98, Information Technology Act and Human resources – Digital Signatures and Digital Records Demystified

Understanding Digital Records in the Workplace

As workplaces continue to move towards digital systems, the concept of digital records has become increasingly important. Most HR processes today involve handling documents electronically, whether it is employee records, certificates, or other forms of documentation. While digital records are now widely accepted, it is important to understand what exactly qualifies as a digital record under the Information Technology Act.

A digital record, in simple terms, is any record that exists in electronic form. Organisations today are permitted to use digital records, and these records can be treated as valid in many situations. However, acceptance of digital records comes with a condition—those records must be original in nature.

This is where a distinction becomes important. Not every digital record is treated the same way from a legal standpoint. HR practitioners need to clearly understand the difference between a digital record and an original digital record.

Digital Record vs Original Digital Record

A digital record is simply a record available in digital form. This can include screenshots, scanned copies, or photographs of documents. These are commonly used in organisations, especially when documents are shared quickly or stored for reference.

However, an original digital record is different. It refers to a document that is generated in its original form digitally. For example, a birth certificate issued digitally by an authority qualifies as an original digital record. This is not a copy or a version of a physical document—it is the original itself, created and issued within a digital framework.

This distinction is critical. While both forms are digital, their validity differs depending on the requirement. When an original record is required, a screenshot or a scanned copy does not serve the same purpose as an original digital record.

Why Screenshots and Scans Are Not the Same as Originals

In day-to-day HR work, it is common to rely on screenshots or scanned documents. These are convenient and often used to move work forward quickly. However, these formats do not qualify as original records.

A screenshot of a certificate, for example, is still only a digital copy. It captures an image of the document, but it does not establish that the document itself is original or unaltered. Similarly, a scanned version of a document is only a representation of the original, not the original itself.

This becomes important when an organisation needs to produce an original record. At that point, providing a screenshot, scanned copy, or photograph is not sufficient. The organisation must be able to provide either the original physical document or the original digital record.

When Digital Copies Are Acceptable

It is important to note that scanned copies and screenshots are not entirely unusable. They can be used for day-to-day operations, internal processes, and general record-keeping. Nobody is saying that organisations cannot use scans or digital copies.

However, the key point is understanding when these are acceptable and when they are not. For internal reference or preliminary processes, they may be sufficient. But when it comes to providing proof, especially where an original is required, these formats fall short.

HR practitioners must therefore be clear about the context in which documents are being used. The decision is not about convenience, but about whether the document meets the requirement of being treated as an original.

Why This Distinction Matters for HR

HR functions handle a wide range of employee documentation—identity proofs, certificates, employment records, and more. Much of this information is now handled digitally.

If HR does not clearly distinguish between digital records and original digital records, there is a risk that incorrect documents may be relied upon when originals are required. This can weaken the organisation’s position and create avoidable complications.

The responsibility, therefore, is not just to collect documents, but to understand their nature and ensure that the right form of document is available when needed.

Original Digital Records and Proof of Authenticity

The key requirement for an original digital record is that it must be demonstrably authentic. It should be possible to show that the record is original and has not been altered.

When a document is digitally issued in its original form, it carries that authenticity by design. This is what differentiates it from copies or images of documents, which cannot independently establish whether they have been modified.

This makes original digital records significantly more reliable when used as proof. They do not require additional support to establish their validity.

A Practical Way for HR to Approach Digital Documents

From a HR perspective, the approach should be practical and clear.

First, understand what type of document is being handled—is it a digital record or an original digital record?

Second, assess the purpose for which the document will be used. If it is for internal processing, a scanned copy or screenshot may be acceptable. If it is for formal submission or proof, the original digital record must be available.

Finally, ensure that systems and processes are designed so that original records are retained wherever required. This avoids last-minute challenges in producing documents when they are needed for verification or compliance.

Moving Towards Disciplined Digital Record Management

The shift to digital records is not just about convenience. It is about adapting to how records are recognised and treated in a digital environment.

For HR practitioners, this means moving beyond informal practices such as relying entirely on screenshots or scans. While these may be sufficient in certain scenarios, they are not substitutes for original records when those are required.

Developing this clarity ensures that HR processes remain aligned with how digital records are treated under the law, and that organisations are not exposed to unnecessary risk due to incorrect documentation practices.

Closing Perspective

Digital records are now a normal part of workplace operations. However, not all digital records carry the same value. Understanding the difference between a digital record and an original digital record is essential for HR practitioners working in a digital environment.

This is not a technical distinction—it is a practical one. It affects how documents are collected, stored, and used in real situations.

When HR applies this distinction consistently, it strengthens documentation practices and ensures that records can stand scrutiny when required. This is what makes digital record management not just an administrative practice, but a fundamental part of HR governance.