy and intuitive it is to use. We refer to it as our ‘digital filing cabinet’ because it’s simple to get things into and has as many features as we want to sort, organize, and pull out what we’ve stored in the system. It feels so seamless to get things into and out of the system. There is no longer a need for piles of paper on the desk taunting you that it needs to be scanned and organized.

Chris Livesay, Chief Human Resources Officer,
MorningStar Senior Living

A Smarter HR Approach for Senior Living and Healthcare Support

MorningStar’s success shows how HR transformation can directly benefit care-focused organizations. Whether your team operates in senior living, assisted living, rehabilitation services, or another healthcare-related field, paper-based systems slow down operations and increase compliance risk.

DynaFile is a cloud-based document management system designed specifically for human resource teams in senior living, healthcare, education, manufacturing, legal, distribution, and other compliance-driven or document-intensive industries. It helps care providers, healthcare organizations, and multi-location teams eliminate paperwork, protect employee data, and maintain regulatory compliance with ease.

With DynaFile, HR teams can:

Go fully digital with bulk uploads and indexed file organization
Control access using role-based security and permission settings
Track compliance with real-time version history and document audit reports
Support fast onboarding through integrated workflows
Keep documents secure using encrypted storage in the cloud
Reduce costs by eliminating paper use and physical storage needs

DOWNLOAD CASE STUDY

Is Your HR Department Ready to Move Away from Paper

If your HR team is still relying on manual files, spending hours preparing for audits, or struggling to keep up with compliance requirements, it is time to rethink your document strategy.

DynaFile gives your team the tools to work faster, stay organized, and protect sensitive information. Whether you work in healthcare, senior living, education, or another regulated industry, the right solution can make all the difference.

Ready to see how DynaFile can help your organization? Schedule a customized demo today and take the first step toward a more innovative HR document system that prioritizes care, compliance, and efficiency.

Ditch the Paper: How Automated Document Scanning and Barcode Filing Are Transforming HR, Education, Healthcare, and Beyond

April 28, 2025 by Andrew Roberts

Tired of chasing paper? See how automated document scanning and barcode filing are helping industries streamline workflows, strengthen security, and fast-track digital transformation.

In today’s fast-moving, digitally connected world, companies that still rely on paper or hybrid filing systems are feeling the pressure. Between lost productivity, compliance risks, and frustrated employees, the hidden costs of paper files add up fast.

As studies have shown, according to an International Data Corporation (IDC) white paper sponsored by Adobe, organizations lose 21.3% of overall employee productivity due to document-related challenges. These disconnected document processes can significantly impede business operations, affecting revenue, compliance, cost, productivity, and customer experience. In another IDC study, it was found that more than a third of business leaders report problems with agreements that are missing signatures, initials, or dates, or that have been signed by the wrong person. Nearly half (46%) are unsure they have copies of all signed agreements. Just over half (51%) say they have problems with documents that are misfiled or lost.

The good news? You don’t have to overhaul your operations overnight to make a significant impact. Instead, with automated document scanning and barcode recognition technology, organizations across various industries are accelerating their digital transformation, simplifying workflows, enhancing compliance, and saving valuable time every day.

Let’s dive deeper into exactly how businesses in HR, education, healthcare, staffing, and other industries are transforming paper chaos into digital control.

The Hidden Costs of Paper and Hybrid Filing Systems

To begin with, let’s start by looking at the real impact of sticking with outdated filing systems.

Paper may feel familiar, but in a hybrid or remote-first environment, it creates major roadblocks:

Wasted hours searching for lost or misfiled documents
Compliance risks from missing or incomplete records
Slower workflows that frustrate employees and hurt retention
Limited collaboration with distributed teams

Every delay in finding, filing, or securing paperwork chips away at organizational efficiency and exposes businesses to unnecessary risks.

What Is Automated Document Scanning — and Why It Matters

In response to these challenges, many organizations are turning to more innovative filing solutions.

Automated document scanning converts paper files into organized, searchable digital documents using intelligent tools, such as barcode scanning. Instead of manually naming, tagging, and filing every document, barcode cover sheets guide files directly into the correct digital folders — instantly indexed by employee, document type, date, or any other customized tag your business needs.

With DynaFile’s barcode recognition and batch processing, your team can digitize hundreds of documents at once, eliminating manual entry, human error, and wasted effort. As a result, it’s the easiest way to bring paper archives and daily workflows into the digital age without slowing down.

Why One-Size-Fits-All Doesn’t Work: The Power of Custom Metadata Indexing

Furthermore, every organization operates differently, and your document management solution should too.

