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Revamping Your HR Document Management to Comply with COVID-19 Vaccination Requirements

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Navigating the Hurdles of Maintaining Employee Records of Vaccination and Testing.

Streamline HR compliance with COVID-19 vaccination mandates using DynaFile's advanced document management solution. Navigate new obligations effortlessly with secure vaccination record tracking, instant reporting, and robust cloud-based features. Get started now for a future-ready approach.

On September 9th, the White House issued the COVID-19 Action Plan: Path Out of the Pandemic. The Plan outlines a national strategy that will impose new obligations for employers across the country. Under the Plan, the employee medical records of roughly 100 million workers will need to comply with the new mandates.

Among these measures are:

  • Mandatory Vaccination or Weekly Testing for All Employers with 100+ Employees
  • Mandatory Vaccination for Federal Executive Branch Workers and Government Contractors
  • Mandatory Vaccinations for Health Care Employees at Medicare and Medicaid Participating Facilities

Addressing the Needs of COVID-19 Vaccination Record Tracking

Employers that fall into these categories face the challenge of navigating the legal issues and operational barriers related to maintaining employee records of vaccination and testing. With this in mind, employers and HR leaders must create new policies, workplace testing strategies, vaccination record tracking, and secure medical record collection and retention. Moreover, organizations using paper employee filing or an outdated document management system could find themselves spread thin with the added manual administrative tasks.

Choosing the Best Document Management Solution for Your Organization

Employers must adopt a comprehensive HR document management system to knock down barriers and achieve full employee record compliance with the mandates. With the robust framework of DynaFile’s scan to cloud HR document management solution, your organization can overcome these hurdles and leverage the power of instant and secure reporting that provides actionable insights.

Keep in mind that your chosen HR document management solution should solve these crucial issues:

  1. COLLECTING VACCINATION RECORDS FROM ALL EMPLOYEES

DynaFile Public Upload Feature
With a simple, secure link, employees can upload their COVID-19 vaccination card or weekly test results. Then they are reviewed and saved directly to the employee’s online personnel file by an HR team member. As a result, your HR leadership can instantly access these records to confirm compliance with the new mandates.

  1. TRACKING VACCINATION RECORDS AND WEEKLY COVID-19 SCREENINGS

Simplify Record Compliance with Exception Reporting
A complete document management system, like DynaFile, can automate your folder checklist to show you exactly what files are missing, coming up for renewal, or expiring soon. You can create a COVID-19 summary audit report showing the effective date of the weekly test, vaccine type, and date of fully vaccinated employee status. As we continue our battle with the pandemic, the reports will include any booster vaccines. The best part of this kind of reporting is seeing who has specific documents in the system and those missing a particular record. HR leaders can always export reports in excel to share with department or location managers as needed.

  1. UPDATING COVID-19 COMPANY-WIDE POLICIES

DocuSign Integrations with Bulk Send
When employees must renew a vaccine-related form or update documentation for their folder, they can do so digitally as well. First, send staff a link to the documents they need to complete. Then, the signed forms are automatically saved in their folder for long-term file management. 

  1. PROVIDE AUDITORS WITH PROOF OF COMPLIANCE

DynaFile Secure Document Links
Simplify your record audits with a system that can track required documents for vaccinations and weekly test results. With files centralized in the cloud, you can easily lock down access to sensitive types of files, as well as define group-level access. If an auditor needs to check compliance, simply give them access to the specific documents they request, and they can view them remotely from the cloud. 

Take the Next Steps and Empower Your Team Today

After more than a year of uncertainty, organizations continue to navigate the rapidly changing environment. HR leaders are at the forefront of initiatives to respond to a wide range of changes. DynaFile can be fully implemented in under 30 days and includes a dedicated account manager. You receive personalized training and ongoing support at no extra cost. 

Contact us today to see a demo or discuss further with a brief discovery call. We look forward to hearing from you!

How to Digital HR Strategy Personnel Files Onboarding Retention

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Optimize Your Digital HR Strategy from Outreach to Exit Interview

Boost your Digital HR Strategy with DynaFile. From outreach to offboarding, streamline employee lifecycle management in a remote work era. Get a DynaFile demo today!

Ensure your team has a solid digital HR strategy in place for the remote work environment.

