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As we face the current economic downturn, with inflation running at its highest level in more than 40 years and the strong possibility of an upcoming recession, many organizations are turning to investments in digital transformation to brace for uncertain times.
Leveraging industry-leading HR technology to automate many of our day-to-day tasks can help enterprises address these workforce challenges and allows employees to use their time and skillset more effectively.
Here is a look at how workflow automation tools such as a cloud-based electronic employee filing system can streamline processes and help ease the burden of increased operational costs.
Free Up Time to Focus on Core Business Goals
Filing cabinets quickly become disorganized, and papers can easily be misfiled or lost. Modernizing the time-consuming and labor-intensive admin processes such as employee record filing will save money and give your HR team time to drive goals forward and focus on employee experience and retention. To make filing and retrieving your documents as quick and easy as possible, DynaFile indexes them with metadata and automatically files them to the cloud. Documents are always stored in the right place so your team can instantly access what they need from anywhere.
Go Paperless & Save Money on Costly Office Space
Let's face it; commercial property is not cheap, so paying for extra office space to store paper files doesn't make good business sense. You can take an entire department paperless through scanning automation tools and ditch the filing cabinets and employee records rooms. DynaFile's scan-to-cloud document management system has powerful scanning automation tools. Barcode recognition automatically organizes and files your documents to an employee's folder as they are scanned. On top of that, batch processing can handle the stacks of unrelated papers, so you can import them to DynaFile and utilize on-screen processing to break apart and index them directly from your web browser. If you are already paperless, electronic documents can be brought into the system via drag-and-drop drive, saved to DynaFile directly out of the application you're working on, or "virtually printed" into an employee's digital folder.
Powerful Integrations Make for Seamless Automated Onboarding
Employers are battling a constant demand for labor and record high quit rates due to the Great Resignation phenomenon. According to the Labor Department, employers added 528,000 jobs in July. With such a competitive job market, onboarding automation tools can help HR be better prepared to fill open positions. Robust integrations sync with your HRIS and streamline personnel record management across the entire employee lifecycle to save time and improve compliance. New hires can review, fill out and legally sign all their onboarding documents online through DocuSign, iCIMS, signNow, JotForm, PandaDoc, and Adobe Sign before their first day. Once completed, all onboarding paperwork is filed automatically in the new employee's folder. After they are onboarded, your team can easily add documents to staff folders in formats you use every day: paper, emails, electronic files, ATS, HRIS, and more.
Address Security Issues that come with a Remote Workforce
Allowing private data to get into the wrong hands can set your company up for a data breach and severe adverse consequences. As businesses navigate the new working environment in post-pandemic times, they should closely look at the systems and policies in place regarding handling sensitive employee records. Maintaining compliance & employee records security while working offsite is vital to your staff's privacy. Utilizing a cloud document management system provides secure, instant access to your staff files regardless of where your admin or HR team is located. When the time comes for a compliance audit, or you want to collaborate with other members of your team, encrypted document links and segmented access rules give access to only the staff folders and types of documents they should be authorized to view.
Automate Admin Tasks & Boost Your Productivity with DynaFile
Investing in the Digital Transformation of your HR employee filing will streamline workflows, cut costs, and increase your team's productivity. Implementing DynaFile will not only future-proof your document management solution but will also give you quick-to-implement, cost-efficient, and effective automation to weather the economic uncertainties ahead.
Learn why successful HR leaders have trusted DynaFile as their employee file management solution for over 20 years. Contact our team today for more information about paperless HR employee file management!