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Seasonal Hiring Made Simple: How HR Teams Can Streamline Onboarding and Offboarding with Confidence

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Mastering Seasonal Employment and How to Overcome Challenges with Automated HR Workflows

seasonal hiring onboarding and offboarding

Each year, as holidays approach or peak travel and retail seasons ramp up, organizations move quickly to bring on seasonal employees. From retailers gearing up for Black Friday to resorts staffing up for summer, HR teams face the same challenge: hire and onboard fast, keep records accurate and complete, and offboard cleanly when the season ends.

A seasonal employee is a temporary worker hired during peak business periods for a limited duration. These roles are common in retail, tourism, hospitality, logistics, and agriculture, and they may recur at the same time each year. While employment is temporary, core compliance obligations still apply. Employers must comply with wage and hour laws, maintain accurate records, and verify work authorization for every hire.

This places real pressure on HR operations, especially when headcount spikes across multiple locations. The most reliable way to handle the rush is to build an agile, automated HR document workflow that supports fast onboarding and consistent offboarding while reducing risk.

The Real Challenges of Seasonal Hiring

Tight timelines and high turnover
Seasonal staffing moves quickly. In retail, hospitality, education, healthcare, and delivery services, HR may need to process large hiring classes in days, not weeks. Missing forms or manual bottlenecks slow everything down when the business most needs coverage.

Compliance complexity
Temporary status does not lessen compliance requirements. Every new hire must complete Form I-9 to verify employment eligibility, with employers responsible for ensuring accurate and timely completion, secure storage, and retention of these forms in accordance with federal regulations. Any errors or incomplete records can lead to fines or penalties during an audit or inspection.

Document overload
Paper packets are hard to track at scale. Signatures go missing, versions get mixed up, and retrieval during an audit becomes stressful. A digital-by-default approach improves accuracy and makes it easier to find what you need.

Disconnected systems
Recruiting, HRIS, payroll, and benefits often live in separate platforms. Without integrations, HR spends precious time rekeying data and chasing status updates.

Why Efficient Onboarding and Clean Offboarding Matter

A structured onboarding process helps short-term workers ramp faster and deliver a better customer or patient experience. SHRM’s onboarding resources emphasize clear roles, checklists, and coordinated handoffs so new hires understand the job and the culture from day one.

Offboarding is just as important. At season’s end, organizations must revoke access promptly, archive required records, and follow retention rules, all while protecting personal data. A consistent, automated checklist reduces security exposure and keeps your file room audit-ready.

Build a Smarter Seasonal Employment Playbook

Digitize onboarding from the start.
Collect offer letters, tax forms, policies, and acknowledgments online. Use templates and role-based checklists so every location follows the same steps. Digital packets reduce errors and make audits straightforward.

Automate I-9 management
Form I-9 is required for every new hire. Set up automated reminders for completion deadlines, track form status, and store documents within a compliant electronic system that meets government requirements for completion, storage, and retention. Integrating with your HRIS or E-Verify system streamlines these compliance steps and helps mitigate risks of errors or missing documentation

Use the 4Cs of onboarding.
Great seasonal onboarding covers Compliance, Clarification, Culture, and Connection. Seasonal workers need the same clarity on expectations, the same feel for team norms, and a quick path to productivity. SHRM’s onboarding guides outline practical steps for role definition, manager responsibilities, and scalable checklists.

Standardize offboarding
Create a simple workflow that triggers equipment return, access removal, final documentation, and record archiving. When the season ends, HR should be able to close files confidently and demonstrate compliance.

Industries That Benefit Most from Automated Seasonal Workflows

Retail and e-commerce
Retailers and online merchants surge during the holidays and back-to-school season. Employers like large chains and shipping carriers, including the U.S. Postal Service, depend on seasonal associates for stocking, sorting, and customer support. Coordinated digital onboarding helps teams keep pace when volume spikes.

Hospitality, tourism, and restaurants
Hotels, resorts, restaurants, and venues flex up for travel peaks and event seasons. When a city hosts the Super Bowl, the World Series, a music festival, or a run of major concerts, visitor inflows demand rapid hiring across roles. Smooth digital workflows help HR stay organized while maintaining compliance during the rush.

Healthcare and senior living
Hospitals and long-term care providers add temporary clinical and administrative staff for flu season surges and holiday coverage. These teams need tight I-9 controls, credential documentation, and secure access to protected information, all with minimal manual handling.

Education and academia
Schools, universities, and trade programs employ seasonal and short-term staff for enrollment windows, summer programs, and temporary academic roles. Centralized digital records and role-based permissions simplify compliance across departments.

Manufacturing, logistics, and delivery services
Production schedules and shipping deadlines intensify around holidays. Manufacturers, distributors, and delivery providers add seasonal workers to meet e-commerce demand. Standardized digital packets, integrated with HRIS and payroll, keep operations moving.

