Built to Support Compliance Across Your Organization

The Problem:
Without detailed access logs, you can’t prove who viewed, edited, or downloaded sensitive documents during audits or investigations. This puts you at risk for compliance violations and makes it impossible to trace unauthorized access.

How DynaFile Solves It:
DynaFile’s complete audit trails automatically log every document action with user ID, timestamp, IP address, and action type. Generate compliance reports in seconds, showing exactly who accessed what files and when, no manual tracking required.

The Problem:
Storing documents longer than legally required increases your risk of data breaches and liability. Manual retention tracking is time-consuming and error-prone, leaving expired documents in your system indefinitely.

How DynaFile Solves It:
Automated retention schedules flag documents for review or destruction when retention periods expire. Set rules by document type once, and DynaFile handles the rest, reducing your data footprint and compliance risk automatically.

The Problem:
Multi-location organizations struggle to comply with varying state retention requirements. What’s compliant in California might violate regulations in Texas, and tracking these differences manually at scale is nearly impossible.

How DynaFile Solves It:
DynaFile supports location-specific retention rules, so documents are automatically managed in accordance with each state’s requirements. Store I-9s for the federal minimum in one state while meeting longer requirements in another, all within the same system.

The Problem:
During audits, your team wastes hours searching through file cabinets, email attachments, and multiple systems trying to locate requested documents. Missing or delayed responses can result in audit findings and fines.

How DynaFile Solves It:
Powerful search and indexing tools let you locate any document in seconds by employee name, document type, date range, or custom metadata. Grant auditors secure, read-only access to specific files without disrupting your team’s workflow.

The Problem:
Academic medical centers and teaching hospitals must comply with both FERPA for student records and HIPAA for employee health information, often in the same file. Maintaining this dual compliance without specialized systems is complex and risky.

How DynaFile Solves It:
DynaFile’s segmented access controls and folder structure allow you to separate FERPA-protected student records from HIPAA-aligned employee files within a single platform. One system handles both compliance frameworks without compromise.

The Problem:
Tracking expiring certifications, licenses, and time-sensitive documents across hundreds or thousands of employees requires constant vigilance. Spreadsheets and manual reminders fail, resulting in missed deadlines and compliance gaps.

How DynaFile Solves It:
Automated expiration alerts notify you when employee certifications, licenses, or documents are approaching expiration. Set custom alert windows (30, 60, 90 days) and never miss a critical renewal deadline again.

Yes. DynaFile is built to meet HIPAA and HITECH standards for protecting patient health information. Our platform includes all required safeguards: AES-256 encryption at rest and in transit, granular access controls, automatic session timeouts, and complete audit trails that track every action. We provide a Business Associate Agreement (BAA) for all healthcare customers. Healthcare systems, medical practices, and teaching hospitals use DynaFile to securely manage patient records, credentialing files, and clinical documentation in compliance with HIPAA requirements.

Yes. DynaFile is built to support FERPA compliance standards for educational institutions. Our platform helps schools control who can access student records, maintain detailed audit trails of all record access, and ensure records are securely stored and properly retained. You can grant parents access to their child’s records while preventing unauthorized access by other students or staff. Many K-12 schools, colleges, and universities use DynaFile to manage student files in compliance with FERPA.

Most organizations configure their retention schedules during implementation and go live within 30 days. DynaFile includes retention templates for common federal and state requirements that you can customize for your industry and location. For organizations operating in multiple states, we help you set location-specific rules so files in different jurisdictions follow different retention laws automatically. Once configured, retention schedules run in the background without manual tracking or intervention.

DynaFile guarantees 99.9% uptime and maintains real-time replication to a geographically separated disaster recovery site. If our primary data center experiences an outage, your documents remain accessible from the backup location. We also maintain multiple redundant firewalls and power systems to prevent downtime. In the unlikely event of extended downtime, you can export your documents in industry-standard formats. Our infrastructure is hosted in SSAE 18-certified data centers with 24/7 monitoring and enterprise-grade security.

Yes. DynaFile’s granular permission system lets you control access at the department, role, or individual user level. For example, your HR team can access personnel files, while your finance team can access invoices, with no overlap. You can also create temporary access for auditors or external reviewers, set expiration dates on shared links, and revoke access instantly when someone leaves the company.

Many DynaFile customers operate in multiple states with different retention requirements. Our platform lets you set location-specific retention rules, so California employee files follow California law while Texas files follow Texas law automatically. You can also tag documents by location and apply different access controls or retention schedules based on where records originated. This is especially valuable for multi-location healthcare systems, staffing agencies, and distributed organizations.

Yes. DynaFile’s audit trails are designed to be immutable and protected from unauthorized modification. Every action is automatically logged with a timestamp, user ID, and description of what changed. This creates a comprehensive record of who accessed files and when. During audits, you can generate detailed reports showing all activity for specific documents, users, or date ranges. Our audit trails are built to support HIPAA requirements, internal compliance policies, and litigation readiness.

No. DynaFile’s compliance features work automatically once configured during implementation. Retention schedules flag files for review without manual tracking. Audit trails run in the background. Access controls prevent unauthorized access without IT intervention. Your team can focus on their work while DynaFile handles compliance requirements automatically. Most customers manage their document compliance without dedicated IT staff, though we offer ongoing support if you need help adjusting permissions or retention rules.