Is a Hardcopy Leave Application Form Necessary in an IT Company? Seeking Advice on ISO Standards

Hi Seniors,

I've just recently joined this site and find it very interesting. I have a query - is it compulsory to keep the Leave Application form in hardcopy? I work in an IT company, and I have created an online leave application procedure. What should I do in this case? Is it required as per ISO standards? Please help me out.

Hi Dimpy,

We followed an online application for leave at our IT company and maintain leave records in Excel sheets too. Earlier, our procedure was also through hard copy, but this has been changed now. Online helps in tracking details better, and accountability of each person has been increased. Now HR also does not have to do a lot of follow-up that we used to do earlier. Online leaves are requested and get approved/rejected accordingly, and the leave balance gets updated.

In my opinion, ISO implies that information has to be secured and preserved, and readily available when required. So, maintain proper leave records (planned/unplanned/comp-offs) of each employee whether the system is online or hard copy.

Hi Dimpy,

Keeping leave applications and details in hard copy is a must in the case of manufacturing units, factories, and some of the industries covered under the Shops & Establishment Act of the State. However, in IT companies, leave is applied online through software. You only need to fill out the applicable leave for a person for that year. It automatically gets balanced after application and approval from the concerned authority. You may also maintain the leave details in an Excel sheet.

For your reference, enclosed is a sample format of a leave card in Excel.

Regards,
Amit Seth

Enclosed is the attached file.

Corrected: Enclosed is the attached file.

This is regarding the leave card for all employees. Could you please provide me with the leave application form that includes the leave applier's name, leave applied date, etc. in the format to [Login to view]?

Thanks in advance.

Dear Mr. Sai Gopal,

Attached, please find one of the sample formats of the Leave Application Form.

Regards,

Amit Seth.