Agriculture and food production
Agricultural employers depend on seasonal workers for planting, harvesting, and food processing. These operations often face unique compliance challenges that require careful recordkeeping. HR teams must maintain accurate I-9 forms, manage H-2A visa documentation, and track housing or transportation records for temporary workers. Using a secure digital document management system helps streamline these processes, improve accuracy, and protect sensitive employee information.

Across all these sectors, automated document workflows reduce administrative stress and help HR focus on people, not paper.

Where DynaFile Fits: Secure, Compliant, and Built for Scale

Automated onboarding and offboarding
Route packets, collect e-signatures, and move documents from candidate to employee file with minimal manual touch. Use simple checklists that guide managers and new hires step by step.

Granular access controls
Protect sensitive information by granting the right level of access based on role, department, location, or union group. This reduces exposure while enabling collaboration.

Comprehensive audit trails
Every action on a file is tracked. HR leaders can demonstrate who saw what, who changed what, and when, which supports audits and internal investigations.

Retention and lifecycle management
Apply retention schedules so records are archived or purged on time. This supports compliance obligations and reduces data risk over time.

Seamless integrations
Connect document workflows to recruiting, HRIS, payroll, and benefits systems. When platforms share data, HR spends less time rekeying and more time enabling the business.

With DynaFile, a university bookstore hiring 25 student associates and a national retailer staffing 2,500 holiday roles can both run a clean, consistent process from day one through offboarding.

Compliance Corner: I-9 Essentials for Seasonal Hiring

Form I-9 verifies identity and work authorization for every new hire in the United States. Employers must accurately complete and retain the form for each employee, ensure updates and reverification when applicable, and present records promptly when requested by authorities. Employers should consult I-9 Central and the Handbook for Employers M-274 from USCIS for the latest official compliance standards and instructions.

Eligibility for unemployment benefits among seasonal and part-time workers varies by state and depends on factors such as earnings and separation reasons. HR leaders should understand state-specific rules, since they can affect unemployment tax costs and claims management.

The Future of Seasonal Staffing Is Digital

Seasonal employment will always ebb and flow, yet the need for speed, accuracy, and security remains constant. Digital onboarding, automated I-9 management, and integrated document workflows give HR leaders a reliable system that scales up during busy seasons and scales down when the rush ends. SHRM’s onboarding guidance underscores the value of clarity, coordination, and measurement, all of which become easier with modern document management.

DynaFile helps teams hire faster, stay compliant, and keep data secure year-round.

Seasonal Employment FAQ’s

Q: What is seasonal employment?

A: Seasonal employment refers to temporary jobs created to meet business needs during peak periods such as holidays, harvest seasons, or major events.

Q: Why is onboarding seasonal employees challenging?

A: HR teams face tight timelines, high turnover, and complex compliance requirements. Automated document management systems simplify onboarding and maintain compliance.

Q: How can HR automate I-9 management for seasonal workers?

A: Using integrated HR software, employers can track form completion, set alerts for reverification, and securely store I-9s in compliance with federal guidelines.

Q: How does DynaFile support seasonal hiring?

A: DynaFile helps HR teams automate onboarding and offboarding, manage employee files securely, control access, and maintain complete audit trails across every location.

Ready to Simplify Seasonal Hiring?

Whether you are preparing for the holidays, back-to-school, or a major event week in your city, DynaFile gives HR a smoother way to manage onboarding and offboarding at scale. Schedule a demo and see how secure cloud storage, automated compliance features, and integrations can keep your busy season organized.

Use it or lose it budget season for HR: invest in document management now and set the stage for a breakout 2026

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Turn your end-of-year HR budget into lasting ROI with secure document management that boosts productivity, strengthens compliance, and reduces breach risk before 2026.

Year end HR budget

The moment to make every dollar count

The calendar is closing fast. End-of-year funds will vanish if you do not put them to work. The smartest move right now is to invest in the daily work your people do. For HR and operations, that means modern document management that centralizes records, accelerates routine tasks, and protects sensitive data. Put unused funds to work today so your teams start 2026 faster, more compliant, and more engaged.

The hidden cost of document chaos

Information sprawl drains productivity and morale. A Harris Poll survey for Glean found that employees spend about two hours per day searching for documents and information. That is a quarter of the workweek. Nearly half would consider leaving a job if they did not have an efficient way to access what they need. These are not edge cases. This is everyday friction that slows teams and frustrates talent. (Glean)

Digital disorganization shows up in the broader workforce as well. Adobe’s research found that 48 percent of employees struggle to find documents quickly, and 47 percent say their company’s digital organization is difficult to navigate. Nearly two in three have had to recreate a document they could not find. (Adobe)

The risk side is growing too. IBM’s 2025 Cost of a Data Breach report puts the global average breach at $4.4 million and highlights a significant AI oversight gap. Among organizations that experienced an AI-related security incident, 97% lacked proper AI access controls, and 63% lacked AI governance policies. That is a costly way to learn about access control, encryption, and audit readiness. (IBM)

The national picture reinforces the urgency. In the first half of 2024, there were 1,571 publicly reported data compromises affecting an estimated 1.079 billion individuals in the United States. (ITRC)

Global Average
Cost of Data Breach

of employees struggle to find documents quickly

of employee time spent each day searching for documents and information

Why document management is the highest impact end-of-year spend

When you centralize HR files in a secure system of record, you reclaim hours every week. Your team stops digging through email threads, shared drives, and paper folders. HR leaders move faster on hiring, onboarding, payroll, benefits, and audits. The payoff shows up in better service to the business and a calmer quarter-end.