The number of employees working from home has never been higher. With a solid remote HR strategy in place, working from home can be a real game changer for both employees and the organizations they support. When building an online HR strategy it’s important to consider the entire employee lifecycle and make sure each stage has a streamlined digital plan in place.

Outreach

The very first phase of the employee lifecycle begins with someone finding your open positions. Luckily most companies already understand the importance of a strong online presence to attract applicants. Websites like Craigslist paved the way for more sophisticated online talent acquisition strategies utilizing sites like Glassdoor, Indeed, and LinkedIn.

The other part of the equation is showcasing all of the amazing benefits working for your company provides. To ensure you become (and stay) the employer of choice, though, it’s critical to reenforce those positive impressions through channels like: a well-designed website, active social media presence, and other online communities.

Recruitment

The next step in the employment lifecycle ensures that you are not just reaching any potential applicant, but honing in on qualified candidates that are the best fit for the position. Clear job descriptions, reasonable interview processes, and a transparent hiring timeline will help ensure that in-demand talent isn’t lost during recruitment. This way you always have a steady stream of high-quality candidates to engage with.

Onboarding

First impressions matter and your onboarding processes is a reflection of what your new teammate can expect from your company. Getting organized and staying organized is essential to creating the kind of first impression that makes a new hire excited to join the team – instead of being worried about what they just got themselves into.

Onboarding digitally can get complicated. Lost emails and muddled instructions can leave both sides feeling frustrated. Even when clear communication is achieved, the process can be just as bulky as paper. Many times PDF’s are email, printed, completed on paper, scanned back in, and emailed back in a series of tedious and time consuming steps. Utilizing online onboarding tools like DocuSign and iCIMS help your team stay on track while setting your new hire up for success.

As documents make their way back to your team, a cloud solution is key to staying organized. Unless the plan is to print and create more paper, a robust electronic filing system is absolutely necessary to ensure sensitive documents are locked away – all while giving your team the exact access they need. The best digital document storage solutions tie everything together to save time and increase compliance long-term. Solutions like DynaFile, for example, work with other HR platforms to synchronize employee data, automatically file documents, and eliminate paper long-term. Make sure online onboarding is as flawless and welcoming as your in-person onboarding processes.

Development & Training

Sometimes viewed as a necessary evil online training and development is finally shifting from something your new hires have to “get through” to an engaging and truly informative online experience. New learning management systems (LMS) aim to make learning your companies protocols and policies as captivating as possible with interactive elements and gamification. These tools make training effortless so new hires stay on track and you stay on schedule. Completed trainings can be added to your existing online employee record to centralize document management in the cloud.

Performance

Making sure your employees are thriving is equal parts training and performance management. When business unit decision makers have easy access to view and add performance related documentation, they are better able to make sound employment decisions. When nothing is misplaced and quickly available, supervisors get the best understanding of an employee’s history and there’s no need for dozens of file requests going through HR. Of course, you will want to make sure your document management solution allows gives you control over exactly who can view what with role-based access controls and restrictions for sensitive files.

Offboarding

Often an employee’s exit is treated like an elephant in the room – awkward and ignored. Keeping some professional distance and not taking the exit personally provides a great opportunity to harvest valuable insight on your employees’ experience with your company. Repurposing some of your onboarding tools, like DocuSign, can simplify information gathering during offboarding, too. Why not streamline the process for HR and give your former employees a little time to gather their thoughts? That way, instead of a rushed exit interview, you are receiving much more critical insight from the employee perspective.

After offboarding, those documents should flow into your long-term cloud storage for record retention. Be sure your filing system includes audit tools to track missing documents and control purging schedules for files that have reached their retention date.

Optimize Your Digital HR Strategy

A cloud system for your employee files is a key part of your digital HR strategy. DynaFile provides a powerful, easy to use solution that is built for HR. Streamline document management across the entire employee lifecycle to save time and improve compliance long-term. You can connect to other platforms, simplify audits, and control access for different roles – all while ensuring documents are instantly available from anywhere. Contact us today to learn more or see a demo.

Updates to Employee Record System Save HR Time

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Are your records due for an update? Save the Human Resources team time with an employee record system in the cloud.

Upgrade your HR processes with modern employee record system updates. Streamline signatures, simplify audits, and reduce file requests for efficiency. With DynaFile, transform your HR file management strategy for 2020. Dive into 2 decades of expertise and transform in under 30 days. Contact us!