That’s why DynaFile offers completely customizable and configurable metadata indexing tailored to your workflows.
Examples include:

Education: Tagging student files by FERPA compliance needs, graduation year, and credential requirements.
Healthcare: Indexing licenses, certifications, and credentialing documents for HIPAA and Joint Commission audits.
Staffing: Filing new hire paperwork, background checks, and client-specific onboarding forms.
Real Estate, Legal, Finance: Organizing contracts, applications, financial records, and regulatory documents by client, property, or transaction.

With DynaFile, your digital filing system mirrors the way your teams actually work. This ensures fast, intuitive access to information every day.

Edit and Manage Files Seamlessly with Inter-Document Page Editing

In addition, updating or correcting digital documents should be just as effortless.

DynaFile’s inter-document page editing tools allow users to move, split, merge, or remove pages right inside the system — no re-scanning required.
This robust feature means fewer errors, faster updates, and more accurate digital employee record keeping.

Centralized, Secure, and Integrated for Future-Ready Workflows

Once your documents are digitized, the next step is ensuring they remain accessible, secure, and integrated with your systems.

Documents scanned into DynaFile are stored securely in a centralized cloud repository. Authorized users can access them from anywhere, at any time.

DynaFile also integrates seamlessly with leading HRIS, HCM, SIS, and e-signature platforms like DocuSign, Adobe Sign, iCIMS, Workday, and more. Whether your team needs to pull an employee file during an audit or update a student record remotely, everything is at your fingertips.

Built-In Security and Compliance You Can Trust

Security is built into every layer of DynaFile’s system. Users can only access authorized files and folders, with sensitive data protected through encryption. Role-based permissions and multi-factor authentication (MFA) prevent unauthorized logins, while enterprise-level encryption protects sensitive employee and student data both in transit and at rest.

And with DynaFile’s built-in compliance toolkit — including audit reporting, version history, and role-based access controls — you’re always ready for internal reviews, external audits, or policy changes without scrambling.

Real Results: Organizations Across Industries Are Transforming

The benefits of automated document scanning aren’t just theory — real organizations are already seeing transformational results.

When BioTelemetry, a leading healthcare technology provider, needed to digitize its growing HR department’s paper files, it turned to DynaFile. They eliminated paper bottlenecks and improved the onboarding process. HR records also became instantly accessible across remote teams.

“We were like… lightbulb moment! We could fix so many things with one product. We can securely transfer all of that information without having to send attachments through email. And it was a big win from the audit perspective as well. Our audit team was impressed… better than we could have expected and much more cost-efficient than having to implement an entire onboarding module within our HRIS system.“
— Jill Purcell, HR Analyst, BioTelemetry

Similarly, at the San Diego Zoo, the HR department embraced a full digital transformation by combining DynaFile’s automated document scanning with DocuSign’s digital transaction management solutions. They moved their entire archive — 87 boxes of personnel and medical folders — into secure cloud storage and eliminated paper-based processes.

“DynaFile allowed us to automate the scanning process and house the 87 boxes of personnel and medical folders we had previously kept in physical storage in the cloud; and now, with DocuSign, we are taking our business digital.”
— Stephanie Crise, Senior Human Resources Representative, San Diego Zoo

Clearly, across industries, organizations are proving that automated document scanning and barcode filing are not just upgrades— they are essential for thriving in a digital-first world.

Q: How does barcode filing work?

A: Barcode filing uses cover sheets with barcode labels to automatically route scanned documents into the correct digital folders. This ensures that each file is instantly indexed by employee name, document type, date, or any custom field your organization needs.

Q: Which industries benefit most from automated document scanning and barcode recognition?

A: Industries like HR, education, healthcare, staffing, finance, legal, and distribution benefit the most. Any organization managing high volumes of employee, student, or client files can save time, boost compliance, and improve security by digitizing their paperwork.

Q: Is DynaFile’s document scanning system customizable?

A: Yes, DynaFile offers completely customizable metadata indexing and filing structures. Organizations can tailor the system to fit their exact needs, from HR compliance tracking to student record management to medical credentialing.

Q: How secure is a cloud-based document management system like DynaFile?

A: DynaFile uses enterprise-level encryption, granular role-based access controls, multi-factor authentication (MFA), and detailed audit reporting to protect sensitive information. Files are securely stored in the cloud and accessible only to authorized users.

Ready to Trade Paper Frustration for Digital Efficiency?

It’s time to ditch outdated processes and future-proof your workflows.
Explore how DynaFile’s automated document scanning and barcode recognition technology can help your organization make the leap to digital with ease.

Schedule a Demo Today and discover the more innovative way to manage your files!

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