Strong foundations also reduce risk. NIST guidance makes it clear that access control, audit, and accountability are core control families for protecting information systems. A mature document program follows that blueprint with granular permissions and full activity history. (NIST Computer Security Resource Center)

What to prioritize with the remaining budget

1. Centralize employee records with fine-grained control

Give HR a single source of truth and segment who can see what. Managers see only their teams. Payroll sees payroll documents but not medical information. Auditors view only the records they are authorized to review. DynaFile supports permissions at the user, group, document type, and structured index levels so teams can consolidate files without sacrificing privacy.

2. Protect sensitive data and be audit-ready

Encrypt data in transit and at rest. Maintain an auditable trail of access and changes. DynaFile documents the use of TLS for data in flight and FIPS 140-2 certified AES 256-bit encryption for data at rest, along with logically isolated client repositories and regular third-party testing.

3. Remove paper from onboarding and file updates

Let candidates and employees complete and e-sign forms online. File them automatically in the correct folder with the right indexes. DynaFile provides integrated electronic signature workflows with indexed filing, so new hires start day one focused on their role rather than paperwork

4. Make retrieval instant

Search by employee, document type, expiration date, or any indexed field instead of drilling through folders. This is where you win back the two hours per day that employees lose to searching.

5. Adopt a change plan that earns adoption

Keep the experience simple and the rollout focused. With the right partner, many HR teams go paperless in about thirty days for core workflows.

Compliance boxes you can check sooner

A modern HR document program makes it easier to meet recordkeeping rules that never take a holiday. Here are three that matter in every audit conversation.

  • Form I-9 retention – Keep each I-9 for three years after the date of hire or one year after employment ends, whichever is later. (eCFR)
  • OSHA injury and illness records – Retain the OSHA 300 log, privacy case list if used, annual summary, and OSHA 301 forms for five years after the end of the calendar year. (OSHA)
  • EEOC recordkeeping – Keep personnel records for one year. Under ADEA, maintain payroll records for three years. Keep benefit plan documents for the life of the plan plus one year. (EEOC)

A practical plan you can complete before the calendar turns

Discovery
Inventory repositories. Identify the top workflows to digitize first. Document access policies and retention rules for HR, legal, and compliance.

Deployment
Configure document types and index fields. Connect e-signature and HRIS where appropriate. Migrate priority records. Train champions in HR and payroll.

Expansion
Digitize remaining files. Turn on compliance and expiration alerts. Extend segmented access to managers and auditors. With a focused effort, you can start January with the basics in place.

How this spending pays off in 2026

The math is straightforward. If a five-person HR team spends two hours per day searching, fifty hours per week are reclaimed once documents are centralized and indexed. At a typical fully loaded hourly rate, this amounts to tens of thousands of dollars per year, which can be reinvested into hiring, engagement, and service to the business. The security upside is real as well. With fewer uncontrolled copies and clear access rules, you reduce the chance of loss or exposure, and you respond faster when auditors ask for proof.

Where DynaFile helps

DynaFile is a cloud HR document management solution built to remove friction in HR workflows. It gives HR and connected teams an organized, permission-aware file system with powerful search and structured indexing. It integrates electronic signatures for onboarding and forms. It delivers the controls that security and compliance teams expect, including encryption in transit and at rest, granular permissions, and audit-ready reporting. DynaFile maintains SOC 2 Type II audits and supports HIPAA and FERPA requirement standards for clients who store PHI. Many organizations create a fully paperless HR function in about thirty days once they commit to the plan.

End-of-year HR budget questions answered

Q: What is the best way to spend end-of-year HR budget?

A: Prioritize HR document management to reduce time wasted on searches, remove paper from onboarding, tighten compliance, and secure sensitive data. This investment lowers cost and risk while setting the stage for faster hiring and better employee experience in 2026.

Q: How fast can HR document management show ROI?

A: Teams often see value within one quarter. You will cut search time, reduce paper and storage costs, accelerate onboarding, and simplify audits. With the right partner, HR can take core workflows paperless in about a month.

Q: How does DynaFile keep HR data secure?

A: DynaFile uses TLS for data in transit, FIPS 140-2 certified AES 256-bit encryption for data at rest, logically isolated client data, granular access controls, and detailed audit trails. The company completes annual SOC 2 Type II audits and supports HIPAA with BAAs when required.

Ready for a breakout 2026?

