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Workflow Integrations

Unlock Efficiency: How Modern HR Teams Master Records Management

December 4, 2024 by Andrew Roberts

Streamline Your HR Processes with Modern Records Management Practices That Save Time, Ensure Compliance, and Support Your Team’s Success.


How Modern HR Teams Master Records Management

In today’s fast-paced business world, HR teams face growing challenges in managing employee records efficiently while ensuring compliance with ever-evolving regulations. Traditional paper systems and disorganized digital workflows are no longer enough to keep up.

So, how can HR professionals transform their processes to save time, reduce risks, and support organizational goals? By embracing modern records management practices that integrate automation, compliance, and accessibility.


Why Effective Records Management Matters

A solid records management system is more than just an organizational tool—it’s a business imperative. Here’s why:

  1. Improved Employee Experience
    Transparent and well-organized records support employee trust, especially during processes like onboarding, performance reviews, and benefits administration.
  1. Compliance with Confidence
    Regulations like HIPAA, FERPA, and GDPR require strict control over employee data. Automating retention schedules and securing records ensure compliance while reducing the risk of penalties.
  1. Time-Saving Solutions
    Did you know employees can spend an average of 2 hours per day searching for documents? With modern tools like advanced indexing and search functionality, HR teams can reclaim valuable hours each week.

Challenges of Legacy Systems

Outdated systems come with significant drawbacks, including:

  • Disorganized Storage: Physical filing systems and fragmented digital workflows waste time and resources.
  • Compliance Gaps: Manual tracking of retention periods increases the risk of non-compliance.
  • Limited Accessibility: HR teams need immediate access to records, especially in hybrid and remote work environments.

How to Build a Modern HR Records Management System

Transforming your HR records filing system begins with strategic planning and the right tools. Here are three steps to get started:

  1. Digitize Your Records
    Transition from paper files to digital archives using tools like barcode scanning and batch processing. This saves space, reduces manual errors, and makes documents searchable.
  2. Automate Workflows
    Streamline processes like onboarding, compliance tracking, and document retention with automation. Set rules for file retention and deletion to ensure compliance without added effort.
  3. Secure and Centralize Access
    Use role-based permissions and encryption to protect sensitive employee information. Centralized cloud storage ensures HR teams can access files anytime, anywhere.

The Benefits of Going Digital

Embracing modern employee document management practices offers significant advantages, including:

  • Audit-Ready Files: Automated audit trails make compliance effortless.
  • Cost Savings: Reduce expenses on physical storage, printing, and administrative tasks.
  • Scalability: Digital systems grow with your organization, ensuring efficiency at every stage.

Future-Proof Your HR Team

Effective records management is no longer optional—it’s a necessity for organizations looking to remain competitive and compliant. By adopting modern practices and leveraging the right tools, HR teams can focus on what matters most: supporting their employees and driving business success.

Want to Learn More?

Explore how solutions like DynaFile empower HR teams to streamline workflows, ensure compliance, and build scalable records management systems. Schedule a demo today and unlock HR efficiency.

Filed Under: Digital Transformation, Electronic Filing, Workflow Integrations

Can 15 Minutes Transform Your HR and Help You Start 2025 Strong?

November 12, 2024 by Andrew Roberts

From Paperwork Headaches to Digital Harmony—See the Power of DynaFile


15-minute DynaFile HR transformation webinar

Are you ready to unlock a simpler, faster, and more secure way to manage HR documents? Join us for a powerful 15-minute on-demand webinar, “Unlocking Efficiency: Exploring DynaFile’s Power in HR Document Management,” and see how DynaFile can revolutionize your workflows. In just a quarter-hour, we’ll show you how DynaFile’s advanced tools can transform your HR department from a paper-filled maze to a digital haven of streamlined, efficient operations.


What You’ll Learn in Just 15 Minutes

Enhanced Efficiency with Barcode Recognition and HRIS Integration

Imagine saying goodbye to hours of manual data entry! Our barcode recognition technology categorizes and organizes files automatically, allowing you to find documents in seconds. With seamless HRIS integration, DynaFile lets you sync employee records in real time, creating a centralized workspace for all your essential documents.

