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One for the lawyers perhaps but according to the Interpretation act - schedule 1 "Writing" includes typing, printing, lithography, photography and other modes of representing or reproducing words in a visible form, and expressions referring to writing are construed accordingly. and it seems pretty clear to me that an email is a mode of reproducing words in a visible form Phillip Bradshaw Information Manager Clerk to the Council Room CY4B, County Hall EMail: [log in to unmask] <mailto:[log in to unmask]> Phone: 029 2087 3346 Mobile : 07779 284684 Fax: 029 2087 3349 Proactive Publishing Promotes Positive Perceptions ________________________________ From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Robin Scally Sent: 01 April 2008 10:39 To: [log in to unmask] Subject: Payslips Dear List, I am having an internal debate regarding the legal requirements of providing employees with a payslip. We currently issue hardcopy payslips which are either delivered to the employee, employee's mate, left on desk or left in in-tray. I would like to make this information more secure by introducing electronic payslips. The Employment Rights Act 1996 says "An employee has the right to be given by his employer, at or before the time at which any payment of wages or salary is made to him, a written itemised pay statement." There is no definition between hardcopy or electronic copy it only has to be "given" by the employer. My Payroll section keep telling me that there is a legal requirement to provide a hardcopy, damned if I can find it, does anyone else know? I know that HMRC issue electronic payslips, so it must be legal...right? ....dumb, de, dumb.... Also, has anyone else introduced electronic only payslips, did you have to consider employees without computer access, sickness or holiday absence. Any other arguments for or against. Any help much appreciated. Kind regards Robin This e-mail is confidential and may well also be legally privileged. If you have received it in error, you are on notice of its status. Please notify us immediately by reply e-mail and then delete this message from your system. Please do not copy it or use it for any purposes, or disclose its contents to any other person: to do so could be a breach of confidence. Thank you for your co-operation. Please contact our IT Helpdesk on +44 (0) 20 7785 2000 or email [log in to unmask] if you need assistance. Please refer to http://www.freshfields.com/legalnotice/uk.asp for regulatory information relating to the provision of insurance mediation services. ********************************************************************** Privileged/Confidential Information may be contained in this message. If you are not the addressee indicated in this message (or responsible for delivery of the message to such person), you may not copy or deliver this message to anyone. In such case, you should destroy this message and kindly notify the sender by reply email. Please advise immediately if you or your employer does not consent to Internet email for messages of this kind. Opinions, conclusions and other information in this message that do not relate to the official business of the Council of the City and County of Cardiff shall be understood as neither given nor endorsed by it. All e-mail sent to or from this address will be processed by Cardiff County Councils Corporate E-mail system and may be subject to scrutiny by someone other than the addressee. ********************************************************************** Mae'n bosibl bod gwybodaeth gyfrinachol yn y neges hon. Os na chyfeirir y neges atoch chi'n benodol (neu os nad ydych chi'n gyfrifol am drosglwyddo'r neges i'r person a enwir), yna ni chewch gopio na throsglwyddo'r neges. Mewn achos o'r fath, dylech ddinistrio'r neges a hysbysu'r anfonwr drwy e-bost ar unwaith. Rhowch wybod i'r anfonydd ar unwaith os nad ydych chi neu eich cyflogydd yn caniatau e-bost y Rhyngrwyd am negeseuon fel hon. Rhaid deall nad yw'r safbwyntiau, y casgliadau a'r wybodaeth arall yn y neges hon nad ydynt yn cyfeirio at fusnes swyddogol Cyngor Dinas a Sir Caerdydd yn cynrychioli barn y Cyngor Sir nad yn cael sel ei fendith. Caiff unrhyw negeseuon a anfonir at, neu o'r cyfeiriad e-bost hwn eu prosesu gan system E-bost Gorfforaethol Cyngor Sir Caerdydd a gallant gael eu harchwilio gan rywun heblaw'r person a enwir. **********************************************************************