Use your remaining budget to remove friction and risk where it matters most. Modernize HR document management, empower your team, and give your organization a head start in the new year. A focused project now will pay dividends in productivity, compliance confidence, and employee experience from day one.

Put this plan to work

  1. Get the playbook decision makers expect. Read the HR Document Management Software Buyer’s Guide to compare must-have features, security controls, and rollout essentials.
  2. See it in action. Schedule a DynaFile demo and learn how secure HR document management with granular access, audit trails, and automated retention can help your team start 2026 faster, safer, and audit-ready.

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The Future of HR Compliance: Automation, Retention, and Audit Readiness

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Why HR leaders in 2025 can no longer rely on manual processes to stay secure, compliant, and audit-ready.

future of HR compliance 2025

HR leaders know that compliance is no longer a box-checking exercise. Human resource professionals in every industry are constantly balancing the need to stay ahead of new regulations, protect sensitive employee data, and deliver efficient service to the workforce. Furthermore, agencies are raising their expectations, and employees expect digital-first experiences. The future of HR compliance will belong to organizations that replace manual routines with intelligent, automated systems that eliminate errors and provide confidence in every audit.

1. A Rising Tide of Regulation

Employment law is becoming more complicated each year. HR teams are stretched thin as they work to stay current with requirements at both the state and federal levels. New legislation, such as the Pregnant Workers Fairness Act (PWFA), which took effect in 2023, adds to existing obligations under laws like the Family and Medical Leave Act (FMLA) and the Affordable Care Act (ACA). According to SHRM’s 2025 HR Trends Report, compliance with changing labor regulations remains one of the top concerns for HR leaders. With increased enforcement actions expected from the Department of Labor, the need for adaptable systems has never been greater.

Best Practice in Action: The future of HR compliance will be defined by flexibility. HR teams that centralize policies and implement automated rules are better equipped to respond quickly as new laws emerge.

2. Automation as the Foundation of HR Compliance

Staying compliant in today’s workplace requires precision and consistency. Manual filing and paper processes create too much room for error. Automation is quickly becoming the foundation of future-ready HR compliance programs.

  • Automated onboarding and document workflows minimize errors and ensure that every required form is completed accurately.
  • Digital indexing within an indexed filing system enables every file to be searchable and retrievable in seconds, eliminating wasted time.
  • Automated alerts keep HR teams ahead of expiring certifications, licenses, and I-9 deadlines, and can also track required employee policy acknowledgements when regulations change.

Best Practice in Action: Forward-thinking HR teams are leveraging cloud-based systems that digitize personnel files, automate retention rules, and deliver error-free workflows. These practices save valuable time, reduce mistakes, and keep compliance on track.

3. Empowering HR with Data Visibility

The future of compliance depends on clear insight into workforce records. Without visibility, HR teams can miss critical gaps that put the organization at risk.

  • Alerts and automated retention rules keep HR ahead of deadlines and evolving compliance requirements.
  • Real-time reports highlight where files or signatures are missing.
  • Integration with HRIS, ATS, and payroll systems creates centralized digital storage that ensures consistent and compliant record-keeping across all locations.
  • Secure, role-based access permissions enable leaders to instantly review and address compliance issues, rather than waiting for manual reports.

Best Practice in Action: HR leaders who rely on digital tools that combine transparency, reporting, and controlled access gain the agility to act quickly, minimize risk, and build long-term trust across the organization.

4. Audit Readiness in a Digital Era

Audits are no longer occasional. In 2025, this will be an ongoing reality as regulators increase oversight and expect fast, accurate access to employee records. Time spent manually compiling audit reports using disconnected systems is time wasted. Organizations that utilize centralized, cloud-based filing with secure access controls can share records with auditors in minutes, while ensuring that sensitive information remains protected. For example, Lindsey Yearsley, Financial Aid Leader with Paul Mitchell Schools, reported: “It used to take me 1 whole day to scan the files auditors requested, and now it takes me less than 15 minutes to share the access.”

Best Practice in Action: Organizations that utilize centralized, cloud-based filing systems with indexed records, automated retention rules, and role-based access controls can provide auditors with complete records in minutes while safeguarding sensitive employee information.

HR Compliance FAQs for 2025

Q: What is the biggest challenge for HR compliance in 2025?

A: The top challenges include keeping up with evolving regulations, such as the PWFA, managing record retention rules, and staying ahead of stricter audit requirements.

Q: How does automation improve HR compliance?

A: Automation reduces manual errors, applies retention rules consistently, and creates real-time reports that highlight missing files or signatures. It also ensures faster audit preparation.

Q: Why is audit readiness important for HR teams?

A: Regulators expect quick access to complete employee files. A digital, indexed system with secure access controls enables HR to provide records in minutes while protecting sensitive information

Looking Ahead

Compliance demands are only increasing, with new regulations, stricter enforcement, and greater employee expectations shaping the HR landscape. By embracing automation, integrating HRIS and payroll systems with centralized digital storage, and preparing for continuous audits, HR leaders can transform compliance from a stress point into a strategic advantage.

