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Transitioning to paperless employee files can be quite a daunting process. There are many factors to consider, including legal requirements and the practicality of how they are organized in the system. Once a business has decided to go paperless, the first step is to establish a document retention policy that takes into consideration every type of employee file. Be sure you consider these five tips when looking into paperless employee filing solutions.
Retain color for certain documents
When converting paper employee files to electronic format, it is important to remember that you are creating images of those documents. Black and white images take up less digital storage space than those in color; and for most forms and other employee related information, this is just fine. However, certain documents - like a copy of the employee's photo id, for example - should be retained in color. For this reason, the filing solution you choose should include an option for both grayscale and color imaging.
Create a system that makes sense for your department
Consider ease of retrieval and the ability to search when designing your indexing system. DynaFile, for example, can help you set up your filing system for the specific needs of your department. So, when scanning files into the system, you can actually automate the process using barcode cover sheets or even text recognition. Standardization is important here so that when certain files need to be retrieved from the system, HR can search on the indexing information that is attached to each document, making it easy to find files fast.
Establish security measures
Personnel files are full of confidential information. Establish protocols that ensure that only authorized persons can access the files. Effective security includes a reliable storage environment, off-site backup, as well as a destruction process for the hard files that are no longer needed. For example, DynaFile includes custom document control features that allow administration to restrict or allow access to specific files and folders. You no longer have to worry about having multiple files, in multiple locations for a single employee. Now you can maintain compliance by simply sectioning off which areas of the employee folder should be accessible to which groups of employees.
Include a system of checks and balances
Your plan should include a regular quality assurance audit that evaluates how the electronic system is meeting the company's needs and where improvements can be made. DynaFile includes an audit trail that tracks all actions performed in the system to help administrators learn more about how to optimize it for your specific department. Reports can be created on the fly to measure certain activities as well.
Eliminate new paper from being producedNow that you have a paperless employee filing system, make sure to take advantage of going paperless! For example, you can implement an entirely digital onboarding process using electronic signatures and web forms. Also with DynaFile, you can collaborate on documents online and even automate much of the review and approval workflow all from the same system.
DynaFile has helped numerous companies across many industries convert to a paperless system for maintaining employee files. Contact us to see how our document management software can work for your company.