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Scan to Cloud HR Document Management Solutions

Scanning Automation

Automate Filing by Scanning with Barcodes

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Take a shortcut to electronic documents by using barcodes to automate scanning and filing.

Simplify your shift to the digital world using barcode scanning automation for efficient document filing. From converting bulk archives with barcode cover sheets to handling daily paperwork with embedded barcodes, streamline your processes effortlessly. Dive into the future of organized, paperless storage with DynaFile's proven expertise in scan-to-cloud solutions. Over 17 years of transforming offices; let yours be the next!

The very last step in winning the battle of paper shuffling is going to electronic, cloud file storage. If you’re looking to bring your current paper files to the cloud, you’ll need to retrieve them and get them ready for their digital afterlife before you scan them. Filing with barcodes is one of the fastest and most efficient ways to convert a large amount of paper documents to electronic format. 

Barcode Cover Sheets

If you’re converting thick folders for a specific subject, barcode cover sheets are an easy way to do it. This is useful for things like employee folders, account folders for clients/vendors, medical/patient records, student files, etc. A single barcode sheet is printed and placed as the first page in the physical file folder as you’re getting ready to scan it. The barcode on this page is unique to the subject (employee, client, patient, student, etc) and includes information about them. That way, as the entire folder is scanned, the system will know that all of these documents are for that particular subject. If you would like to have the different sections of the folder automatically broken down and filed as well, you can simply insert a few reusable barcode sheets in front of each tab or sub-folder you would like split out. As the entire file is scanned, the system will know from the barcodes exactly how to file your documents.

Embedded Barcodes

Barcode cover sheets are a great way to convert your back files. But what about new paper? Many times processes using forms and signatures can be brought online to be replaced completely digitally. Sometimes, though, pen-and-paper processes just make more sense to keep doing the old fashioned way. When this is the case, barcodes can be embedded on your common forms. That way, when you print the forms out to be completed, they will already have the barcode on them. When the forms are completed and signe on paper, they can now be scanned in to the system. The advantage of the embedded barcodes is that you can scan the entire stack of forms at once. From the embedded barcodes, the system will know exactly how to file the documents away in the correct location. 

If you’re interest in learning more about going paperless with your files, contact us today. DynaFile has been helping companies go paperless to achieve a higher level of organization for over 17 years. Our scan-to-cloud filing system makes it easy to switch from paper to electronic files with unique barcode scanning processes and powerful document management features for long-term retention. 

Benefits of an Online Filing Cabinet

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It can be a real challenge keeping all of the paperwork that comes through your office organized. By taking your filing cabinet online you can save money, have quicker access to files and free up valuable office space.

Tired of overflowing cabinets and lost documents? Switch to an Online Filing Cabinet. Enjoy secure 24x7 access, instant retrieval, collaborative features, and integrated eSignatures. Eliminate clutter, enhance security, and streamline operations. Dive into the paperless revolution; reach out to learn more!

Is your office packed with overflowing filing cabinets or file boxes? Can you find what you’re looking for easily? Or is it like finding a needle in a haystack? If your office space feels more like a storage unit than your work space, consider switching to an online filing cabinet.

Although paper is still needed in some aspects of business, for the most part our world is going paperless. We fax from our computers and email documents. Court systems nationwide are going with online filing, reducing the need for paper and eliminating the trek down to the clerks office. Now you can implement the same organizational method within your own business. With online filing, secure access to your files is at your fingertips, 24×7.

Scan to the cloud.
Wondering how this all works? It’s simple. All of your paper documents are scanned into your online filing cabinet and organized automatically with barcode or text recognition. You can label your folders with a level of security that allows you to give access to only those who need it. Organization is the beauty of this system. You can organize your files by document type, client, case number, etc – whatever makes sense for your business. 

Instant document retrieval.
Once in the system, finding what you are looking for is easy and only a few clicks away. You never have to worry about wasting time looking for files. You can use search to quickly pull up the documents you’re looking for and filter your results to narrow it down further if needed.

Secure storage and file sharing.
Security is a real issue in business and online filing will let you rest easy knowing your information is safe. Documents in an online system are stored offsite and backed up automatically so you never have to worry about losing information in any kind of natural disaster or other emergency. Custom document control can be added for specific users, user groups, files, folders, departments, etc. This ensures that only authorized eyes are viewing your critical documents. Best of all, you can securely share any files in the system using encrypted links, a much safer alternative to email attachments.

Cloud collaboration.
Once a document is scanned, it isn’t set in stone. You can collaborate on documents directly from your web browser. Plus, with integrated eSignatures, you can get forms and contracts filled out and legally signed online in seconds.

If your working from home and realized you left the document you needed sitting on your desk, you no longer have to drive back to the office. All of your documents are available, any where, at any time.