The future of HR compliance will belong to organizations that invest in automation, real-time reporting, and secure, role-based access. These best practices help HR teams reduce risk, eliminate manual tasks, and build confidence that every requirement is being met.

DynaFile helps organizations future-proof their HR departments by digitizing employee files, automating document retention, integrating with existing systems, and providing secure access with a single click.

See DynaFile in action. Schedule a demo today and simplify compliance across your HR team.

SharePoint Attacks Are Surging: What HR Leaders Need to Know and How to Protect Employee Data

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Learn how recent Microsoft SharePoint cyberattacks are putting HR data at risk and the steps you can take to stay secure and compliant.

SharePoint Cyberattacks Surge: Secure HR Document Management with DynaFile

In July and August 2025, a coordinated wave of cyberattacks targeting Microsoft SharePoint vulnerabilities impacted hundreds of organizations worldwide. Security researchers linked the activity to a hacking campaign known as ToolShell, which compromised an estimated 300 to 400 victims, including U.S. federal agencies such as the Department of Energy, Homeland Security, and Health and Human Services (Cybersecurity Dive report on the SharePoint hacking campaign, CyberScoop coverage of Microsoft SharePoint attacks affecting U.S. agencies).

The exploited vulnerabilities (CVE-2025-49704 and CVE-2025-49706) allowed attackers to bypass authentication and access the full contents of SharePoint servers. The U.S. Cybersecurity and Infrastructure Security Agency (CISA) has also warned about additional bypass vulnerabilities (CVE-2025-53770 and CVE-2025-53771 identified in CISA guidance) that emerged during remediation efforts.

Once inside, some attackers deployed a ransomware strain known as 4L4MD4R, identified by Palo Alto Networks, which disabled Microsoft Defender, bypassed certificate validation, and encrypted files before demanding cryptocurrency payments (Cybersecurity Dive analysis of the Palo Alto Networks ransomware findings).

Why SharePoint Cyberattacks Put HR Data at Risk

For HR teams, the threat is not abstract. SharePoint is often used to store or share sensitive employee records such as payroll data, medical information, and compliance documentation. A single breach can result in costly downtime, regulatory fines, reputational harm, and the loss of employee trust.

If your HR department relies on on-premise systems or legacy SharePoint deployments, you face a higher risk profile. Even with patches, on-prem environments demand ongoing maintenance, specialized security oversight, and rapid vulnerability management to stay ahead of evolving threats.

Why HR Teams Need More Than Generic HR Compliance Software

Generic HR compliance software may help track specific requirements, still it often lacks the specialized security, automation, and lifecycle controls HR departments need to protect sensitive data against evolving cyber threats.

DynaFile combines compliance tools with secure cloud-based document management, making it easier to meet complex standards while streamlining day-to-day file handling.

How to Protect HR Files from SharePoint Attacks with DynaFile

DynaFile eliminates the vulnerabilities associated with on-premise file servers by providing secure, cloud-based document management built specifically for HR and administrative teams.

Go Paperless with Smart Scanning

Transform paper files into secure, digital records in seconds with scan-to-cloud automation and barcode cover sheets that route documents instantly to the correct folder. DynaFile’s automated scanning workflows remove the need for local server storage, keeping sensitive files away from attack surfaces.

Simplify File Organization and Access

Centralized cloud storage, custom indexing, and cross-referenced search make file retrieval fast and accurate. HR teams can access documents securely from anywhere, without exposing data through vulnerable on-prem servers.

Accelerate Onboarding and Signatures

Integrations with DocuSign, Adobe Sign, and PandaDoc allow you to send, sign, and automatically file documents in one streamlined process, improving speed and reducing manual steps.

Enhance Collaboration and Security

Role-based permissions, encrypted file sharing, and version control keep control in your hands. DynaFile’s cloud architecture supports remote and hybrid teams while protecting data from the kinds of exploits seen in the ToolShell campaign.

Stay Audit-Ready and Compliant

With real-time alerts, detailed audit trails, and automated retention enforcement, HR teams can meet compliance standards confidently and respond to audits without the scramble.

The Best HR Document Management Alternative to SharePoint

Organizations seeking the best HR document management alternative to SharePoint need a system specifically designed with HR needs in mind. DynaFile delivers a purpose-built solution that replaces the complexity of SharePoint with intuitive, secure, and fully compliant document workflows tailored for HR, compliance officers, and administrative teams.

