The document discusses human resource records and their importance. It states that HR must maintain proper records to provide information to management, meet legal obligations, and support various HR functions like planning, recruitment, and separation. Well-maintained records help obtain related information and are essential for discharging HR duties. The document then discusses the definition, purposes, need, and principles of HR records. It also covers the types of records that should be maintained like job applications, employment history, attendance, and training records.

1. Dr. Mohamed Kutty Kakkakunnan
Associate Professor
Pg. Dept. Of Commerce
NAM College Kallikkandy
Kannur – Kerala - India

2. HUMAN RESOURCE RECORDS
 Human Resource Department has to
 Provide information to top management
 Advice on various matters related to HR
 Give reports to the management as and when
 Meet various legal obligations related with employment
 To meet all these requirements, proper records are to be
maintained
 Maintenance of records is the major function of HR
 Record keeping help to discharge various HR functions, (HR
planning, recruitment, selection, maintenance, separation)
 Related information can be obtained from well-maintained
records
 Thus, maintenance of records is essential

3. What is Personnel Records? (HR Records?)
 A record is a piece of writing or chart which provides
ready information and which preserves evidence for
future use.
 Can be kept in the form of files, documents, like cards,
photos, video file, cassettes, CD etc.
 In simple words, information or data kept for future
purposes can be called as rerecords
 Personnel records / human resource records, provide
information relating to HR and the use of human
resources in an organization.
 Provide information relating to personal history of
people, training activities, performance, presence and
absence, turnover, compensation, benefits and amenities,
grievances etc

4. Reports
 A statement describing an event, a situation or
happening in a clear manner. It clearly describes
what has happened or is happening
 Provide both qualitative and quantitative
information
 Generally, a form of upward communication
 Personal records are, normally, prepared and
compiled from reports and are meant for long
term use

5. Purposes (Objectives) of HR records
1. To keep an orderly account of progress – to
assess progress by comparing data
2. To facilitate preparation of reports and
statements in a honest and truthful manner
3. To enable comparison (inter-period)
4. To facilitate detection of errors, mistakes and
frauds.
5. To meet legal requirements
6. Miscellaneous purposes:-
a. Serves as a memory – information can be used later
b. Proof in case of conflicts or difference in opinion
c. Control purposes

6. Need and Significance (role) HR Records
Plays an important role in performing the HR functions.
Significant or important or needed
1. To provide necessary information to interested parties
2. To supply various information required by various
agencies regarding accidents, strikes, employment,
absenteeism, labor turnover etc
3. Provide information about the human resource
inventory required for HR planning (success)
4. To conduct research in industrial relations, personnel
policies etc
5. To identify training and development needs
6. For compensation management

7. Fundamental Principles of Record Keeping
1. Justification– justify what we have done / have to
do. Keep records for some purposes or with certain
objectives. These purposes or objective provide
justification
Thus, Records which are required to meet our
purposes or fulfill our objectives need be
maintained
No need for keeping all information as records-
further, need for a record can be justifiable on the
basis of cost

8. 2. Verification – records should be subject to
verification- verifiable on the basis of proof or
evidence
3. Classification – proper classification of records
facilitate proper recording, maintenance,
responsibility, retrieval
Can be classified on the basis of time,
subject, region etc
4. Availability of required information – major purpose
– information as and when required
5. Reasonable cost – cost benefit analysis cost<benefit

9. Essentials of a Good Record
1. Simplicity – but should serve the purpose
2. Accuracy – free from errors
3. Economical – cost < benefits
4. Useful – should serve the purposes of the
Essentials of a good report
1. Conformity with the objectives
2. Unbiased without prejudice
3. Clarity and simplicity – clear, simple, easily
understandable
4. Timely

10. Types of Records
Various records to serve the diversified needs –
differ from organization to organization and
managerial policies
1. Job application, test scores, personal history
2. Job description and job specification
3. Interview results
4. Employment history
5. Medical reports
6. Attendance records
7. Pay roll
8. Employee rating / performance appraisal record

11. Types of record contd…
9. Training records
10. Leave records
11. Accidents and sick records
12. Grievance / dispute records
13. Employment contracts
14. Records to be kept under various laws and
regulations