Q It’s a nightmare to keep paper copies of all our employees’ time sheets. I can scan them and save them in electronic format. Can I throw out the paper copies after I scan them in? The company regularly backs up our computer records, so I’m not worried about losing the information.
A No federal law prevents you from maintaining digital time sheets, assuming that your company doesn’t perform public work (or work falling under a special regulatory scheme), and assuming that no state law would hold otherwise. Indeed, federal regulations regarding the wage-and-hour law don’t require that your records be maintained in any specific form (i.e., paper, digital or otherwise). Instead, the regulations merely require that your company’s records be maintained in a format that is readily accessible. So make sure your information technology staff backs up the digital files.