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Electronic Employee Files: an HR Filing Solution that Works for You

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Employee files tough to manage?  Here’s how to setup an HR filing solution that works for you by using electronic employee files.

Revolutionize HR file management with electronic employee files. Transition from paper effortlessly, streamline onboarding, and simplify compliance. DynaFile offers a seamless solution with scan-to-cloud and robust tools, proven over 18 years. Ready for a filing solution that truly works for your HR team? Book your demo today!

Human Resources professionals have a difficult job managing all of the documentation regarding company employees.  On paper, files are impossible to keep track of. 

Going digital brings huge benefits, but not all HR filing solutions are the same.  Here’s what to look for with your electronic employee file strategy.

Paperless Shortcuts

If you’re using paper right now, the transition to electronic employee files can seem daunting, but it doesn’t have to be.

There are scan-to-cloud filing solutions that help automate paper conversion by skipping many of the steps in the typical scanning process.  DynaFile’s barcode recognition feature, for example, can automatically file an entire employee folder in one scan.

Streamlined Forms

When your HR team moves to electronic employee files, switching to paperless forms makes so much sense.  Onboarding packets can be completed online before orientation and automatically filed afterwards.  Acknowledgements and other forms can also be templated in the cloud and used over an over again.

Simplified Compliance

With electronic employee files, compliance becomes a lot easier.  Say goodbye to document checklists and manual spreadsheets for tracking files.  Instead, simply run a report to show you exactly which staff are missing required files in their folders or have a document coming up for renewal. 

Cut back on file requests by using role-based access for your different teams.  At the same time, easily make specific files and folders available to auditors and other external individuals remotely, from anywhere.

A Solution That Works for You

DynaFile’s been helping HR teams manage files easier for 18 years.  By combining time-saving scanning automation tools with a powerful cloud document management system, most HR departments can be paperless in 30 days with DynaFile.

Want to improve file management for your HR team?  Contact us today for a short call or demo to learn more.

Summer Filing System Updates Improve Employee Files for HR

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Summer is a popular time for HR to update and upgrade their filing system.  Making the switch results in improved file management and lasting benefits for HR.

Summer is prime for HR filing system updates! Experience seamless file management with DynaFile's cloud-based solution. Transform HR audits, enhance cross-team access, go paperless, and streamline e-form processes with integrations like DocuSign. Dive into 15+ years of HR filing excellence. Get in touch to explore more.

Could your HR files use an update?  Summer can be an excellent time to upgrade to a better filing system for the HR team.  With lasting benefits like easier audits, access across teams, and best of all – less time filing, you’re due for a change. 

Centralized Filing

Managing files effectively can be near impossible when employee files are disorganized across paper, systems, teams, and offices.  It is amazing how big of a boost you can give back to the HR team when file management is consolidated and redundant daily tasks become automatic.

With an updated, cloud filing system for HR, audits become a piece of cake.  Instead of manually checking to ensure everyone has what they need in their folder, let the system check for you.  Simply run a report to see which staff need to update or add files to their folder.  When an auditor requests files, you can even give them remote access to just the files they request so they don’t have to come on-site.

Another huge deal is making files available across teams and offices.  With your documents in the cloud, there’s no longer lag time around passing files between HR, Payroll, Benefits, Managers, etc.  Access rules can be used to lock down sensitive types of documents and ensure staff can only see the files they are authorized to view. 

Easier Forms

Nowadays, HR can have nearly all of their forms signed electronically.  Services like DocuSign let you create templates for all of your forms, design the workflow to go along with the process, and have everything completed online.  Once finished, forms can be automatically filed with your audit reports and access rules applied. 

No More Paper

Typically, one of the biggest challenges HR faces when updating filing systems is getting away from paper.  Scan-to-cloud filing systems are an excellent choice as they allow you to automatically file while you scan.  For example, DynaFile’s barcode processing method can convert and file an entire employee folder in one shot.  Going forward, simply scan or drag-and-drop files directly to staff folders in the cloud, or use online forms to start paperless from the beginning.

Start This Summer

Ready to upgrade?  Contact us at DynaFile to see how our HR filing solution has been helping companies for over 15 years.  Our scan-to-cloud filing system makes it easy to go paperless fast and manage employee files long-term with robust tools.  DocuSign and iCIMS integration also automatically files forms after signature to help new hires start paperless from Day 1.  Contact us to learn more.

How to Switch to Electronic Employee Files this Summer

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Want to improve file management for the HR team, but are intimidated by the process? Here’s how to move to electronic employee files fast this summer.

