Dear Sir/Madam, my query pertains to nomination forms in our organization. Currently, we are accepting the following nomination forms in hard copy format. My question is, can we transition to maintaining these forms in soft copy format using the following methods:
1. Gratuity nomination form
2. PF Nomination form No. 2
We plan to upload the nomination forms onto our HRMS software. Employees will then download the forms from the portal, print them out, fill them in with their signature, and send them back to us so that we can file them in their personal file.
One significant benefit for the company is that currently, we send hard copies through courier to all locations across India, and they send them back to us via courier as well. This process results in a substantial wastage of printing and courier costs that could be saved.
Is there any notification from the government authority regarding the maintenance of nomination forms in soft copy?
Thank you.
From India, Pune
Acknowledge(0)
Amend(0)
1. Gratuity nomination form
2. PF Nomination form No. 2
We plan to upload the nomination forms onto our HRMS software. Employees will then download the forms from the portal, print them out, fill them in with their signature, and send them back to us so that we can file them in their personal file.
One significant benefit for the company is that currently, we send hard copies through courier to all locations across India, and they send them back to us via courier as well. This process results in a substantial wastage of printing and courier costs that could be saved.
Is there any notification from the government authority regarding the maintenance of nomination forms in soft copy?
Thank you.
From India, Pune
Acknowledge(0)Amend(0)
Digital Document Legitimacy Under the Information Technology Act of 2000
As per the Information Technology Act of 2000, any document in digital form is as valid as a hard copy. The digitized record is considered as good as the original; the only proof required is that it has not been tampered with or modified after being signed. The improvised method meets the requirement since you have a hard copy with the original signature available in the file.
From India, Mumbai
Acknowledge(0)Amend(0)
1593As per the Information Technology Act of 2000, any document in digital form is as valid as a hard copy. The digitized record is considered as good as the original; the only proof required is that it has not been tampered with or modified after being signed. The improvised method meets the requirement since you have a hard copy with the original signature available in the file.
From India, Mumbai
Acknowledge(0)Amend(0)
Thanks KKHR for reply but my point is i don’t want to keep any hardcopy i will take the printout and file it instead of handwritten copy.is it p=ok compliance point of view.
From India, Pune
Acknowledge(0)Amend(0)
From India, Pune
Acknowledge(0)Amend(0)
Maintaining Soft Copy of Documents
You will need to ensure that the soft copy is kept safe from any tampering or virus attacks, as it serves as the original document. The printout is merely an additional document and will not serve as the original. Subject to this, you can proceed.
From India, Mumbai
Acknowledge(0)Amend(0)
You will need to ensure that the soft copy is kept safe from any tampering or virus attacks, as it serves as the original document. The printout is merely an additional document and will not serve as the original. Subject to this, you can proceed.
From India, Mumbai
Acknowledge(0)Amend(0)CiteHR is an AI-augmented HR knowledge and collaboration platform, enabling HR professionals to solve real-world challenges, validate decisions, and stay ahead through collective intelligence and machine-enhanced guidance. Join Our Platform.
Maintenance of Registers & Forms in Elec.form.Notif ication 2007.eRegiter.p df