We have decided to convert our records to paperless. Are there any documents that we have to keep a hard copy for? If we have documents with original signatures, can we scan those and attach to the employee electronic file and it still be considered valid?July 14, 2011
Many employers maintain many personnel records in electronic formats. Federal law generally permits electronic maintenance of records, provided employees or government officials authorized to review such records can access them in electronic form or obtain paper versions. None of the federal laws require that records be kept in a paper format; though many require that records be easily accessible for review, copy, and transcription. Thus, based on this information, it can be assumed that electronic documents with original signatures would be acceptable as long as the documents are still easily accessible for review.