Scanning Automation

How to Switch to Electronic Employee Files this Summer

June 12, 2018 by Andrew Roberts

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

February 20, 2018 by Andrew Roberts

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

January 30, 2018 by Andrew Roberts

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.

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

December 5, 2017 by Andrew Roberts

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.

Cooking Up a Paperless Plan for HR

November 21, 2017 by Andrew Roberts

Scan to cloud HR solutions provide a shortcut to paperless employee files with all the trimmings.

Looking to modernize your HR department? DynaFile has the perfect recipe! Experience our scan-to-cloud solutions that make the transition to paperless HR effortless. From scanning automation and streamlined file management to electronic onboarding, we've got all the ingredients for your success. Treat your HR department to a seamless digital transformation - get a free demo today!

This time of year, many companies are looking to switch to electronic files and more paperless processes in the HR department.

With a scan-to-cloud filing solution, taking the HR department paperless fast is all gravy.

Here’s how to cook up a paperless plan and move to electronic employee files with all the trimmings.

Scanning Automation

Having the ability to automate the conversion of your existing paper files in-house is a huge benefit. Scanning automation allows your team to scan entire employee folders directly to the cloud for automatic filing.

Need to bring in a stack of paperwork for different employees? Simply scan it into the system and file the entire batch away from your computer screen.

Scanning companies can also do the initial back-file conversion for you.

Streamlined File Management

With your employee files in the cloud, it becomes easy to streamline file management for different teams.

HR, Payroll and Supervisors can access the documents they need at any time, run audit reports to ensure folders are up-to-date, get a requested copy out to someone, and much more.

Electronic Onboarding

By replacing pen-and-paper processes with online forms and esignatures, HR can stop producing paper from Day 1.

New hires can review, fill out and sign all of their onboarding paperwork electronically. Once completed, it is automatically filed in their digital folder.

The process can be expanded for other forms like policy acknowledgements, performance appraisals, and more.

Learn More

Interested in taking the HR department paperless? Contact us today to see if DynaFile is a good fit.

Our paperless HR solution has been helping companies operate more efficiently for over 15 years.

Electronic Filing System Helps HR Streamline Employee Document Management

November 14, 2017 by Andrew Roberts

Human Resources professionals are moving to an electronic filing system to help streamline employee document management.

Transform HR operations with DynaFile! Our electronic filing system ensures streamlined document management, indexed filing, simplified audits, and automated retention. Secure, compliant, and efficient, our solution safeguards employee data while optimizing processes. Stay ahead in the digital age with DynaFile. Request a free demo now!

Managing employee files on paper can be a huge challenge for the Human Resources department. Critical forms are easily lost or simply misfiled, making them impossible to find in the moment during an audit.

Compliance regulations like HIPAA and GDPR require companies to maintain a secure record of this sensitive employee information. These days, it’s becoming harder and harder to stay compliant on paper.

Here’s how companies are leveraging an electronic filing system in HR to streamline employee document management.

Indexed Filing Keeps Documents Where They Should Be

When looking at electronic filing systems for HR, “indexed” filing is a popular choice. Indexed filing frees your team from the job of creating and maintaining an elaborate folder structure, or having to adhere to strict naming conventions for files.

Instead, all files added to the system are “indexed” with information like Employee Name, ID, Status, Department, Folder/Tab, Document Type, Expiration Date, etc. Using this information, the filing system knows exactly where to save your documents every time.

When it’s time to retrieve some documents from the system, a quick search brings back exactly the files you’re interested in with 2 or 3 clicks. For example, bring up all Benefits documents for Active employees working out of the New York office.

Simpler File Audits Give Time Back To The HR Team

When all of your employee files are indexed and electronic, file audits become a breeze. Long-gone are the days of manual spreadsheets and thumbing through manila folders.

With an electronic filing system, audit reports can be run automatically. Simply use a report to outline the types of documents staff are required to keep in their folders. That report can run automatically to alert the HR team of any critical files missing from employee folders.

Keeping track of renewable documents is just as easy. Use expiration dates to be automatically notified when employees have important forms coming up for renewal.

Best of all, when an auditor requests some documents to review, you can make them available remotely. Now auditors don’t even have to come into the office to complete their audit.

Built-In Disaster Recovery and Retention

With an electronic filing system, long-term document management becomes a lot easier.

Many times, your files are safer when stored electronically because they are no longer at the mercy of natural disasters like a hurricane, tornado, or flood. A good system will include built-in disaster recovery tools to ensure your files are kept safe in the event of a disaster and available for your team to access at all times.

Retention rules are also easily automated with an electronic filing system. Use Termination Dates to set rules for the system to automatically “shred” employee documentation once it has reached it’s retention requirements. For example, delete the Personnel folder after 3 years, but keep the I-9 for 7 years.

Getting There Fast With Scan-To-Cloud Filing

DynaFile is a unique electronic filing system for HR. Powerful scanning automation tools are designed to work directly with the filing system. This way, HR can scan directly to the cloud to take a shortcut to electronic employee files.

Going forward, DynaFile makes it easy to share files securely online, streamline file audits, segment access for different roles, and maintain compliance with HIPAA and GDPR regulations.

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