Storing Employee Data: Is Physical Filing a Legal Requirement or Can Digital Work?

Hi,

I need clarification on whether it is mandatory to store employee information such as Name, Date of Birth (DOB), Anniversary, Education Qualifications, Work Experience, etc., in a physical format clipped in a file. Or is it acceptable to scan these documents and store them on a laptop/computer/server? If there is a law that mandates physical storage, kindly let me know where to refer for the same.

Thanks.

Retention of Original Documents

I won't foresee the retention of original documents once the scrutiny and verification of their genuineness is complete. It would be unnecessary. It's suggested that scanned copies and self-attested copies of all credentials are kept in hard copies for future use, as there is always the possibility of forgery of documents in the past and future. However, originals of educational qualifications, birth certificates, etc., can be returned once done with them.

Importance of Originals in Legal Disputes

You should be aware of the fact that many times, in case of disputes reaching courts, the necessity to produce originals is insisted upon. To avoid this inability, I have come across a few employers insisting on notarized copies of documents in exchange for originals.