It’s a good time to think about updating your employee records for next year.  Here are a few things you may be missing in your 2020 HR file management strategy. 

Simplify Record Audits

Keeping employee records up-to-date and compliant can be extremely tedious.  Simplify your record audits with a system that can track required and expiring documentation in employee folders automatically. 

When an auditor requests files, there’s no need to waste time manually searching through individual folders.  Bring up just the files you need and get a copy out to an auditor remotely with just a couple of clicks.

Streamline Signatures

If forms are still being completed on paper, it’s a good idea to look at a scan-to-cloud filing system.  They give you a shortcut through the scanning process for your forms and historic records alike. 

Digital signatures are another option that can further streamline onboarding, policy acknowledgement, and other forms.  Staff complete their forms online and all documents are automatically added to their employee record once finished. 

Reduce File Requests

Transferring documents between teams can be slow and not secure.  A compliant system will allow you to lock down sensitive documents and control access to certain sections of employee records. 

Give your Payroll or Benefits specialists access to just the documents they need to see.  Or, give managers a limited view to just performance or disciplinary documents for their own staff. 

Your Plan For 2020

If you’re interested in an update for your employee records, contact us today.  DynaFile is designed to save HR time and provide an easier way to manage record compliance.  With 2 decades of experience, the DynaFile team can help you upgrade your employee records in under 30 days. 

HR Document Management Soothes Compliance Concerns for Personnel Forms

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With the right HR document management strategy, concerns about personnel form compliance are a thing of the past.

Simplify HR compliance with advanced document management solutions. Go paperless with digital personnel forms, streamline signatures, and ensure sensitive data is protected with role-based access. DynaFile offers two decades of expertise in revolutionizing HR processes, ensuring you're always compliant. Discover the future of HR documentation; reach out to us to explore the potential of DynaFile.

Maintaining compliant employee records is an important part of any organization.  Documentation typically includes onboarding forms, policy acknowledgements, medical information, performance evaluations, credentials, trainings, and more. 

The responsibility of keeping personnel folders compliant usually falls on the shoulders of the human resources team – and it’s not an easy job.  However, with the right HR document management strategy, compliance concerns are a thing of the past.  Here are some tools that can make the process much easier. 

Streamline Your Signature Process

You can replace much of your paper process with online personnel forms and digital signatures.  Now all of your forms can be signed and filed in the cloud where you can find them instantly without dealing with paper or manually setting up folders.

You’re not limited to just tax forms, either.  Policy acknowledgements and other company-specific forms can be done the same way.  The best part is that each form is individually identified and automatically filed after the signature process.  This means that tracking files long-term becomes incredibly easy.

Always Know What’s in the Folder

It can be difficult to keep track of forms after everything is completed and signed.  With digital personnel forms, HR can save a ton of time on long-term document management through reports.  There’s no need to manually go into each folder to check. 

For example, you can automate your onboarding checklists, track expiring documents (or documents that get renewed), and easily control retention rules.  That way, you are sure that your employee records are always up-to-date with all required documentation. 

Control Access for Different Teams

A big part of personnel record compliance is keeping sensitive information separate and safe.  This means limiting access to view documents like I-9 forms, medical files, or confidential folders to just authorized staff.  With the right document management system, HR can easily segment access to these files from the cloud. 

It’s common to use role-based access to allow Payroll to only add or view payroll-related documents, for example.  In a similar way, you can give location or department managers access to just their own staff files.  You can even provide auditors or legal entities a copy of just the files they request without the need for any paper.  All of this cuts back on traditional file requests and the long waiting periods associated with it. 

Take the Next Step for Your Files

If you have an interest in streamlining your HR form and file management process, please let us know.  DynaFile is the paperless HR solution with twenty years of experience.  Your team will save time and increase compliance without ever having to print, make copies, or scan paper documents.  Contact us today for a quick intro to see if DynaFile is a good fit. 

Paperless Onboarding in 30 Days: How to Start Jan 1

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The employee onboarding process typically generates a lot of paper.  Here are a few ways to start employee records paperless January 1st with online forms and cloud filing. 

Jumpstart your HR's 2019 with seamless paperless onboarding by January 1st. Transition to digital employee records, simplify management, and eliminate bulky paper trails with DynaFile. Streamline new hire processes and experience efficient file management. Ready to transform? Schedule a DynaFile demo today!

