Seeking Advice for Onboarding Project
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Hello, The organization I am working for is looking at largely automating their "onboarding" process (hiring new employees and getting them into the system). However, one of my big "question marks" regarding this project involves the wealth of legal and other forms the employee has to fill out (I-9 for example). The organization wants (a) these forms to be able to be completed digitally, (b) information that we have previously captured (name, address, etc) to be pre-populated, (c) the user to be able to complete it at home if necessary, and (d) some way to gather both the manager's and employees signatures. First, I am curious if this is possible without running into a host of legal issues. Also, what might the best approach to forms be? Would it be fine to create a typical HTML form, and then maybe use the data captured there to populate a PDF version of the various forms (such as I-9) or what? Thanks for any advice or guidance.
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Hello, The organization I am working for is looking at largely automating their "onboarding" process (hiring new employees and getting them into the system). However, one of my big "question marks" regarding this project involves the wealth of legal and other forms the employee has to fill out (I-9 for example). The organization wants (a) these forms to be able to be completed digitally, (b) information that we have previously captured (name, address, etc) to be pre-populated, (c) the user to be able to complete it at home if necessary, and (d) some way to gather both the manager's and employees signatures. First, I am curious if this is possible without running into a host of legal issues. Also, what might the best approach to forms be? Would it be fine to create a typical HTML form, and then maybe use the data captured there to populate a PDF version of the various forms (such as I-9) or what? Thanks for any advice or guidance.
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We cannot possibly give advice on legal issues, you need to consult your company's lawyers. As to the rest, you could use webforms or PDF forms that you can circulate via email.
Thanks for the response. Just to clarify, I am definitely not expecting specific legal advice, I am merely curious, if anyone has experience with a similar project, if, as a general rule, it is possible to to complete US government forms electronically (being that they typically require a signature). For example, when I filed my taxes, I believe I could fill most off it out in PDF form; however, I still had to physically print and sign it.
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Thanks for the response. Just to clarify, I am definitely not expecting specific legal advice, I am merely curious, if anyone has experience with a similar project, if, as a general rule, it is possible to to complete US government forms electronically (being that they typically require a signature). For example, when I filed my taxes, I believe I could fill most off it out in PDF form; however, I still had to physically print and sign it.
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Thanks for the response. Just to clarify, I am definitely not expecting specific legal advice, I am merely curious, if anyone has experience with a similar project, if, as a general rule, it is possible to to complete US government forms electronically (being that they typically require a signature). For example, when I filed my taxes, I believe I could fill most off it out in PDF form; however, I still had to physically print and sign it.
Every year I've done an e-file tax return, I've used a digital signature. It's definitely a question for legal, though, as the laws and policies governing what is acceptable for digital signatures is going to heavily influence implementation. You're also setting yourself up to manage PII, so please let me be the first to welcome you to the wonderful world of HIPAA.
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