Scanning Automation

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.

3 Simple Steps to Paperless HR

November 7, 2017 by Andrew Roberts

Looking at the benefits of electronic employee files? Here are 3 simple steps on how to take HR paperless in 30 days.

Revolutionize HR in just 30 days with DynaFile! Embrace a streamlined approach with our 3-step process: efficient paper file conversion, eliminating paper production, and managing miscellaneous documents. Over 15 years of expertise in digitizing HR departments awaits. Connect with us to begin your paperless journey.

Have you been considering switching away from paper in the HR department? Human Resources professionals are realizing big benefits by going digital.

These days, moving to electronic employee files and reducing paper in the HR office is easier than ever. Many companies can streamline the entire HR department in 30 days with a paperless filing solution.

Here are 3 simple steps to paperless HR:

1. Automate Paper File Conversion

Long gone are the days of a tedious, drawn-out scanning process. Now HR teams can use a paperless filing solution to scan entire folders directly to the cloud at once.

Scanning automation tools like barcode and batch processing work directly with the electronic filing system for a shortcut to digital. Now documents can be automatically filed in the correct location as they are scanned.

If your file room is overflowing with paper, you can also use a conversion company to do the initial scanning project for you.

2. Stop Producing Paper

Now that you have an electronic filing system in place, there’s no need to continue many pen-and-paper workflows.

Moving to online forms and e-signatures for traditionally paper-intensive processes like employee onboarding, handbook acknowledgements, and other forms can relieve HR of a majority of the paper produced in the HR office.

File audits can also typically be done completely electronically. Audit reports ensure employee folders are up-to-date with required documents, so HR is never scrambling to check compliance. When an auditor requests files, simply give them access to the files they request online.

3. Plan for Miscellaneous Paper

No matter how paperless you go, staff will still inevitably hand you paper documents. When you have a full in-basket of paper on your desk at the end of the week, you want to be sure there is an easy way to get that into your employees’ electronic folder.

Paperless filing solutions make it easy to scan a stack paper directly to the cloud. From there, you can quickly split the scan down into individual documents for different employees on your screen. The system will file them in the correct location, with all of your audit reports and access rules automatically applied.

Getting There in 30 Days

Ready to make the move to electronic employee files?

Contact DynaFile today to see how you can get there in 30 days. Our paperless filing solution has been helping streamline HR departments for over 15 years.

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