FeatureDynaFileSharePointHRISMost Other DMS

In-Browser Document Structuring: Split, Merge,
Reorder Pages & Update Metadata of HR Files
✅		❌❌❌

Automated Metadata Tagging & Indexing + Data
Synchronization from HRIS or System of Record		✅❌❌❌

Cross-Reference Search by Employee,
Department, Location, and Document Type		✅❌❌❌

Customizable HR Specific Indexing & Reporting		✅❌❌❌


Compliance Certifications
(HIPAA, GDPR, SOC 2 Type II)		✅✅✅❌

Barcode Scanning for Cloud-Based HR Filing		✅❌❌❌

Automated Retention Policy Enforcement
for HR Documents		✅❌❌❌

Real-Time Audit Trails & Compliance Reporting
for HR		✅❌❌❌

Built for HR Teams Managing Employee
Documents 		✅❌✅❌

Complete HR Document Lifecycle Management
(Onboarding to Offboarding)		✅❌✅❌

Flexible HR Document Storage & Pricing Model		✅❌❌❌

Download the full HR Document Management Feature Matrix.

Frequently Asked Questions About SharePoint Attacks and HR Document Management

Q: What happened in the recent Microsoft SharePoint cyberattacks?

A: In July and August 2025, attackers exploited critical vulnerabilities in on-premise Microsoft SharePoint servers. The campaign, known as ToolShell, affected hundreds of organizations worldwide, including major U.S. federal agencies. Exploits allowed attackers to bypass authentication, access sensitive files, and in some cases deploy ransomware.

Sources: CISA alert on Microsoft SharePoint exploitation, Cybersecurity Dive coverage of the SharePoint hacking campaign.

Q: How can HR departments be affected by SharePoint attacks?

A: HR teams store sensitive employee records such as payroll data, healthcare information, and compliance documentation. If SharePoint servers are compromised, these files could be exposed, leading to regulatory penalties, reputational damage, and operational disruption.

Q: What is the best HR document management alternative to SharePoint?

A: For HR teams seeking a secure, cloud-based solution, DynaFile offers a platform purpose-built for compliance, automation, and document control. It removes the vulnerabilities of on-premise systems while delivering features such as role-based permissions, automated retention, and secure sharing with auditors.

Q: How does DynaFile protect HR files from cyber threats?

A: DynaFile uses secure cloud storage, role-based access, detailed audit trails, encryption, and retention tools to keep files safe. It supports compliance standards with FERPA, HIPAA, HITECH, SOC 2, and internal HR policies, ensuring HR teams can work confidently and stay audit-ready.

Q: Does DynaFile help schools meet FERPA compliance standards?

A: Yes. DynaFile delivers secure cloud storage that helps schools meet FERPA compliance standards while enabling hybrid teams to eliminate paper-based filing. These same features also support HIPAA, HITECH, SOC 2, and internal HR policy requirements.

Q: What features should HR look for in secure document management software?

A: Look for:

  • Seamless integrations with HRIS, ATS, and e-signature tools
  • Secure cloud storage with encryption in transit and at rest
  • Role-based access controls
  • Automated retention and purge policies
  • Real-time audit trails and version histories
  • Compliance support for FERPA, HIPAA, HITECH, and SOC 2
Q: How do automated retention policies help with HR compliance?

A: Automated retention policies ensure documents are kept for the required period and then securely purged. The retention policies reduce compliance risk, save storage space, and eliminate manual tracking that can lead to errors.

Q: Can DynaFile integrate with my existing HR technology stack?

A: Yes. DynaFile integrates with leading HRIS, ATS, and e-signature platforms, including Adobe Acrobat Sign, PandaDoc, DocuSign, Workday, ADP, SAP SuccessFactors, and more. These integrations allow HR teams to streamline workflows without replacing core systems.

Final Takeaway: Secure Your HR Data Before the Next Attack

The recent SharePoint ToolShell campaign proves that cyber threats are evolving rapidly, and outdated or misconfigured on-premise systems leave organizations exposed. For HR leaders managing sensitive employee data, the safest move is to transition to a secure, cloud-native system designed for compliance and efficiency from day one.

DynaFile offers exactly that, providing secure document management with built-in HR workflows, powerful automation, and compliance features that protect your data and your organization’s reputation.

Schedule a demo today and see how secure, cloud-based document management can protect your people, strengthen compliance, and streamline every HR process.

From Paper Chaos to Cloud Clarity: How NANA North Transformed HR Operations

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Discover how this Alaska-based organization eliminated four file rooms, reduced paper usage by 95 percent, and streamlined HR workflows across a large, distributed workforce using DynaFile’s cloud-based document management system.

HR document management system for support services

Managing employee records across a large and geographically dispersed team is no easy feat, especially when the process is still tied to paper.

That was the challenge facing NANA North, LLC, a support services company based in Anchorage, Alaska. With more than 3,000 employees and operations spread across remote locations, the company needed a faster, more reliable way to manage HR files, respond to audit requests, and onboard new hires.

Heavy reliance on paper created daily bottlenecks and mounting frustration for the HR team, who viewed the system as inefficient and no longer viable.

Today, that’s all in the past.

By partnering with DynaFile, NANA North transitioned to a secure, cloud-based document management system that now powers their HR operations across every department.

Let’s take a closer look at how they made the shift and what other organizations can learn from their success.