Improved Security for Peace of Mind

DynaFile prioritizes data security with features like customizable user permissions, encrypted file sharing, and detailed activity logs. Feel confident knowing your sensitive documents are safe, compliant, and audit-ready.

A Workspace Tailored to You

DynaFile’s customizable dashboards and flexible document-sharing options ensure that every HR task is accessible, organized, and easy to manage. Whether you need to share a single page or multiple documents, integrations with Microsoft 365 and Google Workspace make collaboration seamless.

Scalable Across Departments

DynaFile isn’t just for HR—our versatile solution supports legal, finance, and even student records, making it ideal for organizations with diverse document needs.

Why 15 Minutes?

Because we know that time is your most valuable resource, this concise webinar will give you the insights you need to make an informed decision and set your team up for success in 2025.

WATCH NOW

Filed Under: Digital Transformation, Electronic Filing, Record Compliance, Scanning Automation, Workflow Integrations

The Future of Document Management is Here: Discover DynaFile’s Latest Release

April 4, 2024 by Andrew Roberts

DynaFile Revolutionizes Document Management


The Future of Document Management is Here: Discover DynaFile's Latest Release

DynaFile once again set the benchmark with the release of its latest version, showcasing an array of features designed to revolutionize how we handle documents in the cloud.


A Leap Forward in User Experience

Imagine finding any document you need in seconds rather than minutes. DynaFile’s brand-new, super-intuitive search bar makes this a reality. Personalize your workspace with customizable columns, ordering, and sorting options to prioritize the information that matters most.

Adding documents is now a breeze with drag-and-drop functionality. No more wrestling with complex upload processes – enhanced drag-and-drop features allow you to effortlessly add documents directly to employee folders. Innovative pre-population functionalities understand context and recognize unique values, making document addition and registration faster and more user-friendly than ever before. 


Collaboration and Sharing, Redefined

DynaFile’s update redefines how we collaborate and share documents. Control is in your hands with set expiration dates for shared links, ensuring you’re always in command. The ability to share specific document pages as attachments or convert to PDF for sending enhances focus and collaboration. Imagine seamlessly working with colleagues, even those outside the DynaFile ecosystem; this update makes it possible. To further cloud workflows, connect your DynaFile account to your Microsoft 365 or Google email for direct contact lookup and send emails directly from your own account.


Cloud Workflows Redefined: Share and Work Together Seamlessly

DynaFile fosters effortless collaboration with colleagues, both inside and outside your organization.

  • Set expiration dates for shared links for complete control over document access.
  • Share specific document pages to keep information focused and relevant.
  • Collaborate seamlessly with colleagues, even if they don’t have a DynaFile account.


Ready to Transform Your Document Management?

DynaFile’s latest update can revolutionize your document management. With enhanced user experience, streamlined document handling, and bolstered security and compliance features, DynaFile stands out as the quintessential solution for businesses looking to elevate their document management systems.


This latest release of DynaFile highlights our continued commitment to listen to the needs of our clients and continually innovate our platform to meet those needs, to streamline the user experience and to ensure compliancy with the ever changing security landscape.

Brian McCleary | DynaFile’s VP of Operations



Schedule a tour today and experience:

  • Enhanced Productivity: Find what you need faster than ever before.
  • Improved Collaboration: Work seamlessly with your team.
  • Unmatched Security: Keep your documents safe and sound.

Read the Press Release >

Filed Under: Cloud Storage, Digital Transformation, Electronic Filing, Workflow Integrations

Fisher Phillips Goes Paperless: How DynaFile Streamlined HR

March 19, 2024 by Andrew Roberts

Fisher Phillips HR Digital Transformation


Fisher Phillips HR Digital Transformation

In today’s competitive business environment, efficiency is key. Fisher Phillips, one of the nation’s leading labor and employment law firms, faced a challenge: their paper-based HR system was time-consuming and cumbersome. With over 500 attorneys across 41 offices, managing employee onboarding and offboarding paperwork manually was a significant bottleneck.


The Challenge:

  • Inefficient paper-based system: Producing, sending, and filing paperwork for new hires and existing employees was a slow and manual process.
  • Prone to errors and delays: The manual system increased the risk of mistakes and delayed processing times.



