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Most Human Resources departments have huge amounts of paperwork and many HR professionals spend a lot of time processing personnel documents. An average personnel file contains more than 40 different records. The moment a prospective employee fills out an application for a job at your company; their employee file begins and continues to grow throughout their career. The volume of files and information for each employee can be overwhelming. Storage and management of personnel documents in paper format is no longer a sustainable option for most HR departments.
An online filing cabinet is an excellent system that HR departments can use to go paperless. Online filing cabinets can help HR scan, index and store documents with a much higher level of organization, security and accessibility. Your HR team can access the online filing cabinet from anywhere, at any time to securely access and share files. It allows for the consolidation of files for easier management while maintaining compliance with HIPAA and HITECH regulations.
Paperless HR solutions like an online filing cabinet can really help to streamline everyday tasks. For example, new hires can complete all onboarding paperwork online and then have it automatically saved into their electronic folder. Going forward, HR staff can simply drag-and-drop documents directly into employee's folders. Some online filing cabinets, like DynaFile, include value-added scanning automation features that provide a shortcut to converting your paper files. When your HR team no longer has to print, copy, scan, fax, file or hunt down physical paper files, it's incredible how much time and money you can save.
An electronic system like an online filing cabinet can also keep your employee information stored more securely. The documents are stored offsite and are automatically backed up in the event of data loss or disaster. You can add custom document control for specific users to make sure that only authorized individuals view different types of important documents. A bonus feature is you can securely share files with internal staff or even external auditors by using encrypted links instead of unsecured e-mail attachments.
Interested in exploring an online filing cabinet for your HR department? Give us a call at DynaFile today. We've been helping companies go paperless to increase efficiency and cut costs for over 17 years.