# Factory License/ Local country business / Tax registration
# Load Sanction certificate given by the state electricity board
# Standing order - Certified by Labour Deptt / Factory Regulations. Applicable for factories with strength of more 100 qaemployees.
# Modal standing order incase the manpower is less than 100
# Pollution Consent Air, Water
# NOC Health/Hygiene Certificate (Canteen/Dyeing/ Tanning)
# Fire NOC from the Fire Department
# Contractor Registration of the factory and Contractor License for the concerned contractor
# The contract agreement with the security agency and house keeping on a Judicial stamp paper.
# Authorization letter from the inspector of factories to work in shifts
# Copy of authorization allowing factory workers to work overtime given by the inspector of factories.
# Latest Minimum Wage Notification
# Factory Layout certified by state civic Body
# Structure Stability Certificate by State civic body
Health & safety doc's & reports
# Drinking Water Pot ability Test Report
# Air Quality Analysis Report (DG Set, Boiler, compress or, Production area) by certified agency.
# Noise Testing Report (DG Set, Compressor, computer embroidery area, Production area, washing area)
# Acoustic Chamber for DG Set incase Generators are not silent type
# Stack Emission Report for DG Sets
# Blood, Stool, Urine, Chest and Lungs test reports and chest X ray(Respiratory Analysis) for workers working on hazardous operations *- Dyeing unit workers /Spotting operators, chemical issue receiving store + canteen workers.
# Audiometry tests for workers exposed to noise, DG Set operators,Boiler Operator Computer Embroidery Operators
# Installation/ Comissiong certificates for DG Sets given by the state electricity board Installation and Comissioning Certificate for Boilers comes under the industrial boiler.Incase IBR then it has to be by the inspector of Boilers, Incase Non IBR then any certified agency.
# Installation and Comissioning certificates of goods as well as passenger lifts in a factory Installation and comissioning certificate for compressor by any certified agency Operation Certificate of Special Operation- Lift Operator,Electricia n,Folk Lifter certificate, Generators, compressors, Boilers etc.
# ITI - Certificate of Generator operator / Boiler operator / Compressor Operator
# Records of Fire Drills and fire evacuations conducted in the factory premises.( to be conducted internally every 2 months amd twice a year from an external agency
# Emergency lights and Fire Alarm maintenance Record
# Emergency Evacuation plan
# List of First Aid trained personnel / Fire trained personnel along with photographs( From St Johns)
# List of the fire extinguishers used ( their types and locations ) + their maintenance records
# List of the chemicals used ( their types and uses ) - MSDS for all chemicals used in English as well as Local Language
# Eye Wash Station near the chemical room
# Separate and well ventilated Spotting Room
# Needle Guards,Pulley Guards,Machine insulation mats,Rubber mats for press men
# List of the first aid boxes , their contents and locations - refilling schedules etc
# Copy of inhouse Doctor / Nurse / Medical Professional's Certificate or License, if available
# Accidents record book - Major & mior injury records
I# njury Analysis Report based on the list of injuries recorded in a month/Week.Analysis of recurring injuries and Plan of Action.
# Risk Analysis for the Hazardous operations
# Personnel Protective Equipments handling and Usage training records.
employees personnel, wage & Ot records
# Bio data- Age Proof-Application, Joining letter,Appointment Letter-Confirmation Letter, -ESI nomination form 1-EPF nomination Form 2-Gratuity nomination form-ESI card receipt copy-service record- Increment Record-Bonus Record- Both for on company roll workers as well as the contractor workers All froms and Registers to be maintained as per the factory act Employee I cards Attendence register for the workers,Both on company roll and contractor workers.
# Records of Wages( for Unskilled , Semi -skilled and Skilled Workers ) provided to all workers.
# Records of Overtime Hours completed by the workers and their payment,Both on company Roll and Contractor Workers.
# Leave Records/Leave encashment
# List of Employees – Staff and Workers (Muster Roll – Attendance Register) Designation and Date of Joining should be mentioned.