Online filing will save you time and money (less paper, ink cartridges, stamps and it opens up office space for new possibilities). Get ready to clear out the clutter and contact us today to find out more.

Trending: Paperless HR – Electronic Personnel Files in 2017

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Human Resources is making a big shift towards electronic personnel files to increase efficiency and cut costs. Will your team reap the rewards in 2017?

Discover the future of HR with Electronic Personnel Files in 2017! Boost efficiency, reduce costs, and streamline operations. From easy back file conversion to paperless onboarding and secure sharing - experience a new era of HR management. DynaFile, the leading solution with 15+ years of expertise. Request a free demo now!

Electronic personnel files have become more and more popular in recent years. The benefits are real – increased efficiency, cost savings and less stress on your staff. So what is holding organizations back from making the switch? With today’s electronic filing solutions, there’s no excuse not to join the paperless HR revolution! Your office can go paperless in 2017! Here’s how it’s done.

Back File Conversion

The initial back file conversion process can seem like a nightmare and can seem intimidating, but it is much easier than you think! Paperless HR solutions like DynaFile include scanning automation tools to help you go from paper to electronic personnel files fast. Reusable barcode sheets can be inserted into an employee’s folder before scanning to break it down into its different sections. You can then scan the entire folder at once and it will be filed away in the correct location. The important part here is the flexibility in the process. You can be as specific or as general in your folder breakdown as you like because DynaFile gives you the ability to cut out individual documents at any time in the future should you need to.

Paperless Onboarding

Now that you’ve converted all of your existing paper files, let’s make sure you’re not creating more paper! Much of the paperwork included in an employee’s folder is generated through the onboarding process. Electronic personnel file solutions like DynaFile integrate with popular onboarding software like DocuSign and iCIMS. This allows new hires to review, fill out and sign all of their onboarding forms totally electronically. Through an integration, all completed onboarding forms can automatically create the new hire’s folder inside of DynaFile and file all signed documents in the correct location inside. There’s no longer a reason to print and scan!

Adding To Staff Folders

Once you’ve taken your back files paperless and transitioned to an electronic onboarding process, much of your HR department should be enjoying quite a boost in efficiency and organization. However, it is inevitable that you will still receive some documentation on paper that needs to be added to an employee’s digital folder. Or, you may be faced with a need to add in a document like a performance review from another system or an electronic document from elsewhere. With an electronic employee filing system, this could not be any easier. Simply drag-and-drop or “virtually print” electronic documents into an employee’s folder in a matter of seconds. No need to print and scan! If you have a stack of paper for different employees, DynaFile’s batch processing tool allows you to file them into correct location on screen with just a few clicks. 

The Benefits of Paperless HR

The basic benefits of switching to electronic personnel files are obvious. Your team gets a huge boost in organization and efficiency, which in turn reduces stress on staff and cuts costs. What you may not realize, is that there are many more benefits of electronic personnel files that may not jump out at you right away. For example, paperless HR solutions like DynaFile allow you to share files securely with staff and external users like auditors completely digitally. Or, how about being able to run automatic file audits? A custom report checks each employee folder for required and time-sensitive documents to ensure all folders are up-to-date with required documents. These are just a few of the incredible benefits your HR team can see by going paperless.

See It In Action

Want to learn more about making the switch to electronic personnel files? Contact us today! DynaFile has been helping companies go paperless for over 15 years to realize a more efficient Human Resources department. Our unique electronic filing system includes scanning automation tools that make it easy for your HR team to take the entire department paperless fast. From there, instant file retrieval, electronic onboarding, custom audit reports, segmented access rules, drag-and-drop drive, virtual printer and more make managing employee files easier than ever. Want to see how it works? Contact us today for a free demo!

American Businesses Produce 1.6 Trillion Pieces of Paper in 2016

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Going paperless has never been easier. Time to think about moving to electronic files.

Transition to the future with an electronic filing system in 2016! Amidst American businesses producing a staggering 1.6 trillion pieces of paper, the shift to digital is vital. Discover how DynaFile streamlines office tasks, enhances efficiency, and safeguards the environment. Over 15 years of expertise in scan-to-cloud solutions. Explore a transformative, paperless journey. Request your free demo now!

Traditionally, paper has been a critical piece of the business process. It’s difficult for an organization to run smoothly without the ability to record information and share it with colleagues in an effective manner. Issues arise in the office when that information needs to be stored for an extended period of time or needs to be shared quickly with team members in different physical locations. For these reasons, among others, many companies are switching to an electronic filing system for storing, managing and sharing documentation around the organization. 

