New to HR: What Essential Details Should Be on Employee ID Cards in Construction?

I have recently joined as an HR Executive in a Construction Company, and I am a fresher too. I want to formulate a new HR policy that includes introducing ID cards for all employees. What details of employees and the organization can I mention on the ID cards? Are there any specific pieces of information that are mandatory to include on an ID card? Additionally, are there any requirements that an organization must fulfill to introduce ID cards?

Please reply.

Regards,
Rucha
HR Executive

I am also working in a construction-based company as an HR executive. We introduced ID cards with the following data:

- Name
- Employee No
- Blood group
- Contact No
- Company logo

On the back side of the card, we included the employee address and company address along with the approving authority's signature. I hope this information may help you. All the best.

Kindly find attached the guidelines for ID cards. Along with it, you could also mention an emergency contact name and number, which could be printed on the ID card. Hopefully, this should help.

Regards

On the front side:

1. Company name and logo
2. Photo of employee
3. Employee number
4. Signature of issuing authority & employee

Please add on the back side:

1. Date of joining of employee
2. Blood group of employee
3. Residential address of employee
4. Contact details of family
5. Instructions on what should be done if the ID card is lost or misplaced
6. Office address and phone number

This is standard in most organizations. Hope this helps you.

Cheers!

Congrats on your new job, Rucha, and I appreciate your effort to elevate the HR standards of the company. Here is my comment.

ID Card Design and Information

The ID card should not be excessively large or contain overly detailed information. Typically, the front side of the card should include the following minimum information:

- Company Logo & Name
- Date of Issue (of the card)
- Photo & Signature
- Name (of the employee)
- ID No. or Badge No.
- Sex
- Joining Date
- Profession (this can be avoided if you assign colors to each trade, such as laborers in green, masons in yellow, office staff in white, etc.)
- Grade/Class (this identifies the years of experience with the company, e.g., A for 1-2 years, B for 3-5 years)
- Division/Department
- Date of Birth
- Blood Group

Information on the Rear Side

On the rear side of the card, you can include:

- Emergency contact number of the employee (in case of an accident; this should always be on the rear side to prevent misuse, especially for female workers)
- Company's safety instructions

Arranging all these elements in a well-organized format will enhance the card's appearance and style.

Cheers,

Liju Philip
Office Manager

The attachment uploaded is not as per any statutory requirement. However, it does meet the basic requirement of an Identity Card. The basic definition of an ID Card is "a card or document that serves to identify a person, or to prove his age, membership, etc." I am not aware of any particular statutory requirement being imposed on the making of an ID Card. The format uploaded is typically used by companies to display the basic information of the employee.

Essential Details for Employee Identity Cards

For an identity card, the following details are sufficient and commonly used in most PSU and ISO 9000 standard units:

• Name
• Designation
• Department
• Blood Group
• Contact Number

Please do not treat the identity card as a personal file card for the employee, as this can lead to internal conflicts among employees. Avoid mentioning the Date of Joining, contact details of family members, class/grade, etc. These aspects can have negative repercussions in large manufacturing units.

In the event of an accident or unforeseen incident involving the employee, having these basic details on the card ensures that authorities like the police or medical responders can easily contact the company for necessary actions. The company will then take care of the situation.

It is important not to disclose the employee's personal residential number on such identity cards. In units with more than 8-10 unions, such disclosures can make the situation vulnerable to various incidents.

Regards

Thank you very much for your valuable suggestions. I will surely apply your suggestions for the preparation of ID cards.

Thank you!

Regards,
Rucha.

Please find attached the General Order (GO) containing details to be included on the ID cards - Form 25C, as per the Inspector of Factories (Tamil Nadu).

Regards

You can add the following:

a) Give a separate color to the ID card if some departments are not allowed to enter the construction site.

b) Write instructions related to the misuse of the card.