Learn why a document management system is essential for compliance, efficiency, and control over your employee records.
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
Compliance Matters More Than Ever
HR teams today must navigate a growing web 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.
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 file purging, secure document sharing, and role-specific access controls. These tools are crucial for ensuring regulatory compliance in a digital-first environment.
Built for Every Industry
Highly customizable, DynaFile adapts to the unique needs of any industry, including Human Resources, Education, Healthcare, Legal, Real Estate, and beyond. 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.
