Are Physical Personnel Files Necessary When We Have Digital Records? Seeking Advice from HR Peers

Hi all, we are an IT company with our internal HRMIS to record all personnel file data of employees. My question is: do we still need to maintain physical personnel files of employees in addition to the digital file we maintain, or can we do away with it?

Notification on Physical Personnel Files

Is there any notification related to this that specifies physical personnel files need not be maintained if digital files are kept?

Thanks.

You can maintain the digital mode of the documents wherever possible. However, a few documents like the workmen register and employment cards should be maintained in physical mode. Even payslips for the workmen category should be issued in physical form.

Hi, In any litigation that arises regarding workmen disputes, courts often require original documents as evidence. It is advisable to maintain these documents for future reference.

You may learn relevant information from these links:

[PDF] Digital Personal Data Protection Act, 2023 - MeitY www.meity.gov.in

https://www.google.com/url?esrc=s&am...uprL-5bK_38h18

[PDF] Best Practices & Guidelines for Production of Preservable e-Records ... egovstandards.gov.in

It is always advisable to have physical documentation apart from digital files.

If you ask for a preference, I would strongly recommend maintaining all personnel records of employees 'permanently', duly updated, periodically authenticated, and verified.