The Solution: DynaFile

  • Seamless paperless workflow: DynaFile allowed Fisher Phillips to create, update, and access employee files electronically.
  • Drag-and-drop functionality: Updating employee files became effortless and efficient.
  • Secure file sharing: Employees and authorized personnel can access and share files securely from anywhere.
  • DocuSign integration: Onboarding documents are automatically uploaded to DynaFile after being signed electronically, saving time and effort.



The Results:

  • Saved time and money: Eliminated manual filing, reduced paper costs, and improved overall HR efficiency.
  • Improved employee experience: Streamlined the onboarding process and made access to employee files easier.
  • Enhanced compliance: Easier document retention and audit trails ensured adherence to regulations.
  • Reduced storage needs: No more physical file rooms needed!


Fisher & Phillips’s journey to a paperless HR system with DynaFile is a powerful example of how technology can revolutionize business processes. By embracing digital solutions, they have saved time and money and improved efficiency and employee experience.


Having our employee files stored securely and electronically was invaluable to our team during the pandemic. It allowed us to access our files at any time and from any place without having to travel to a physical location to retrieve them.

Aimee Frey | Director of HR Technology & Analytics

GET THE CASE STUDY


Get Started Today!

Ready to upgrade your filing solution?  Schedule a tour and take your document management to the next level.

Filed Under: Digital Transformation, Paperless Onboarding, Workflow Integrations

Benefit from Cloud HR Workflows in 2024

February 2, 2024 by Andrew Roberts

Boost Efficiency by Automating Human Resources Operations with Cloud Employee Filing Solutions


Benefit from Cloud HR Workflows in 2024

Understanding Cloud HR Workflows

Cloud HR workflows represent a modern HR document management and employee filing approach. These workflows leverage cloud-based employee filing solutions, offering features like secure file storage, scanning automation, effortless document retrieval, and streamlined new-hire process through integrations with e-signature and onboarding platforms to create end-to-end electronic workflows. This modern approach ensures that HR operations are simplified and efficient, providing secure and immediate access to essential documents.


Advantages of Cloud Workflows in HR

One of the key advantages of cloud workflows in HR is the reduction of errors and increased accuracy through oversight with audit trails and document version history. These cloud workflows also integrate seamlessly with HRIS, HCM, and other HR systems, centralizing documents into a secure indexed cloud document management system. Additionally, they enhance employee record compliance and make audits a breeze with real-time reporting, secure file sharing, and role-based controlled access, contributing to improved operational efficiency and data security.


Key HR Processes Benefitting from Cloud Workflows

Cloud HR workflows significantly benefit key processes such as employee onboarding, policy and employee handbook acknowledgments, and document storage. For example, cloud workflows streamline the onboarding process by automating document collection, review, and electronic signatures, improving efficiency and creating a seamless electronic onboarding experience for new employees. Furthermore, these workflows ensure that policy and employee handbook acknowledgments are easily managed and documented, reducing administrative burdens and enhancing compliance.


Future Trends in HR Technology and Cloud HR Workflows

In 2024, the adoption of cloud HR software is a vital trend, emphasizing the need for a resilient and future-proof HR system. DynaFile’s cloud-based document management solution aligns with this trend, providing essential features to streamline HR operations and improve the employee experience. Future trends in HR technology also highlight the increasing focus on change management and the adoption of new HR software, reflecting the continuous evolution of HR practices and technologies.


Benefits of Upgrading HR Software

Organizations should consider upgrading their HR software to cloud-based solutions like DynaFile if they experience consistent compliance errors and lack features to satisfy their business goals. The benefits of upgrading and automating Human Resources operations with cloud employee filing solutions include time and money savings through automation and actionable insights for improving personnel and company processes. By embracing cloud-based employee filing solutions, organizations can future-proof their HR operations and adapt to the evolving technological landscape in 2024 and beyond.

Adopting cloud HR workflows will benefit HR operations in 2024, empowering organizations to streamline processes, enhance data security, and improve overall efficiency. DynaFile’s cloud-based document management solution provides a comprehensive platform to meet the evolving needs of HR departments.