Revitalize your HR's document management with DynaFile this summer! Shift effortlessly to electronic employee files, harness automated scanning, digital signatures, and enjoy lasting advantages like easy compliance and cloud access. Discover a paperless HR journey in just 30 days. Reach out for a demo and transform your filing approach.

Managing employee files in an organized and compliant way is a critical part of the HR team’s responsibilities.  Unfortunately, files can be nearly impossible to manage when documents are on paper or spread across different teams, offices, and systems.  

An electronic filing system for HR helps to eliminate record silos and centralize file management for lasting benefits.  Here’s how to switch to electronic employee files this summer and some of the advantages your team will see going forward. 

Scanning Automation

Scan-to-cloud filing systems have become extremely popular for HR professionals.  These electronic filing systems include ways to automate filing while you scan. 

For example, DynaFile’s barcode scanning method lets you scan and file an entire employee folder in one shot.  Going forward, you can also scan or drag-and-drop new files directly into employees’ digital folders.  

If you have a lot of legacy paper files or won’t have the resources to scan in-house, you can always have a partner company do the historic document scanning into an electronic filing system for you. 

Digital Forms & Signatures

Now that your employee files have switched to digital, there’s not much reason to keep your forms on paper.  Nowadays, most companies will use an electronic onboarding process to have new hires complete their forms online before their first day. 

For example, DocuSign is a popular, paperless way to get onboarding and other forms completed in the HR office.  You can create online templates for all your forms and use them over and over again.  After signature, all completed forms are automatically filed in the employee’s folder in DynaFile for easy long-term management. 

Lasting Advantages

Long-term document management with electronic employee files is also much easier.  Staff across different offices, teams, and roles can instantly access the files they need from the cloud.  

Compliance becomes simple as well.  Use access rules to control exactly who can see what in the system.  Run an audit report to see who’s missing something from their folder and give remote access to auditors for just the files they request.  Cloud systems also bring the benefit of built-in disaster recovery infrastructure to ensure your files are safe.  

Make The Switch in 30 Days

Interested in moving to electronic employee files this summer or just need a smoother filing experience in the HR office?  Contact us today for more information or to set up a demo.

DynaFile has been helping companies move to a more paperless HR process for over 15 years.  Our HR filing solution can help your team be paperless in 30 days.

Pick up our San Diego Zoo Case Study to see DynaFile in action! 

HR Now Scans to the Cloud for a Shortcut to Digital Files

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Is your Human Resources department evaluating a move to electronic employee files?  These days, the path to a paperless HR office can be quick and easy with the right tools.

Revamp your HR processes with DynaFile's cloud scanning! Convert paper archives, streamline workflows, and elevate file management, all while enjoying a swift transition to a paperless HR office in just 30 days. Unearth the future of HR documentation with DynaFile. Dive in now!

With the introduction of scan-to-cloud filing solutions like DynaFile, Human Resources professionals can now take a shortcut to electronic files.  By design, scan-to-cloud systems include scanning automation features that make the conversion of paper files a fast and painless process. 

Going forward, streamlined file management gives time back to the HR team in a number of ways.  Here’s how it works:

Converting Existing Paper

DynaFile gives HR the option to automate the conversion of the entire current paper archive in-house. 

Barcoded sheets are slid in front of each tab to break the folder down into different sections for things like Personnel, Payroll, Benefits, Performance, etc.  One more barcode sheet unique to the employee goes as the very first page in the packet.  You can then scan the entire folder at once and DynaFile will know exactly how to file everything based off of your barcode sheets. 

Alternatively, a scanning partner can convert all of your existing paper files and import to DynaFile for easier ongoing file management.

Staying Paperless

Going forward, digital forms and esignatures move pen-and-paper workflows to the cloud to stop paper generation before it starts.  Now processes that used to be paper-intensive can be executed completely electronically.  Once the signature process is finished, signed forms are automatically filed in the employee’s digital folder. 

With your files in the cloud, staff can now also instantly access and add to employee files.  Simply drag-and-drop digital files or scan paper documentation directly into employee folders. 

Lasting Benefits

Employee file audits are a lot easier than they used to be on paper.  Automated file audit reports tell the HR team which employees are missing required documents in their folders and which staff have forms coming up for renewal.  If an auditor makes a file request, you can give them remote read-only access to just the files they need to see.