The Challenge: A System That Could Not Keep Up

Before DynaFile, NANA North’s HR document management relied on 90 percent paper files and a 10 percent SharePoint setup. Paperwork constantly piled up, and loose documents often waited days before someone had time to file them.

Staff had to remove staples, punch holes, sort folders manually, and then walk them to storage. Filing errors were common. There was no way to track who accessed a document or when it was accessed. Simply locating a file could take hours.

The inefficiencies went beyond paperwork. Compliance preparation was labor-intensive. Document requests from managers or auditors were slow to process. Onboarding required physically creating new folders, ordering documents, and manually filing everything.

NANA North’s growing hybrid work model only added pressure. With remote employees needing secure access from the field or home, the limitations of paper filing became impossible to ignore.

The Solution: Digital Workflows That Actually Work

Implementing DynaFile allowed NANA North to move from manual filing to a centralized, digital-first solution.

Instead of creating folders and filing documents manually, new hire records are now generated automatically through integrations with their applicant tracking system. Employee change documents are filed digitally through a custom system integration.

With indexed cloud storage, staff can instantly search, locate, and retrieve documents without needing to touch a piece of paper. File access is monitored in real-time, providing HR teams with full visibility into who has viewed or modified a record.

DynaFile’s intuitive interface and seamless integrations gave NANA North exactly what they needed:

  • Secure cloud storage that eliminated four full file rooms
  • Searchable metadata that replaced paper-based backlogs
  • Real-time audit trails to support compliance
  • Role-based access permissions to protect sensitive files
  • Remote access from any location or device
  • Collaboration tools with version control and historical tracking
  • Built-in disaster recovery to protect against physical loss

Real Results: 80 to 100 Percent Gains in Efficiency

The move to DynaFile was not just about going digital. It delivered measurable results that reshaped how the HR team works.

  • 80 percent faster file retrieval
  • 80 percent time savings for audit prep
  • 100 percent automation of new hire file creation
  • 90 percent faster response to document requests
  • 90 percent improvement in sharing documents with stakeholders

Paper usage dropped by 95 percent. Compliance efforts shifted from being reactive to proactive. And HR teams were able to spend more time on strategic work that drives the organization forward.

95% Decrease in Paper Usage
100% Automated creation & storage of new hire files.
99% Time Savings in core HR Workflows.

Built for Organizations That Do More

DynaFile was designed to solve complex HR challenges at scale. Its flexibility makes it a smart fit for large organizations across various industries, including education, healthcare, legal, and support services. Whether your team operates from a central hub or across multiple field locations, DynaFile adapts to your workflows, not the other way around.

You can digitize paper backlogs fast, streamline onboarding, and keep employee records secure, organized, and always accessible.

Best of all, DynaFile integrates smoothly with the systems you already rely on.

Seamless integrations with platforms like iCIMS, Adobe Acrobat Sign, DocuSign, ADP, UKG, and other leading HRIS, SIS, and ATS solutions allow you to automate critical processes—from new hire file creation to personnel action updates—without disruption. By integrating with your existing tech stack, you ensure continuity, reduce manual data entry, and support a more cohesive HR tech ecosystem.

A Trusted System with Exceptional Support

NANA North’s HR teams quickly adopted DynaFile. The intuitive interface required minimal training, and user adoption was instant.

Support was equally impressive. Even during off-hours implementation, DynaFile’s support team responded immediately and guided the NANA team through an issue, keeping the weekend project on track. That level of responsiveness continues to this day.

Transformational

Our partnership with Dynafile has been transformational. The system has created measurable efficiencies across our operations, saving countless hours previously lost to manual file retrieval and processing. What stood out most was how quickly our teams embraced the platform—it’s intuitive, accessible, and integrated seamlessly into our workflows. It’s no exaggeration to say this solution has redefined the way we manage information.

Patty Hickok, Sr. Director HRIS, Employee Relations and HR Operations


The Takeaway: More Time for the Work That Matters

With DynaFile, NANA North eliminated file rooms, reduced paper usage by 95 percent, and gained complete control over employee records, all while enhancing productivity and compliance.

By automating tasks that were previously manual and time-consuming, the HR team now has more time for work that has a greater impact.

If your organization is struggling with outdated filing systems or seeking a more effective way to manage documents across multiple locations, DynaFile offers a proven path forward.

DOWNLOAD CASE STUDY

Ready to Modernize Your HR Filing?

Explore how DynaFile can help you eliminate paper, streamline operations, and create a more efficient, compliant, and connected HR team just like NANA North.

Schedule a customized demo today and discover how DynaFile helps teams stay compliant, work more efficiently, and support their workforce with confidence.

Does Your HRIS Fall Short on Employee Document Management?

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Learn why a document management system is essential for compliance, efficiency, and control over your employee records.

HRIS vs Document Management System

Is Your HRIS Built to Handle Documents?

Your Human Resource Information System (HRIS) is ideal for managing payroll, benefits, and employee profiles. However, when it comes to employee files, many HRIS platforms fall short. They often lack the necessary tools to organize, secure, and maintain documents throughout the employee lifecycle. That is where a document management system (DMS) steps in.

