Seeking Advice on Digitizing Employee Files: What Must Be Kept as Hard Copies?

Hi all,

I am new to this group. I am working as an HR in the BPO/KPO industry. We are planning to implement an online system for storing employees' personal files through soft copies in a scanned manner. I request all your help to understand which documents are mandatory to be kept in a firm under the Shops and Establishment Act for the employee file as hard copies. Also, is it legally valid to keep all files only in a scanned format in our database?

Regards,
Jayakrishnan N

Hi Santosh, thank you for the reply. We have a software team dedicated to our internal software, and they manage this aspect. I just want to know what all are the mandatory documents that a company is legally obligated to keep in an employee's personal folder (hard copies).

Regards, Jay

Just one doubt, as I understand, both photos need to be submitted to the PF and ESI departments for their processing.

Regards,
Jay

Hi,

Well, the photos should be in both their records and yours. If you are maintaining personnel files in your system through any software, then you can scan those. For ESI, you will have to send the employee to the ESI branch office. They have arrangements for taking photographs of your employees by scanning them on their websites.

Regards