Is This Personal Data Form Suitable for Female Shop Floor Employees? Seeking Your Advice

Dear Members,

I was asked to prepare a Personal Data Form for "Employees at the Shop floor level" in a mill. They are usually female employees in the age range of 18 to 30. I have attached the form for your review (PFA), which also includes information about visitors (please check the second page/tab in the attachment).

Could you please advise if this form will suffice for individuals at the shop floor level?

Please note that this form is not intended for pre-interview purposes but for maintaining personal data. Your advice and input are essential.

Thank you.

You need to add an emergency contact number. You should mention it as a telephone number to contact in case of an emergency. I think this will have to be added in the first sheet of your Excel file.

Hello Asha,

In the Qualification question, I did not see any column for 'qualification gained'. There is only a column for Class/Rank. Maybe it's the terminology. Do not forget that I have been in the UK for over 40 years.

Also, do you need details of all the family? Depending on the situation, I think you need either parent's details or details of wife and children. Am I right?

Narasimhan

I think you should include the employee's past experience details as well.

Company Name:
Period:
Designation:
Address & contact details

Dear Narasimhan,

Thank you so much for your opinions. We are only hiring Grade 12 pass girls. So class/rank would only request limited information. Employees above 60% marks have a first class, above 50% and below 60% have a second class, and above 40% and below 50% have a third class.

I have a clarification on the same - when the girls have completed only 12th grade, is there a qualification gained? Also, these girls will be on a scheme with us for a couple of years. That is, they will get Rs. "xxxxx" at the end of two/three years as their salary. In these two/three years, they will not get a fixed amount at the end of the month but will receive a daily wage.

Regarding family members - sometimes, visitors come in stating that they are the brother/cousin of the girl... and we have had a bad situation where one girl ran away with her boyfriend - who used to visit us stating that he was her brother.

I thought including the details of other members would/may/might help. Not too sure. :(

Please ignore my above posting.

Oh, sorry Asha. I have given the wrong reply. I should not mention that if they are only 12th pass girls, I think they don't have any skill set. You are just picking them and using them for your company work as casual labor.

Make a strong rule. If anyone is coming to meet with any girl, you have to ask for his full details. Then, try to verify the details provided by the employee and conduct a cross-check. Don't forget to verify the contact numbers of that person.

Dear Asha,

Greetings!

Missing details:

1. Employee ID/Employee No:
2. Occupation can be moved to the 6th (Family Details) category.
3. Effective (PFA) date:
4. Type of Action (Whether PFA is used for Employment/Data Change/Separation)
5. Relatives working in X company

And one more thing... I want to include... make a record of all guests.

Guest Name | Contact Person | Phone Number (Guest) | Address of Guest | Signature

If you have any doubts, you can cross-check at once. Also, try to verify from employees' personal information. Do not allow anyone who is not the girl's brother, sister, or parents. Do not permit meeting with any relatives either.

Thank you Abhi. We shall implement this. Thats why I thought we should have a visitor card attested by the Company and given to the visitor.
Each tiem he comes he has to show us that card and we will also haev one copy and verify it with what is produced..
But we should make it more strict..Thanks for your comments

Yaar Asha, I just noticed something in the visitor's detail form, taking into account the scenario that you have explained. I feel the DATE & IN/OUT TIME of the Visitor should also be included.

And "the affix photo" - I wonder if visitors will carry photos with them (considering the employees are 12th grade graduates or less).

- Marital status and sex should also be included in a basic form.
- You can also ask the visitor to carry the form with them, get it signed by the person they are visiting, and return it upon exit. This way, you can verify if the visitor met the intended person at the entrance.

Hi Kavitha!

I forgot the marital status part. :) Regarding the photo - actually, the girls are hired from the villages, and when they come to join us, we ask them to be accompanied by their parents or people who would visit them in the future. At that time, we can ask them to bring their photos. Since it's seasonal recruitment (scheme girls), maybe we can have a photographer take the photo of the parents and give one copy to them - to keep one copy in the visitor card. :idea: I don't know if management would be okay with the photo part though. And yes, we will have a note where the girl will sign.