# Time Records for last 6 months for all the employees – In time and Out time Sheets including Overtime Hours - Manual Card punching Record OR If Computerized swipe card then Printouts for all the employees for 6 months Monthly payroll summary payment records, time cards for the last 12 months.
# Record for payment of arrears in case of minimum wages revision by the state government
# Factory pay rate schedules for piece rate work, hourly and daily work & overtime rates
# Copies of piece rate records of employees with floor supervisor’s approval of daily output. If these records are discarded after payment of salary,the payment summary stubs signed by supervisors should be available to the auditors.
# PF ESI records for Contractor Workers to be available Incase the factory has Casual workers/Daily Wages Workers, Proper in time out time records, Payment records for the same ,Proper age proof of the person needs to be maintained for the same Salaries to be distributed on the 7th of every month Wage Slip provided to the workers on the pay day. Both for contractor as well Company roll workers.
# Handbook provided to the workers
# Written Policy on working hours
# Induction programs and records for all the workers*
# Company policies w r t Freedom of Association, Prohibition of Child labour, Working hours and overtime,
#Prohibition of Sexual Harassment,
#Grievance redressal policy / procedures,
# Health & Safety policy*
# Environmental Policy,
# Prohibition of* Discrimination,
# Compensation & Benefits
# Operator's Trial Sheet ( a record of training of the worker )
# Machine maintenance record – Preventive and Corrective Maintenance Record
# House Keeping Schedule and Wash Rooms maintenance reports
# Self Audits Reports – Internal Audits
# Performance appraisals records w.r.t all the workers
# Copy of Employee identification card, if available
# Sexual Harassment Committee meeting records
# Grievance redressal committee meeting records
# Canteen Committee meeting records – Minutes of the meeting & Proceedings
# Worker’s Committee Meeting & Records – Minutes of the meeting & Proceedings
# List of all the subcontractors used for processes such as Washing/Embroidery/ Printing/ Dyeing etc.
# Internal Audit reports of these faclities to be maintained by the factory. Factory needs to assure with documentary proof *that no child labour is used in any of these facilities and minimum health and safety norms are being maintained in these facilities.
List of mandatory registers and forms as per FTY act.
Form 7 (White Wash Register)
Form 9 (Compensatory Holiday)
Form 12 (Adult Register)
Form 15 (Leave With Wages)
Form 16 (Health Register)
Form 25A (Muster Roll)
Form 25B (Time Card)
Form 26 (Accident Register)
Form 26A (Dangerous Occurances)
Form 28 (Exemption Register)
Form 29 (Particulars of Room)
Form 1 (Workmen Register)
Form 1 (Suspension Register)
Form D (Equal Remuneration)
Form B (Deduction Register)
Form C (Unpaid Accumulation)
Form II (Deduction for damages)
Form VI (National & Festival Holiday)
ESI Accident Register
Form 10 (Overtime Register)
Factory Act Abstract
Minimum Wages Abstract
The Payment of Wages Abstract
The Payment of Gratuity Abstract
The Maternity Benefit Act Abstract
The Payment of Bonus Abstract
Weekly Holiday Notice
Notice Nearest Hospital, Fire Station, Police Station etc.
Notice Important Officials Phone Numbers
Form V (National & Festival Holiday)
Standing Order English and Local Language
Needle Control Policy
Voluntary Work Policy
Sexual Harrassment Policy
Health and Safety Policy
Child labour abolition policy
Anti discrimination policy
Urgent Business need policy
Zero abusement policy
Working hours policy
Broken needle policy
Sexual harrassment policy
Hiring / Recruitment policy
Buyers code of conduct
Workmen Committee Members Photo with Name
Health & Safety Committee Members Photo with Name
Canteen Members Photo with Name
Transport Committee Members Photo with Name
Harrassment & Discrimination committee Members Photo with Name
Unit Work Flow
Organisation Chart with manpower details
Weekly Holiday Announcement
Company Designations varry from company to company
(the Example of organisational chart is attached for your reference)
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