Is your current DMS holding you back? Discover the warning signs and how to future-proof your HR file management.
Are your HR teams constantly battling paperwork, slow systems, or frustrating searches for employee files? You’re not alone. As organizations scale and compliance requirements grow stricter, legacy systems and manual processes often hold HR teams back.
If your current approach to document management feels disorganized, disconnected, or outdated, it might be time for a change. Here are 7 telltale signs it’s time to upgrade to a smarter, cloud-based document management system (DMS) built for modern HR.
1. Your Team Is Wasting Hours Searching for Files
According to a study by Glean, American employees spend an average of 2 hours per day searching for documents, amounting to 25% of the workweek lost to inefficiency. That’s time that could be better spent on strategic initiatives like employee engagement, compliance preparation, or benefits planning. A robust HR document management system makes finding files instant and intuitive with indexed search, metadata tagging, and centralized digital storage.
2. Employees Are Frustrated by the System
Poor document workflows don’t just drain productivity—they hurt retention. That same Glean study found that 43% of employees would consider leaving their job if their company lacked an efficient way to access records. The number jumps to 57% for employees aged 35–44. If your HR system frustrates your workforce, it’s time to rethink the foundation.
3. You’re Still Relying on Inefficient Paper Processes
A report by Xerox found that 46% of employees at small to midsize businesses waste time daily on inefficient paper-based processes. Whether you’re printing onboarding packets or manually filing performance reviews, these outdated workflows introduce errors, slowdowns, and security risks. A digital-first DMS software eliminates these paper chases.
4. Your File Access Is Inconsistent or Confusing
In a 2023 Adobe Acrobat survey, 48% of employees said they struggle to find documents quickly, while 47% feel their company’s online filing system is confusing and ineffective. If your current solution leaves HR teams second-guessing where files live—or worse, relying on disconnected drives and emails—it’s time to invest in smarter electronic document storage.
5. Your HRIS or HCM System Doesn’t Handle Documents Well
Many HR leaders assume their HRIS or HCM can manage employee files, but these platforms often fall short when it comes to advanced document control. From versioning and role-based access to retention rules and audit trails, your enterprise document management needs likely extend beyond what a payroll or benefits system can offer.
Want to keep your HR tools connected? DynaFile integrates seamlessly with systems like Workday, ADP, Paylocity, UKG, and e-signature solutions including DocuSign, Adobe Sign, PandaDoc, and more.
6. You’re Not Confident About Audit Readiness
If preparing for an audit sends your HR team scrambling, your document control system isn’t working. A robust document control solution keeps your files secure, organized, and audit-ready, complete with permission tracking, signature verification, and compliance reporting features.
“I have to say my favorite part of DynaFile has been being able to share access with the auditors. It used to take me 1 whole day to scan the files they requested and now it takes me less than 15 minutes to share the access.”
– Lindsey Yearsley | Financial Aid Leader Paul Mitchell School
7. You’ve Outgrown Your Current System
What worked for a 10-person team won’t scale to 100 or 1,000. If your current system can’t handle multi-departmental access, hybrid teams, or secure external sharing, it’s time to switch to a flexible cloud document management solution that grows with your business.
Q: What platforms does DynaFile integrate with?
A: DynaFile integrates with leading HR, HCM, and e-signature platforms such as DocuSign, Adobe Sign, PandaDoc, signNow, JotForm, Workday, ADP, SAP SuccessFactors, Ceridian Dayforce, UKG, Paylocity, iCIMS, Oracle Taleo, Rival, and IBM Kenexa BrassRing—among others. These integrations streamline document workflows across the entire employee lifecycle.
Q: What industries does DynaFile serve?
A: DynaFile serves HR teams across industries like education, healthcare, legal, staffing, real estate, distribution, and finance. From K12 schools to healthcare systems and law firms, DynaFile helps organizations securely manage employee documents and maintain compliance, no matter the sector.
Q: Can DynaFile work with paper, email, and legacy systems?
A: Yes. DynaFile includes scanning automation tools to digitize paper files using barcode cover sheets. Emails and digital documents can be uploaded directly into a centralized, secure filing system, making it easy to consolidate all HR records in one place.
Q: Is DynaFile secure for storing sensitive HR documents?
A: Yes. DynaFile offers role-based access controls, encryption, audit trails, and automated retention policies to help ensure compliance with HIPAA, FERPA, and other industry regulations.
Choose the Best Document Management System for Your Business
When selecting a new DMS, look for a platform that:
- Integrates with your existing HR systems
- Supports remote and hybrid workflows
- Automates file organization and retention
- Secures access with audit-level controls
- Scales with your team’s growth.
Ready to Make the Switch?
DynaFile is the trusted solution for HR teams that need speed, security, and simplicity. Schedule a personalized demo and see how DynaFile can help your team save time, reduce risk, and eliminate paper and inefficient systems, once and for all.
