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Keeping employee information organized can be a serious challenge for HR. In order to maintain compliance with a traditional paper-based filing system, most companies wind up keeping 3 - 5 separate folders for each and every employee. Now there's an easier way to keep employee information organized. An employee file system acts as a comprehensive repository for personnel documentation. Now HR can consolidate employee information from paper files, HRIS, ATS, email and electronic documents without sacrificing compliance.
Electronic employee files provide a number of benefits.
When you switch from paper format to an electronic employee file system you will notice a multitude of benefits. Going digital makes tasks that were once frustrating and time consuming exceptionally quick and easy to complete. For example, electronic systems allow for instant document retrieval, on-the-fly reports for certification status or internal audits, secure file sharing, paperless onboarding and more. The most important feature, however, is the ability to use indexing to file your documents.
The power of an indexed filing system.
Indexing is a powerful feature that opens the door to a number of incredibly time-saving and productivity-enhancing features. In this kind of system, every document stored within is "indexed" with information pertaining to that document. For example, some common document indexes for HR would include things like Employee Name, Employee ID, Employment Status, Document Type, Expiration Date, etc. Instead of carefully naming each document and looking for the correct folder to save it in, employees simply fill out the indexing information and that document is stored in the correct location automatically.
This also lets you retrieve documents instantly. Instead of rummaging through a filing cabinet, pulling out an employee's folder and thumbing through a stack of paper to find the document you want; a simple index search brings back exactly what you need in less than a second. Indexing allows for cross-referenced searches so you can find exactly what you need immediately. For example, to pull up all of John Doe's performance reviews from the past year simply enter his Name or ID Number, Performance Review as the document type and limit the date range. Or, you can even pull up all documents of a specific type across all employees. For example, simply leave the employee name field blank and select I-9 from the document type drop down. Voila - you just pulled all I-9's for your internal audit in about 2 seconds.
Indexing allows for compliant consolidation.
Indexing is critical to keeping a compliant electronic filing system. It allows HR to specific exactly which employees can view which documents and what kinds of things they can do with those documents. For example, instead of keeping I-9 forms in a separate binder, simply create a User Group. Any employee added to that group will be able to view I-9's, but employees NOT added to the group will not be able to see the I-9 folder at all. The same method can be used to keep PHI information separate. This is a simple, yet effective way to control access to specific sections of an employee file while still keeping all of their information in one secure place.
DynaFile becomes your employee file central repository.
DynaFile is an indexed employee file system that does everything mentioned above and more. It acts as a central repository for all of your employee documentation and allows HR to manage employee files easier than ever. DynaFile can be set to pull information directly from your existing HRIS, ATS and other information systems. Anything that you would typically print out and store in a paper employee file can be added directly to their digital file - no printing necessary. Electronic documents can be dragged and dropped directly from your local computer or Outlook into DynaFile as well. DynaFile even includes scanning automation features that allow you to index an entire employee file as it is scanned into the system. This process takes about 1 - 2 minutes on average per employee file folder (a lot faster than scanning each document individually, naming it correctly and then finding the appropriate folder to save it in).
If you would like to learn more about taking your employee file system digital, contact us today. We've been helping companies reduce paper and increase efficiency for 15 years and our Human Resources solution is unmatched. Give us a call today for a free demo!
