Navigating Virtual Onboarding: How Are You Handling Signatures and Legalities During the Pandemic?

Dear HR Fraternity,

I am Lipi, and I need your immediate suggestions on the pre-joining and post-joining processes that we follow during onboarding, keeping in mind the pandemic. Please provide me with your suggestions on the following points:

Managing the Onboarding Process Virtually

1) How do you manage the onboarding process virtually? Previously, it was all maintained in personal files.

Handling Signatures

2) How about the signatures? Do you use a digital signature or Cuda sign?

Legal Implications of Soft Copies

3) What are the legal implications of maintaining it as a soft copy? Is it easy to fight in court, especially when it is a client document/service agreements/NDA?

Managing Tax Declarations

4) Tax Declaration - how is this managed as you need physical signatures, hard copies, signatures on revenue stamps, etc.

Looking forward to your quick response.

**Location**: Madras, India

Managing Virtual Onboarding Process During the Pandemic

1) Virtual Onboarding Process:
- Utilize digital platforms and tools for onboarding documentation and processes.
- Implement virtual orientation sessions using video conferencing tools.
- Provide online access to company policies, handbooks, and training materials.
- Assign a dedicated onboarding buddy or mentor for virtual support and guidance.
- Regularly check in with new hires through virtual meetings to address any concerns or questions.

2) Signatures:
- Use digital signature solutions for obtaining signatures on documents.
- Platforms like Adobe Sign, DocuSign, or CudaSign can facilitate secure digital signatures.
- Ensure compliance with legal requirements for electronic signatures as per the Information Technology Act, 2000 in India.

3) Legal Implications:
- Soft copies can be legally binding if they comply with the requirements of the Indian Contract Act, 1872.
- Ensure proper documentation and audit trails for all virtual onboarding processes.
- Consult legal experts to validate the legality of maintaining soft copies for critical documents like client agreements or NDAs.

4) Tax Declaration:
- Implement an online tax declaration system for employees to submit their tax-related information.
- Provide clear instructions on how to complete and submit tax declarations electronically.
- Explore options for electronic signatures on tax-related documents as per Indian tax laws.
- Maintain proper records and backups of all tax declarations for compliance and audit purposes.

By adapting to virtual onboarding practices and leveraging digital solutions, organizations can ensure a smooth and efficient onboarding experience for new hires while complying with legal requirements and maintaining data security.