Although some countries require certain types of documents to be kept and archived in their original paper form, for most categories of documents, including HR-related records, there is no such requirement, and it is generally acceptable to use electronic versions of paper records (i.e., scanned copies of paper originals) during most government agencies’ inspections and audits or in court proceedings.
The evidential or probative value of electronic versions of paper records may be more easily challenged before a court than it would be for the originals. This is mainly because the original records could be tampered with or changed before being scanned, and, unless proper technology has been used (e.g., encryption and timestamping), it may not be easy to detect such changes from a scanned copy. In specific situations, it may be good practice for employers to retain archives of paper originals in the event such originals would be requested by a specific investigator, auditor, judge or authority.
In France, laws have given rise to the right of dematerialization and its corollary: the right of electronic archiving. In some cases, the right to e-archive paper originals is accompanied by specific requirements depending on the document to be archived.
Firstly, the provisions of the French Civil Code confer an indisputable value to the electronic writing. However, the digital copy of a paper document is “presumed to be reliable,"[1] provided that appropriate means are used for its creation and preservation. These “appropriate means” have existed since 2013, and are specified by the standard NF Z42-013 and its NF461 certification rules (internationality adopted as the standard ISO 14641-1). These rules deal with the processes and technical means to be set up to constitute a faithful digital copy and to control its archiving with the due probative value.
The new French standard, NF Z42-026, is a decree outlining how to properly scan paper documents so that they are considered valid. According to the decree related to the new standard, a copy is presumed to be reliable if it results from a reproduction process which results in an irreversible modification or, in the case of an electronic reproduction, of a process that meets certain conditions, such as:
The ISO 14641-1 standard defines precisely the characteristics of an EAS for the proper preservation of documents over time:
HR Best Practices: The full electronic archiving era is approaching, but for now it is not possible to guarantee that all paper documents can be destroyed. Indeed, the acceptance of digital copies remains subject to the discretion of the judge.
Similar to the electronic signature, electronic archiving will probably also develop to a three-level structure: simple, advanced and certified archiving. Over time, this means that certified electronic archiving will make the burden of proof fall under the responsibility of the challenging party.
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[1] Order n ° 2016-131 of 10 February 2016 reforming the law of contracts, the general regime and the proof of obligations - Art. 1379. - "The reliable copy has the same probative force as the original. Reliability is left to the discretion of the judge. Nevertheless, the executory or authentic copy of authentic writing is deemed reliable. (…) A copy resulting from an identical reproduction of the form and content of the document, and whose integrity is guaranteed over time by a procedure in accordance with the conditions laid down, shall be presumed to be reliable until proof to the contrary by decree in Council of State. If the original remains, its presentation may still be required."
