04/10/23 BMSCE 1

HR RECORDS & REPORTS

04/10/23 BMSCE 2

MEANING OF RECORDS:

Records refer to the informational documents utilized by an organization to carry out its functions.

TYPES OF RECORDS:

1.Conventional papers, cards, charts, files, blue prints etc

2.Modern Video, audiocassettes,magnetic tapes, floppy,diskettesetc

04/10/23 BMSCE 3

EMPLOYEE RECORDSURNAME…………………………………….………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…………………………

04/10/23 BMSCE 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

04/10/23 BMSCE 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

04/10/23 BMSCE 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

04/10/23 BMSCE 7

ESSENTIAL POINTS TO FOLLOW TO ACHIEVE THE OBJECTIVES

SIMPLICITY

ACCURACY

ECONOMY

USEFULNESS

04/10/23 BMSCE 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…………….

04/10/23 BMSCE 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

04/10/23 BMSCE 10

REPORTSA report is an account or statement

describing in detail an event, a happening or evaluating an enterprise or product etc.

04/10/23 BMSCE 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

04/10/23 BMSCE 12

THANK YOU