Halfway To The Moon

It may not seem like a lot of paper gets wasted around the office, but you may be surprised. In a recent article from The Wall Street Journal, Christopher Mims writes;

“Every year, America’s office workers print out or photocopy approximately one trillion pieces of paper. If you add in all the other paper businesses produce, the utility bills and invoices and bank statements and the like, the figure rises to 1.6 trillion. If you stacked all that paper up, it would be 18,000 times as high as Mount Everest. It would reach nearly halfway to the moon.”

A bit startling, isn’t it? By the end of 2016, we could reach the moon by simply stacking the paper American businesses produced over the past two years. Now, how to make a change?

Show Me The Value

It can be easy to recognize that your office is using a lot of paper, but it can be much tougher to convince management to make a change. It’s important to remember that creating paper waste not only hurts the planet – it also significantly affects a business’s bottom line. Paper process are slow, out-dated and incredibly inefficient. Moving to an electronic filing system can actually save a company money and produce a big bump in staff productivity. 

A good way to start looking at electronic filing is by identifying the most paper-heavy departments within the organization first. Many times, you will find that the Human Resources office is an area that sees TONS of paper files. Although a lot of employee data is now recorded in HRIS solutions, much of the actual documentation for the employee is still printed out and filed in bulky, disorganized filing cabinets. Many organizations still have all of their staff files on paper. For a tenured employee, you can imagine how thick these files can get. Being able to identify this within your own business is essential because the offices that handle the most paper will see the biggest value in taking their files electronic.

Keeping It Practical

For a paperless strategy to work, you need a practical approach. Even if you take all of your existing files electronic, you’ll need a way to digitize your pen-and-paper workflows to ensure you’re not just adding more paper to the pile. For this reason, it’s important to look at electronic filing systems that include a few key features:

Scanning Automation
These tools are designed to work with your electronic filing system and allow your team to take a shortcut to paperless files. Scanning automation tools will help automate the conversion of your current paper files to electronic format. They will also help you deal with miscellaneous paper coming into the department on an ongoing basis because – let’s face it – you’ll still have staff coming into your office and handing you a paper document. 

Online Forms, eSignatures and Workflows
From onboarding new employees in the HR department, to approval workflows and contracts; these features help your team go from pen-and-paper processes to completely digital ones. Replace paper forms with online forms that can be delivered to the recipient immediately and completed in a fraction of the time. Electronic signatures or eSignatures can be used to sign off on these forms from anywhere, at any time and they are just as good as ink. Finally, digital workflows can deliver your forms to the next person in the chain automatically once it is their turn to review, approve or sign. The best part is, once the workflow is finished, completed and signed forms can be automatically filed in your electronic filing system.

Tell Me More!

DynaFile is an electronic filing system that has been helping companies achieve a higher level of efficiency for over fifteen years. Our unique scan-to-cloud tools work directly with DynaFile to allow you to automate the conversion of paper files to digital format and easily handle miscellaneous paperwork on an ongoing basis. Once in DynaFile, you can retrieve files instantly from anywhere, report on required and expiring documents and segment access for different staff roles and types of documents in the system. Finally, our integration with DocuSign allows your team to replace all of your pen-and-paper processes with online forms, esignatures and digital workflows. Once forms have been signed, they can be automatically published in the correct folder back in DynaFile.

Would you like to learn more about going paperless with DynaFile? Contact us today for more information and free demo!

Going Paperless with Scan to Cloud Filing

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Scan to cloud filing is making the transition to the paperless office easier than ever. Here’s how.

Step into the future with scan to cloud filing! Revolutionize your office operations, save space and enhance efficiency with scanning automation tools designed for the modern age. From converting bulk files to managing digital documents, discover how scan to cloud systems simplify processes. Enjoy swift document retrieval, powerful file management, and stringent access controls. Make the shift from paper clutter to digital ease with DynaFile. Join countless businesses in embracing a paperless transformation. Request a free demo today!

Changing how your business operates may seem like a scary decision to make, but you’ll know when change is necessary. When filing cabinets start to become disorganized and finding important files starts becoming a frustrating experience, its time to consider going digital. Scan to cloud filing is a practical way to take an entire department paperless quickly and easily. By utilizing scanning automation tools that are designed to work directly with a cloud filing system, converting paper files to electronic format turns out to be a simple process. Here are three ways scan to cloud filing is becoming popular in offices around the country. 

Scanning Methods for Different Situations

The typical process for scanning and filing documents is pretty clunky. You have to scan each individual document to your desktop, find the file, name it appropriately, find the appropriate folder to save it in and add the file to the folder. Thankfully, scanning automation allows you to skip many of these steps. Here a couple of examples of scanning automation methods and how they are typically used to convert paper files and get them in to a scan to cloud filing system.