I am thinking of "a separate room" for visitors. That is - anyone who wants to meet them can meet them there. (Just thought when you mentioned about the signing part)

Understanding that this will also be provided in the regional language, you can just mention the number of children/brothers/sisters instead of having separate fields for each. Then, you can rearrange the order, maybe pushing down the physical data below educational data. There, you can include details of physical challenges as mentioned in the form. Also, you can include the contact person's address apart from their contact numbers.

Oh, fine then. If you are able to make arrangements for photographers, yep, a separate visitor's room would solve half of the problems, dear. You can also include a field for any previous experience (if they were working in any other mill earlier).

The 'Religion & Caste (BC/SC/ST)' column can be added. It will be useful for the organization as well as for submitting data to Govt agencies, if asked for.

Dear Asha,

First of all, how has your organization permitted that type of visit to your shop floor area, doesn't matter if they are relatives of our employees. We might lose our business secrets through unauthorized/unidentified visitors. I think we need to prepare a policy for visitors/organizational guests and specify at what level and point they are allowed to visit. Additionally, mention specific meeting times, designate a meeting area, and if your employees leave the premises, mark them as absent or on short leave/leave, etc.

Please note that I am not aware of the type of organization you have; this is my personal opinion. If possible, please consider these suggestions.

Thank you.

Dear Tiwari,

You do have a point. Our unit is a spinning mill. We do have a separate hostel for girls as they are very young. Therefore, we allow parents, sisters, and brothers to visit them. Sometimes, we have them come to pick the girls up during weekends and drop them back at the start of the week.

Dear Ash,

I do agree with Johny... I think you should have one separate visitor room with a closed-circuit camera. You can record the person's activity, and it would be beneficial for future references. Similarly, you can maintain your visitor register as I suggested earlier.

Hope it will be helpful for you.

Dear Asha,

Thank you for taking note of the same. It is better to decide based on the perspectives of both employees and employers. However, here we can suggest a way to create a smooth and hassle-free working environment. I do not recommend placing hidden cameras everywhere, as this could alter employees' mindset and may not be favorable for your company. You cannot control their weekend visits to relatives; you can only enforce regulations on your premises. Consider implementing a visitor register at the hostel's main gate, instructing security to strictly monitor and implement a pass system. Where direct actions may fail, a tactful approach could work. Conduct an employee feedback survey to understand how they feel about frequent visits from relatives and consider implementing a moral policing strategy at your company. Additionally, emphasize on your IR network to ensure accurate information about shop floor activities.

Hi Ash,

1. I would suggest you include the "language known" column in the application.

2. In the Visitor Application, I don't think the photo column is required, but you can add "time in" and "time out."

3. Issue them the Gate Pass and take their ID, then return it to them when they leave. This will help in keeping track of visitors.

Saji

Dear Ash Mathew,

Some adjustments in that form... as per my knowledge... what is the difference between the 6th and 7th columns, father's and mother's?

a) Just mention family details, that's all, instead of that detailed 6th column.

b) Just add 3 more columns as (1) Marital status instead of naming the spouse/son/daughter... (2) Expected salary (3) Experience details/salary for further reference (4) names/Contacts of the Referred candidate (5) Enclosed Documents (DOB proof V.IMP as per labor act).

c) In the 10th column, you can use the columns of that Excel sheet instead of rows to cover the space.

Wish you good luck.

Regards,
SYAMSUNDAR

Dear Syam Sundar,

Thank you so much.

Again, as I earlier mentioned - this is not for people at executive levels, with whom we can have a form for mentioning expected salary. They are raw hands, and salary is already fixed.

Family: Mother and Father's details are important. 1 - you let the parents know that we are concerned about the safety and 2) Yes - we need to know about the family background of the village girl who is hired.

Experience details: They don't have experience :-) Raw hands. I will incorporate DOB proof.

Marital status - we can include. But definitely need the name of the spouse and their occupation too. It matters in this industry - especially with unskilled labor.

Thanks for your time. :)