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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!


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.

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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