Presented by Deepak Damodaran 2nd sem MBA WELCOME Presented by Deepak Damodaran 2nd sem MBA

Introduction Objectives Types Importance Essential characteristics Ten commandements

INTRODUCTION Maintenance of personnel records is an important function of the human resource department. Personnel records refer to the collected factual information relating every aspect of wages to the employees of the enterprise. They contain both negative and positive notes relating to wages. Besides personal details of the employees, records are also maintained about their failures and achievements, their acts of indiscipline, participation in strike or their co-operation or loyalties to the management.

OBJECTIVES To provide complete information on demand about the employees of the organization To enable the personnel managers of the firm to find out most suitable staff for different departments and decide about their promotion and transfers To serve as authenticated basis for the calculation of superannuation or retirement benefits of the employees at the time of retirement.

DIFFERENT TYPES Job Records (includes job titles, job description, job requirements, job location, job risks and job responsibilities). Employment Records (includes worker’s past records, interview records, test scores, results of physical examination, medical reports, copy of appointment letter, etc). Performance and Training (employees progress reports, and promotion records, merit rating, achievement records, seniority records).

Wages and Salary (includes worker’s Payroll records, scales of pay, pensions and provident fund contributions, etc.) Accidents Health and Safety Records. Discipline and Termination records (disciplinary action reports, notice of disability, termination notice, etc.) Industrial Disputes (causes of disputes, settlements, employee’s active roles, records, etc.) Confidential Reports (includes worker’s adaptability, cooperation, understanding, efficiency, confidentiality, etc.)

IMPORTANCE Basis for preparing pay roll of the employees. Helps in assessing the effectiveness of personnel department. Assists the management to ascertain the strength and weakness of its human resources. Help provide up-to-date information about leave, transfers, promotions retirements, strikes or lock-outs, man days lost, expenditure incurred on employees, etc

Serve useful and reliable source information for a researcher interested in labor management problems. Help in identifying training and development requirements of the employees. Provide logical and rational basis for reviewing and restructuring the pay scales of employees and other labor policies from time to time.

Facilitates comparisons in the efficiency of different groups of workers and help in locating and analyzing the causes of their poor performance. Guide the management to improve their policies for optimum utilization of manpower. Strengthen the hands of the management to negotiate with the labor union in a better way. They help in economizing labor costs of product of the company.

ESSENTIAL CHARACTERISTCS OF EFFECTIVE PERSONAL RECORD-KEEPING Should be simple, objective and according to the requirements of the organization. Should be able to provide correct and up-to- date information easily and quickly. Forms designed for eliciting or recording information should be simple and not burdened with too many superfluous details and complicated columns. Standardized format pattern may be adopted.

Forms may be individually numbered or paper with different colors may be used for their easy identification and sorting. The entire system of record-keeping of a worker should be reviewed and if needed be revised from time-to-time to provide for additional information that may be required by the business. Personnel records and statistics help in personnel research and audit.

THE TEN COMMANDEMENTS OF EFFECTIVE PERSONNEL RECORDS Be clear about the objectives and possible use of the records. Keep the records at a minimum consistent with the requirements of the organization. Be sure that the benefits outweigh the cost of the records decided upon. Be sure that the information is available immediately it is needed. Be sure that the records are kept up-to-date.

Design the forms in such a way that they are easy to complete and provide data which can be used easily. Give specific instructions on how the form is to be completed. Identify each form by a number and avoid entering of data which are not likely to be used. Centralize the responsibility for both control and design of the forms. Avoid duplication of entries in different forms.

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