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

#HRhelpdesk #IndiaHRGuide #MandeepSingh, In this episode, Mandeep Singh explains how the Information Technology Act recognises digital records as legally valid, and why HR practitioners must clearly understand the difference between a digital record and an original digital record. He clarifies that while screenshots, scanned documents, or photographs are all digital records, they are not treated as original digital records when original proof is required. An original digital record must be issued digitally in its original form and be capable of demonstrating authenticity. Using simple, practical examples, Mandeep explains when scanned copies may be acceptable and when they are not, and why HR teams cannot treat screenshots or scans as substitutes for originals in every situation. The discussion makes it clear that the requirement is not about format preference, but about evidentiary value. From an HR perspective, the episode highlights why document handling practices for employee certificates, records, and digital files must reflect this distinction. Understanding what qualifies as an original digital record helps HR practitioners avoid weakening their documentation through casual shortcuts and ensures compliance with how the law treats digital records.