The document discusses HR records and reports. It provides details on the types of records maintained for employees, including personal information, employment history, leave records, and performance evaluations. It emphasizes the importance of records for decision making, identifying training needs, and maintaining up-to-date employee data. It also outlines principles for keeping records, such as having clear objectives, consistency, accessibility, and avoiding duplicate entries.

1. HR RECORDS & REPORTS

2. MEANING OF RECORDS : Records refer to the informational documents utilized by an organization to carry out its functions. TYPES OF RECORDS: Conventional Modern

3. EMPLOYEE RECORD SURNAME…………………………………….………FIRST NAME………………………………………………… FATHERS NAME ……………………………………………………………………………………………………... DATE OF BIRTH…………………………………PLACE OF BIRTH……………………………………………….. AGE …………………………SEX……………………… HEIGHT………………………WEIGHT………………… NATINALITY……………………………………MARITAL STATUS……………………………………………… LANGUAGES KNOWN………………………………………………………………………………………………… PRESENT ADDRESS…………………………………………………………………………………………………… PERMANENT ADDRESS……………………………………………………………………………………………… DESIGNATION……………………………………………………………………………………………………………. DATE OF APPOINTMENT……………………….DATE OF CONFIRMATION…………………………………… DATE WHEN INCREMENT DUE…………………………………………………………………………………….. DEPARTMENT IN WHICH POSTED……………………………………………………….…………………………. DATE OF JOINING PERSON / PROVIDENT FUND…………………………………..……………………………. MONTHLY CONTRIBUTION………………………………………………………………………………………….. WHEN PAYABLE I(N CASE OF DEATH)……………………………………………………………………………. MEMBERS IN FAMILY…………………..WIFE / SONS / DAUGHTERS…………………………………………. AGES OF CHILDREN………………………….SONS………………………..DAUGHTERS……………………… EDUCATIONAL QUALIFICATIONS………………………………………………………………………………….. PROFESSIONAL QUALIFICATIONS / TRAINING ACHIEVED……………………………………………………. PROMOTIONS: TO……………………………… WITH EFFECT FROM………………………………………. TRANSFERS: TO……………………………….WITH EFFECT FROM………………………………………. LEAVE RECORD: FROM……………TO……………NO. OF DAYS…………..PAYMENT MADE………… MEDICAL/ SICK LEAVE FROM………………….TO………………….DAYS…………………………….….. PERIODICAL MEDICAL EXAMINATIONSWHEN DONE…………………………………………………………… MEDICAL HISTORY OF MAJOR ILLNESS…………………………………………………………………………… PERPORMANCE APPRAISAL………………………………………………………………………………………… WARNINGS AND CENSURES: DATE…………………….. REMARKS…………………………………………… TOKEN FILE NO………………………………………………….. SIGNATURE…………………………

4. IMPORTANCE OF RECORDS To supply information required by management To identify training needs To use them for succession planning To know validity of employment tests and interviews To take personnel decisions like transfer, promotion etc To maintain up to date data about everything in organization

5. ESSENTIALS OF GOOD RECORD OBJECTIVES FOR MAINTAINENCE SHOULD BE CLEARLY AND ADEQUATELY STATED CONSISTENT WITH REQUIREMENTS EASILY AVAILABLE ECONOMICAL AND SAFE PERIODICAL REVISED AND UPDATED EASILY ACCESSIBLE EASILY IDENTIFIED AND DIFFERENCIATED QUICK REFERENCES AVOID DUPLICATION OF ENTRIES PERSON ENTRUSTED WITH RESPONSIBILITY TO MAINTAIN A PROCEDURAL MANUAL

6. PURPOSE OF PERSONAL RECORDS PROVIDE AN EVIDENCE OF EVENTS USEFUL FOR TAKING IMPORTANT DECISIONS FACILITATE EVALUATION OF PERFORMANCE AS PROVISIONS UNDER INDUSTRIAL AND LABOUR LAWS

7. ESSENTIAL POINTS TO FOLLOW TO ACHIEVE THE OBJECTIVES SIMPLICITY ACCURACY ECONOMY USEFULNESS

8. SOME EXAMPLES OF RECORDS Employee turnover record Absenteeism record Accident frequency and severity Scrap-loss record Employee requests Grievance records Personnel inventories Time standards and output records Cost of training methods Employee use of services such as canteen Payroll data Health records Suggestions records ….etc…………….

9. PRINCIPLES OF RECORD KEEPING The purpose for which the record is kept must be justifiable Records must be capable of verification Records must be classified The requisite information must be available when needed Records must be produced and maintained at a reasonable cost Records must be precise

10. REPORTS A report is an account or statement describing in detail an event, a happening or evaluating an enterprise or product etc.

11. ESSENTIALS OF A GOOD REPORT Should deal with a specific objective Should dwell on the issues referred Data collected should be interpreted honestly Should make specific recommendations Should be timely Should be clearly worded Should be reader oriented

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