Convert Existing Files Fast

When you’re dealing with a large number of documents for a specific entity, it would be a huge time-saver to be able to convert their entire folder into electronic format at once. That specific entity may be a Client, Employee, Vendor, etc. Barcode Recognition will allow you to get an entire folder into your scan to cloud system in one simple process. Simply slide in reusable barcode cover sheets to split the folder down in to its various different sections. When the entire folder is scanned at once, the barcodes on these cover sheets will tell your scan to cloud filing software how to categorize the documents in each section. The system will then automatically file your documents in the correct location for you. This process is only useful for a large number of documents for a specific entity. Our next scan to cloud feature is more useful for miscellaneous documents.

Add Miscellaneous Files With Ease

Once your initial back-file conversion process is finished, you may still have a need to get miscellaneous paper into your scan to cloud filing software. In any given week, it is very common to have a stack of documents where each relates to a different client, employee, vendor, etc. In this situation, using barcode cover sheets is not the easiest way to scan these files into your system. Instead, Batch Processing allows you to scan a stack of unrelated paperwork into your filing system and split that batch of pages down into individual documents from your computer screen. Simply select the pages that belong to each document, select or enter the name of the entity and the type of document you’re adding to the system. Your scan to cloud filing software will automatically file all of your newly categorized documents into the correct location for you automatically. 

Manage Files Easier In Digital Format

With a cloud filing system, your files are stored electronically by certain categories. These categories vary depending on what types of documents will be stored and for what purpose the system will be used for. Common categories, however, are things like Entity Name, Document Type and Expiration Date. The values entered into these categories allow the system to file your documents in the correct location automatically. You can then search for documents based upon any of the information in these categories. This makes it very easy to pull up all documents for a specific client, employee or vendor, for example; or pull up all Contracts that Expire in the 60 days. With scan to cloud filing, just a couple of clicks can bring back the documents you’re looking for. 

Control Access to Files Automatically

With a scan to cloud filing software, you can control access to files based upon any of the categories set up in your system. For example, you can specify that only certain people within your organization can view “Contract” documents; or that only certain people can view documents related to a specific Vendor or Client. This makes controlling access extremely simple because you do not have to go in and manually select individual documents to make available to staff. Simply create the access rules that should apply to them and that rule will carry over for new documents added to the system as well so there is no need to update. You can of course manually select documents to make available as well, but this is more commonly used for people working outside the organization that are requesting specific information from your filing cabinet.

Learn More

If you are considering taking your office paperless, contact us today at DynaFile. Our scan to cloud filing software has been helping companies make a smooth transition from paper to electronic filing for over 15 years. Scanning automation features work directly with our cloud filing system to allow for a quick and easy conversion process. From there, instant document retrieval, in-depth file management and robust access controls make storing and managing files easier than ever. Contact us today for a free demo!

3 Great Benefits of Scan to Cloud Document Management

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Scan To Cloud Document Management: Take your files digital, but still manage your paper files with ease.

Transform your business with DynaFile's Scan to Cloud Document Management. Experience the benefits: reclaim office space, bolster document security, and promote environmental sustainability. Embrace a digital, efficient, and green future. Dial (888) 510-3453 for a free demo!

No matter the size of your business, there are always ways to become more efficient and reduce costs. One way to achieve a higher level of efficiency and save money is by digitizing your paper documents. Scan to cloud document management is an ideal solution for businesses that are coming from a paper-based filing system or for offices that typically deal with files in mixture of paper and electronic formats. Here are a few benefits to consider.

Regain Office Space

Scan to cloud document management can greatly reduce the amount of paperwork that is stored in filing cabinets by helping you automate the conversion process. Scan to cloud filing solutions allow you to take an entire department paperless quickly and easily. By reducing the number of required filing cabinets, you can free up a ton of office space. With more office space, you can now add additional workstations or decrease clutter to improve working conditions.

Improved Document Security

Paper documents are at risk of being damaged, stolen, or destroyed. Electronic documents can be stored safer with various levels of security built-in. With scan to cloud document management, your paper files are converted to electronic format and stored securely in an online filing system. This system can be password protected, automatically encrypt your documents, include segmented access for different types of users and more. Digital documents are also backed up on a regular basis which is a huge benefit if there is ever a major disaster. Downtime is also minimized as you and your staff have access to business data from any device with an internet connection.

Better for the Environment

As you utilize scan to cloud document management and your files become more and more digitized, you can eventually become a paperless office. This reduces costs typically associated with paper, printing, copier, folder, cabinet storage and other file supplies. In addition to saving your budget some green, your company becomes greener as well. Paperless offices help the environment as there is less waste and no need to physically transport documents which can reduce your carbon footprint.

Would you like to learn more about scan to cloud document management? Contact us today for more information. DynaFile’s unique scan to cloud document management solution has been helping companies go paperless and manage their files more efficiently for over 15 years. Give us a call at (888) 510-3453 or sign up for a free demo to learn more.