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From Paper to Productivity: Populous’ HR Transformation with DynaFile

January 10, 2025 by Andrew Roberts

Transforming HR Efficiency: How Populous Leveraged DynaFile to Digitize, Automate, and Simplify Document Management.


Transforming HR Efficiency

The Blueprint for HR Success

Populous, a renowned global architectural and design firm, is celebrated for its iconic sports arenas, entertainment venues, and event spaces that bring people together. From designing world-famous stadiums to planning major events, Populous thrives on innovation and collaboration. But behind the scenes, their HR team faced a growing challenge: managing employee records with an outdated, paper-based system.

When the inefficiencies of paper files began to hinder productivity, particularly during remote work, Populous turned to DynaFile for a transformative solution. Here’s how DynaFile helped Populous streamline workflows, enhance accessibility, and achieve HR success.


The Challenge: Paper-Based Processes in a Modern World

As Populous grew, so did the inefficiencies of their paper-based document management system. Physical files not only consumed costly storage space but also made remote access impossible. HR tasks such as onboarding, audits, and document requests became time-consuming and error-prone.

When remote work became essential, the limitations of paper records became glaringly obvious. Populous needed a modern, scalable solution to support their dynamic and growing workforce.

The Solution: Going Digital with DynaFile

Populous chose DynaFile to digitize their document management system, seamlessly integrating it with their existing ADP platform. This powerful combination allowed Populous to:

  • Digitize Records: Transition from bulky paper files to streamlined electronic filing.
  • Enhance Remote Access: Enable HR teams to access documents anytime, anywhere.
  • Automate Workflows: Integrate with ADP for real-time data synchronization and reduce manual tasks.
  • Boost Sustainability: Align with company goals to reduce their environmental footprint.

Empowering Sustainability, Productivity, and Seamless Onboarding

With DynaFile, our team was able to easily transfer all our paper files into a digital format —aligning with our company’s goals of sustainability and reducing our environmental footprint. As a result, this solution has improved remote accessibility, productivity, and seamless onboarding of new employees.

Lori Schaaf, HR Generalist, Populous



The Results: A Game-Changer for HR Operations

The implementation of DynaFile modernized Populous’ document management processes, delivering measurable results across key areas:

1. Remote Accessibility

DynaFile empowered HR teams to retrieve and share documents securely from anywhere. This seamless accessibility improved collaboration and ensured continuity during remote work.

2. Centralized Electronic Filing

Replacing physical files with a digital repository eliminated the need for costly storage space. Documents could now be located in seconds, not hours.

3. ADP Integration

By integrating with ADP, Populous automated the syncing of employee records, ensuring up-to-date, accurate information while saving time on manual data entry.

4. Improved Compliance

Organized and secure records made audits stress-free. The HR team could easily prepare and respond to compliance requirements, mitigating risks.

5. Enhanced Productivity

Streamlined workflows allowed HR teams to focus on strategic initiatives rather than paperwork. Automated onboarding processes also improved the new hire experience.

Key Takeaways for Businesses

The success Populous achieved with DynaFile demonstrates the transformative power of digital HR document management. Whether your business is in architecture, education, or any other industry, these lessons apply universally:

  • Remote Work Preparedness: Ensure your teams have access to the tools they need, wherever they are.
  • Automation for Efficiency: Integrate digital solutions to eliminate repetitive tasks and improve accuracy.
  • Compliance Confidence: Simplify audits and meet regulatory requirements with organized digital records.
DOWNLOAD CASE STUDY

Ready to Transform Your HR Workflows?

Populous’ story is proof that the right technology can drive efficiency, sustainability, and growth. If your organization is ready to modernize its HR processes, DynaFile is here to help.

Schedule a customized demo today to see how DynaFile can revolutionize your document management system.

Don’t let outdated processes hold your team back—embrace the future of HR with DynaFile!

Filed Under: Uncategorized

Is Your HR File Management Strategy Ready for 2020?

October 22, 2019 by Andrew Roberts

Iron out your HR file management strategy now to start fresh in 2020. Your team will thank you!


Elevate your HR processes with an optimized file management strategy for 2020. Ensure compliant cloud storage, seamless audits, and fast paperless transitions with DynaFile. Equip your HR team for the new decade's challenges. Discover two decades of trusted solutions. Reach out to learn more!

Now is a good time to start thinking about your employee files.  Are documents easy to find when you are audited?  Can teams access the files they need from different locations?  Is paper still slowing down your current process?  Time to get your HR file management strategy ready for 2020. 

Compliant Cloud

Not all ‘document clouds’ are created equal.  Many are simply a storage place that can become a ‘virtual junk drawer’ instead of an organized, useful system.  This can cause compliance issues down the line.

HR document management software is the solution.  These systems allow you to consolidate employee documentation in one compliant cloud.  Files are indexed and highly organized so you can control access to sensitive types of documents like I-9’s, Medical, and other Confidential records. 

Audits now become seamless.  Reports keep track of required and expiring documents in staff folders automatically so there is never a scramble in the event of an audit.  You can give auditors access to just the files they need to see while eliminating file requests from payroll, location partners, and department managers.

Paperless Shortcuts

If you’re still dealing with paper, a scan-to-cloud document management system can help.  HR can digitize existing files fast and easily manage future paper.  These filing solutions make going paperless easier by skipping many of the steps in the scanning process. 

In order to eliminate paper from the start, your onboarding forms can be completed online, too.  Replace a slow signature process with forms in the cloud.  Once finished, all signed forms are filed in the new hire’s folder – and labeled – automatically.  That means that your audit reports, access rules, and retention schedules start working for you immediately. 

Start Fresh In 2020

If you’re looking for a better way to manage employee files, DynaFile can help.  Most HR teams are up and running in under 30 days so you can start fresh in 2020.  With a shortcut to paperless and lasting compliance advantages, DynaFile is has been helping organizations streamline the HR department for over 20 years.  Contact us today to learn more. 

Filed Under: Cloud Storage, Electronic Filing, Uncategorized

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.

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

Filed Under: Cloud Storage, Electronic Filing, Paperless Onboarding, Scanning Automation, Uncategorized

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