If your team still relies on disconnected files, clunky processes, or compliance headaches, it might be time to ask: Is your HRIS enough?

What an HRIS Handles Well

HRIS platforms are designed to store and manage core employee data. They often include tools for tracking attendance, processing payroll, managing benefits, and overseeing performance. These platforms focus on the data side of HR, not document control. While some may offer basic document uploads, they are not built to manage files with the same depth or precision as a purpose-built DMS.

What a Document Management System Brings to the Table

A DMS complements your HRIS by offering robust document control, security, and automation features tailored for HR. With DynaFile, for example, your team can:

  • Organize documents using custom metadata indexing
  • Track version history and audit logs
  • Automate retention schedules
  • Share secure access with auditors
  • Route paperwork instantly using barcode scanning
  • Edit and structure documents directly in the browser without rescanning

These are critical capabilities missing from most HRIS platforms.

Comparison: DynaFile vs. HRIS Document Capabilities

Understanding where your HRIS stops and where DynaFile begins is essential for building a more compliant and efficient HR operation. This simplified comparison highlights key functionality gaps between the two. For a more comprehensive evaluation that also compares DynaFile with SharePoint, paper filing systems, and other document management solutions, download the full HR Document Management Feature Matrix.

FeatureHRISDynaFile

In-Browser Document Structuring: Split, Merge,
Reorder Pages & Update Metadata of HR Files
❌		✅

Automated Metadata Tagging & Indexing + Data
Synchronization from HRIS or System of Record		❌✅

Cross-Reference Search by Employee,
Department, Location, and Document Type		❌✅

Customizable HR Specific Indexing & Reporting		❌✅

Barcode Scanning for Cloud-Based HR Filing		❌✅

Automated Retention Policy Enforcement
for HR Documents		❌✅

Real-Time Audit Trails & Compliance Reporting
for HR		❌✅

Flexible HR Document Storage & Pricing Model		❌✅

Compliance Matters More Than Ever

HR teams today must navigate a complex and growing landscape of compliance requirements. From HIPAA and GDPR to SOC 2 and FERPA, organizations must control access, maintain retention policies, and provide secure audit trails to ensure compliance with relevant regulations. And that is just the start.

Depending on your industry, HR compliance may also involve meeting standards for OSHA safety records, FMLA leave documentation, EEOC reporting, I-9 verification, and beyond. Managing these obligations efficiently requires more than basic file storage. It demands complete visibility, control, and automation.

DynaFile delivers secure cloud storage that helps schools meet FERPA compliance standards while enabling hybrid teams to eliminate paper-based filing. Across every sector, DynaFile supports real-time audit trails, automated retention and purging, secure document sharing, and role-specific access controls. These tools are crucial for meeting regulatory requirements in a digital-first environment.

Built for Every Industry

Highly customizable, DynaFile adapts to the unique needs of various industries, including Human Resources, Education, Healthcare, Legal, Real Estate, and others. With flexible tools such as customizable indexing, automated workflows, and seamless integrations, it ensures your files are organized, secure, and easily accessible.

No matter the sector, DynaFile empowers your team to work efficiently, stay compliant, and focus on driving your business forward.

How DynaFile Enhances Your Existing HR Tools

DynaFile is not a replacement for your HR Information System (HRIS). Instead, it works alongside it. Integrations with applicant tracking systems, e-signature platforms, and your HRIS ensure employee records flow seamlessly between systems. By layering in document management, your team gains visibility and control over documents without disrupting core HR operations.

How Organizations Use DynaFile: Real Results

From education to healthcare, organizations across various industries utilize DynaFile to streamline HR documentation, mitigate risk, and save time. Discover how real teams are transforming their workflows and enhancing compliance in our customer success stories.

Ready to Close the Gaps?

Schedule a demo today to see how DynaFile can enhance your HR systems and empower your team with the tools to achieve more.

FAQs

Q: What is the difference between a document management system and an HRIS?

An HRIS is designed to manage employee data, such as payroll and benefits. A document management system handles the secure storage, control, and compliance of employee files across their lifecycle.

Q: Can a DMS replace an HRIS?

A: No. A document management system, such as DynaFile, complements your HRIS. It focuses on advanced document control and compliance tools that most HRIS platforms do not provide.

Q: Does DynaFile integrate with my current HR systems?

A: DynaFile offers role-based permissions, audit trails, automated offboarding workflows, and encrypted storage. These features work together to prevent unauthorized access and maintain complete visibility over document usage.

Q: Does DynaFile integrate with my current HR systems?

A: Yes. DynaFile integrates with leading HR platforms, applicant tracking systems, and e-signature providers to streamline your HR document workflows.

Q: Is DynaFile only for HR teams?

A: No. While it is purpose-built for HR, DynaFile is also used across Education, Healthcare, Legal, and other industries that need secure, efficient document management.