  • Centralize employee and student files through scanning automation and integrations with HRIS & HCM.  
  • Manage and access your secure, cloud-based files from anywhere.
  • Seamlessly integrate with top e-signature and onboarding platforms to optimize new-hire workflows.
  • Enjoy cloud workflows with indexed filing, secure sharing, and version control.
  • Simplify audits with customized reports and segmented access for secure document sharing with auditors.

Are you ready to empower your team with industry-leading document management solutions and experience cloud HR workflows that transform employee filing? Schedule a demo today and learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years.

Filed Under: Cloud Storage, Digital Transformation, Electronic Filing, Paperless Onboarding, Workflow Integrations

How an Award-Winning Law Firm Benefited from Cloud-Based Legal HR Document Management with DynaFile

January 17, 2024 by Andrew Roberts

Transforming Legal Document Management: Thompson Hine’s Employee Filing Efficiency with DynaFile


How an Award-Winning Law Firm Revolutionized Cloud-Based Legal HR Document Management with DynaFile

Thompson Hine LLP, a legal powerhouse recognized for its innovative practices, knows something about efficiency. Ranked #1 for “Most innovative North American law firms: New working models” by the Financial Times, they constantly seek solutions to streamline operations and empower their teams. But with 8 offices across the U.S. and over 700 lawyers and staff, managing paperwork presented a logistical hurdle. 

The Challenge:

Thompson Hine, with hundreds of employees spread across the U.S. in different offices, faced a significant challenge: the need for remote access to personnel files and the ability to manage documents efficiently from any location. Paper-based filing and limited remote access were hampering efficiency and hindering collaboration. In an era where agility and remote collaboration are essential, the firm needed a solution to keep up with its innovative ethos.

The DynaFile Solution:

Enter DynaFile’s cloud-based employee filing system – a game-changer for Thompson Hine. This robust solution brought a centralized repository and unmatched remote access capabilities to the firm’s fingertips. It addressed the pain points of traditional paper-based filing systems and integrated seamlessly with Rival (formerly SilkRoad Technology) for streamlined onboarding processes.

Transformative Results:

With hybrid filing options and multiple document upload methods, flexibility became the name of the game. Armed with enhanced remote access, HR and admins could access files from anywhere, fostering secure cloud workflows while embracing the remote work revolution. The intuitive search functionality and indexed filing made document retrieval a breeze. And the onboarding integration? It was like a time-turner, automatically importing new hire paperwork with the correct types and descriptions, saving precious time and reducing manual data entry.

The impact of DynaFile on Thompson Hine’s operations has been nothing short of transformative:

  • Hybrid Filing Options & Flexibility: The firm now enjoys a range of document filing methods, accommodating various formats and enhancing record-keeping flexibility.
  • Enhanced Remote Accessibility: HR and administrative staff can now access files from anywhere, paving the way for efficient remote work and collaboration.
  • Streamlined Document Retrieval: The intuitive search functionality and indexed filing system have made finding specific documents a breeze.
  • Efficient Onboarding: Integration with the onboarding platform has automated the flow of new hire paperwork, significantly reducing manual data entry and boosting onboarding efficiency.

Thompson Hine’s journey with DynaFile exemplifies how embracing technology can lead to remarkable improvements in efficiency and streamlined workflows. DynaFile’s implementation addressed the immediate needs of document management and aligned with the firm’s commitment to innovation and client-focused solutions in the long term.


 Nothing but Great Things to Say

I have nothing but great things
to say about DynaFile.
Our implementation could not
have gone any smoother. 

The site is set-up in a way
that allows you
to do anything imaginable.

Kevin Kendall | Senior Human Resources Manager,
Thompson Hine

GET THE CASE STUDY

Get Started Today

For more insights and information on how DynaFile can revolutionize your document management processes, visit DynaFile.com and explore industry-leading filing solutions to transform your document management experience.

Ready to upgrade your filing solution? Schedule a demo and take your document management to the next level.

Filed Under: Cloud Storage, Digital Transformation, Paperless Onboarding, Workflow Integrations

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