Paper forms, PDF email attachments, and faxes are a tough way to start a new employee file in the digital age.  Organizations that experience a lot of growth, have a highly seasonal workforce, or tend to see a lot of turnover know the struggle best. 

Here’s how to take HR paperless for 2019 to improve onboarding and file management for your HR team.

Paperless Onboarding Forms

Going from paper to digital new hire forms is a game changer.  Onboarding packets can be reviewed, completed, and signed online before an employee’s first day (or in person at the office).

Solutions like DynaFile can automatically file forms after the signature process for easy electronic file management and retention. 

Employee File Management

One of the biggest perks of taking your onboarding forms paperless is that everything starts digital from Day 1.  This means long-term management of employee records is simple.

Cut down on file requests by giving teams access to just the files they need, no matter where they’re located.  Audit reports keep track of required and renewable documentation in staff folders automatically.  And best of all, when it’s time for an audit, make just the files requested available to your auditor remotely.

Scanning Paper HR Files

Now, what to do with the paper employee files you have right now?  A scan-to-cloud solution like DynaFile can help your HR team take a shortcut to paperless. 

Built-in scanning automation tools allow you to file while you scan to bring in entire folders at once and manage ongoing paper easily. 

Start Paperless Jan 1

With DynaFile, most HR teams can start paperless in 30 days.  Want to start Jan 1 or earlier?  Contact us today to learn more with a demo!

DynaFile has 18 years of excellence helping organizations save time and cut costs with their files.  

New 2019 Staff File Management Solution Brings Big Benefits for HR this January

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Start with a new employee file solution now for big benefits this January in the human resources department.

Revolutionize your HR processes in 2019 with a state-of-the-art staff file management solution. Embrace automated checklists, role-based access, and electronic forms for streamlined operations. DynaFile’s 18 years of expertise promises substantial savings and heightened compliance. Ready to transform your HR this January? See how San Diego Zoo benefited and schedule a demo today!

It’s a good time to think about upgrading your Human Resources filing system for 2019.  If your team would like to hit the ground running this January, here are a few tools you’ll want to consider as you evaluate staff file management solutions. 

File Checklist Reports

Long-gone are the days of manually tracking required documentation in staff folders.  Management of these files is a lot easier from the cloud with automated checklists.  Simply view a report to show you exactly which employees are missing specific required forms and files in their folder. 

Document Renewal Reports

Managing time-sensitive staff files can be simplified, too.  A report can detail which staff have licenses, credentials, or other documents coming up for renewal.  Or view all expiring files by expiration date to easily plan ahead.

Role-Based Access

When records are on paper or silo’d in different places, staff file management can be overly complicated.  Now there is no need to waste time shuffling documents back and forth between different groups.  Consolidate files in one place with easy compliance by giving Payroll, Benefits, and your other teams access to just the files they need to see. 

Online File Requests

When an auditor, attorney, or staff member requests to see specific files, you have the option to share with them remotely.  Simply send them a link to access just the files they have requested.  You can even set a time limit for viewing the files. 

Scanning Automation Tools

Paper is still a big part of daily life for most HR teams.  Having a quick and easy way to convert your existing paper files, as well as handle future paper, is important to think about. 

A scan-to-cloud file management solution will allow your HR team to go paperless fast in-house.  Automate the filing of an entire paper folder as it is scanned, or batch to the cloud and breakdown into different documents on your computer screen.

Forms with Automatic Filing

To eliminate paper in the first place, the move to electronic forms is a powerful one.  Replace paper with reusable digital templates for your onboarding packets and other forms.  Staff can review, complete, and sign documentation online before their first day, or in person.  Once completed, all forms are automatically filed in your new hire’s folder in the cloud.

Get Started Now for January 2019

DynaFile has been helping Human Resources professionals manage staff files easier for 18 years.  Save time and cut costs while boosting compliance and organization across your HR, payroll, and benefits teams. 

“On paper alone the cost savings is in the thousands and possibly the hundreds of thousands when all is said and done.” – Laura Martella | Director of HR | San Diego Zoo

Get the San Diego Zoo Case Study

Want to start fresh this January?  Contact us today for a short call or to see a demo tailored just for you.