Sharing files between different teams is simple, too.  You can choose which types of files are available per individuals, teams, departments, locations, etc.  This allows HR to consolidate employee documentation into one system while maintaining compliance and eliminating lag-time for file requests. 

With cloud filing systems, you also receive the advantage of automatic backups for built-in disaster recovery and record retention. 

Paperless In 30 Days

Ready to make the switch?  With DynaFile, your HR team can be paperless in 30 days.  Contact us today to get started!

HR Uses Scanning Automation to File Personnel Records in the Cloud

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HR is moving away from paper this year and managing employee files easier from the cloud. Here’s how to use scanning automation for a shortcut to a paperless HR office.

Unlock HR efficiency with DynaFile's scanning automation! Transition from traditional paper systems to cloud-based electronic files effortlessly. Achieve seamless onboarding, powerful file management, and stress-free audits. Revolutionize your HR experience and step into the future. Get started today with DynaFile!

Going from paper to electronic employee files can give the HR team a huge boost.  And, these days, the switch can be easy with the right tools.

Here’s how the Human Resources team can use scanning automation to take a shortcut to electronic employee files and a paperless HR office.

Scanning Automation

Some electronic filing systems have built-in tools designed to make paper conversion quick.  Look for these scan-to-cloud filing systems in order to skip many of the steps in traditional scanning process.

Barcode Recognition is a popular way to convert and file an entire folder at once.  Just slide a few barcoded cover sheets in front of each section and the system will know exactly how to file everything based off of your barcode breakdown. 

Batch Processing is also a great way to get a stack of unrelated paperwork into the system and organize it on-screen.

Paperless Onboarding

The employee onboarding process can produce a ton of paper.  By having new hires complete their forms electronically, much of the paper that is usually found in an employee’s folder can be digital from the start. 

Staff can complete other forms like policy acknowledgements or performance appraisals the same way to cut back on extra paper going forward.

Powerful File Management

With your employee files saved in the cloud, document management becomes much easier:

Different teams can access the files they need instantly, from anywhere.

Audits become stress-free with file reports and remote access for auditors.

Compliance is simple with automated backups and built-in disaster recovery.

How To Get Started

If you’re tired of struggling with paper and ready to make a change this year, give us a call at DynaFile.

Our scan-to-cloud filing solution has been helping HR department achieve a higher level of efficiency for over 15 years.

Go paperless fast (and stay that way) with powerful document management features plus built-in online forms and esignature integration.

Contact us today to learn more!

HR Uses Scan to Cloud Filing System for a Shortcut to Electric Files

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Starting with electronic employee files and paperless onboarding this January is simple. Here’s how HR can get there fast with a scan to cloud filing system.

Accelerate your HR's transition to a digital workspace this January! Embrace the power of DynaFile's scan-to-cloud filing system for rapid electronic file conversion. Eliminate paper influx with electronic onboarding and streamline HR processes. Dive into a more efficient, organized, and paper-free HR environment in just 30 days. Request a free demo today and transform your HR operations!

Switching away from paper forms and files to a more digital office environment can happen quicker than you might think.  Many times, HR teams can go paperless in 30 days or less with a scan to cloud filing system.

Here’s how your Human Resources department can start paperless this January with scan to cloud filing. 

Scanning Automation

Scan-to-cloud filing systems are a unique type of electronic filing solution.  These solutions include scanning automation tools designed to work directly with the filing system for a shortcut to electronic files.

Barcode Sheets can be used to convert and file an entire folder for an employee at once.

Going forward, Batch Processing makes it easy to add paper to different staff folders in bulk.

If you have a lot of paper already piled up or don’t have the bandwidth to do your scanning project in-house, you can also use a scanning company to convert all of your initial paper files for you. 

Electronic Onboarding

Once you’ve eliminated most of the current paper in the office, it’s time to think about reducing the production of that paper in the first place.

A lot of times, Human Resources professionals find that much of the paper coming across their desk is created in the onboarding process.

These days, pen-and-paper processes like onboarding can be replaced with online forms, esignatures, and automated workflows.  The same methods can be used for other common forms, too, like policy acknowledgements, performance appraisals, and more.

Going Paperless in 30 Days

Interested in starting HR paperless in January?  DynaFile’s scan to cloud filing solution makes it easy to switch to electronic.

Use scanning automation tools for a shortcut to electronic files or use our conversion partner to do the scanning for you.

Going forward, paperless workflows replace clumsy paper processes like onboarding, file audits are automated, and compliant file management is easier than ever.

Contact us for a free demo to see if DynaFile is a good fit for your HR team.