87Boxes of HR paperwork digitized
100%paperless new-hire signing process
>$1KDollars saved in paper costs
Housed on a 100-acre stretch in Balboa Park, the San Diego Zoo hosts an extensive menagerie of rare and endangered animals and more than 700,000 exotic plants. In operation since 1916, the Zoo boasts the world’s largest zoological membership association. Every year, more than five million visitors pass through its gates to enjoy exhibits, tours, and educational programs. Today, the Zoo is focused on maintaining its commitment to “saving species worldwide by uniting expertise in animal care and conservation science with a dedication to inspiring passion for nature.”
But one of the obstacles that has historically stood in the way of the Zoo’s strategic initiatives has been an outdated paper process. Its HR department, in particular, needed to digitize its storage system to organize over 87 boxes of paper files—and eliminate the need to use more paper moving forward.
To future-proof its HR department and leave paper processes in the past for good, the San Diego Zoo implemented DocuSign eSignature. And, to organize its existing documents, the Zoo deployed DynaFile, which integrates seamlessly with DocuSign.
A fully digital and integrated paperwork solution
Prior to using DocuSign eSignature, new hire paperwork had to be printed out and signed with a wet signature. Though the Zoo considered using basic cloud storage to house these documents, the solutions were insufficient. Because these technologies did not offer a way to get paper files into the system, the HR team would still need to print, fax, and scan files back into the cloud every time a new hire joined. If a solution was to succeed, it needed to be comprehensive, offer a practical conversion process, provide abundant storage, and have an electronic signature tool that would end the need for printing.
The Zoo’s HR department spent nearly a year searching for a cloud document management platform that helped digitize existing files, affordably satisfy their storage requirements, and facilitate electronic signatures and storage. DocuSign eSignature was a clear standout, offering reusable templates, instant status visibility, mobile signing support and extensive integrations. As for document management, the Zoo chose DynaFile, which integrates with DocuSign and provides fully digital and secure electronic transactions.
Quickly, DocuSign eSignature simplified new-hire paperwork. “We can send out all of our onboarding paperwork, then have new-hires fill it out and send it back to us—all through DocuSign,” Laura Martella, director of human resources at the Zoo, says. After the paperwork is approved, it’s archived in DynaFile’s storage cloud.
Eliminating paper processes such as printing and faxing resulted in cost savings for the zoo, too.“On paper alone, the cost savings is in the thousands and possibly the hundreds of thousands [of dollars] when all is said and done,” Martella says.
A Zoo-wide eSignature rollout to digitize processes
With DocuSign and DynaFile, the HR Department at the San Diego Zoo has not only transferred its store of physical files into cloud storage, but it has also made ongoing operations paper-free and 100% digital. “DynaFile has automated the scanning and housing process of 87 boxes of personnel and medical folders previously kept in physical storage and moved them to the cloud,” says Stephanie Crise, senior human resources representative with the San Diego Zoo. “And now, with DocuSign, we are taking our business digital.”
Since the implementation and rollout of DocuSign and DynaFile in the HR department, other other teams showed interest in the tools as well. “We have plans to take other documents and processes paperless,” says Crise. “Our goal is to share DocuSign and DynaFile Zoo-wide—to lead the way in making our Zoo a totally digital operation.
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