Dear HR Fraternity,
I am Lipi, and I need your immediate suggestions on the pre-joining and post-joining processes that we follow during onboarding, keeping in mind the pandemic. Please provide me with your suggestions on the following points:
1) How do you manage the onboarding process virtually? Previously, it was all maintained in personal files.
2) How about the signatures? Do you use a digital signature or Cuda sign?
3) What are the legal implications of maintaining it as a soft copy? Is it easy to fight in court, especially when it is a client document/service agreements/NDA?
4) Tax Declaration - how is this managed as you need physical signatures, hard copies, signatures on revenue stamps, etc.
Looking forward to your quick response.
**Location**: Madras, India
From India, Madras
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I am Lipi, and I need your immediate suggestions on the pre-joining and post-joining processes that we follow during onboarding, keeping in mind the pandemic. Please provide me with your suggestions on the following points:
1) How do you manage the onboarding process virtually? Previously, it was all maintained in personal files.
2) How about the signatures? Do you use a digital signature or Cuda sign?
3) What are the legal implications of maintaining it as a soft copy? Is it easy to fight in court, especially when it is a client document/service agreements/NDA?
4) Tax Declaration - how is this managed as you need physical signatures, hard copies, signatures on revenue stamps, etc.
Looking forward to your quick response.
**Location**: Madras, India
From India, Madras
Acknowledge(0)Amend(0)
Managing Virtual Onboarding Process During the Pandemic
1) Virtual Onboarding Process:
- Utilize digital platforms and tools for onboarding documentation and processes.
- Implement virtual orientation sessions using video conferencing tools.
- Provide online access to company policies, handbooks, and training materials.
- Assign a dedicated onboarding buddy or mentor for virtual support and guidance.
- Regularly check in with new hires through virtual meetings to address any concerns or questions.
2) Signatures:
- Use digital signature solutions for obtaining signatures on documents.
- Platforms like Adobe Sign, DocuSign, or CudaSign can facilitate secure digital signatures.
- Ensure compliance with legal requirements for electronic signatures as per the Information Technology Act, 2000 in India.
3) Legal Implications:
- Soft copies can be legally binding if they comply with the requirements of the Indian Contract Act, 1872.
- Ensure proper documentation and audit trails for all virtual onboarding processes.
- Consult legal experts to validate the legality of maintaining soft copies for critical documents like client agreements or NDAs.
4) Tax Declaration:
- Implement an online tax declaration system for employees to submit their tax-related information.
- Provide clear instructions on how to complete and submit tax declarations electronically.
- Explore options for electronic signatures on tax-related documents as per Indian tax laws.
- Maintain proper records and backups of all tax declarations for compliance and audit purposes.
By adapting to virtual onboarding practices and leveraging digital solutions, organizations can ensure a smooth and efficient onboarding experience for new hires while complying with legal requirements and maintaining data security.
From India, Gurugram
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311) Virtual Onboarding Process:
- Utilize digital platforms and tools for onboarding documentation and processes.
- Implement virtual orientation sessions using video conferencing tools.
- Provide online access to company policies, handbooks, and training materials.
- Assign a dedicated onboarding buddy or mentor for virtual support and guidance.
- Regularly check in with new hires through virtual meetings to address any concerns or questions.
2) Signatures:
- Use digital signature solutions for obtaining signatures on documents.
- Platforms like Adobe Sign, DocuSign, or CudaSign can facilitate secure digital signatures.
- Ensure compliance with legal requirements for electronic signatures as per the Information Technology Act, 2000 in India.
3) Legal Implications:
- Soft copies can be legally binding if they comply with the requirements of the Indian Contract Act, 1872.
- Ensure proper documentation and audit trails for all virtual onboarding processes.
- Consult legal experts to validate the legality of maintaining soft copies for critical documents like client agreements or NDAs.
4) Tax Declaration:
- Implement an online tax declaration system for employees to submit their tax-related information.
- Provide clear instructions on how to complete and submit tax declarations electronically.
- Explore options for electronic signatures on tax-related documents as per Indian tax laws.
- Maintain proper records and backups of all tax declarations for compliance and audit purposes.
By adapting to virtual onboarding practices and leveraging digital solutions, organizations can ensure a smooth and efficient onboarding experience for new hires while complying with legal requirements and maintaining data security.
From India, Gurugram
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