Insights on Maintaining ID Card Register in Industrial Establishments: Legal Compliance and Record-K

Hello to all HR professionals,

The company I have joined does not maintain an I-card register. I have made a proposal to management to start maintaining it to avoid any potential legal issues. Now, should I begin maintaining it with new joiners or should I start from the very first employee who may have already left the organization?

If I have to maintain it starting from the very first employee, what should be my first steps?

Thank you.

What is an ID card register?

What legal hassles are you preempting? If you have to start with the active employees first, and I am not sure how you would do it for employees who have left.

Dear member, if you don't know what an ID card registration is, then there is no need to reply. I feel like I have been insulted by your response.

If you want to proceed with this process, you must issue a unique ID card to all employees, both existing and new hires. There is no need to issue ID cards for employees who have already left the company; however, you can assign a specific ID number to them for your reference.

Dear friends,

I am inquiring about the register that is maintained in every industrial establishment. This register includes the photo ID of the employee, their date of birth, date of joining, their signature, and the signature of the authorized person.

Thank you.

Hi Jasmin,

I am well aware of the ID card, but I am not sure what exactly you are referring to. Please understand that each organization has different terminology and does not necessarily follow standard guidelines.

I am surprised that you are insulted by my questions regarding the specific industrial establishment you are referring to - whether it is related to manufacturing or services. This is why I asked those questions, as certain organizations have exemptions under SEZ for maintaining such registers.

What system does your organization use to determine if an employee belongs to the organization? For example, some organizations have separate employee IDs and security IDs.

Regards

Dear Nainz,

Thank you for your reply. I work in the diamond manufacturing industry and I am well aware of the ID card that each employee possesses. What I am requesting is the maintenance of a register containing the employee's photo, date of birth, date of joining, and signature. This register is usually managed by the HR department.

I recently joined this company, and prior to my arrival, the company did not maintain an ID card register. I have now been instructed to set up this register promptly. I am unsure where to begin. Should I start by entering details for employees who have left the organization or should I begin with my own information at the beginning of the register?

Thank you.

Hi Jasmin,

Please let me know if it's a company-maintained register or if you are referring to some government/CLA/labour law-defined register. If it's a company-maintained register, you can start by inputting existing employees; there should be no legal issues. However, if it is a register defined under the Factories Act or CLA Act, then you must maintain it from the beginning. You should at least cover the data of the last two years; I am certain the company has data of former employees in old records. You can assign serial numbers accordingly or based on employee codes.

Regards,
Umesh Agarwal

Hi, since you are starting from the beginning, you should start a register with the current employees. For employees who have left, maintain a separate register for the earlier group. Also, you may want to check if there is any prescribed format required by law.

My, my. For someone who is asking for help, you are very touchy. Someone asks for clarification on what the register is and which legal hassle you are avoiding, and you insult him with your reply.

My company conducts legal compliance audits for about 100 factories around the country, and I have not come across anything called the I-card register. So please enlighten me as to which act, section, or rule this register falls under and what legal risks its non-maintenance entails.

Dear Jasmin,

According to the Factories Act rules, you are required to maintain the I-Card register as your industry falls under manufacturing, as stated in Form 12-A. The Identity Card of Workers is governed by Rule 80-A and is to be issued to every worker with the signature of the occupier/manager of the factory.

Thank you.

Dear Jasmin,

You are inquiring about the register that is maintained in every industrial establishment, which has certain columns as follows:
1. Sr. No.
2. Employee ID
3. Employee's Name
4. Father's Name
5. Date of Joining
6. Date of Birth
7. Designation
8. Signature of Employee
9. Remarks

You are asking about the ID card issuing Register. You may maintain this register for current employees.

Mohan

Hi Jasmine,

As per the Company Law of 1956, it is compulsory to maintain the ID card register or Form No. 36 with all the details such as name, address, passport-sized photograph, etc. This documentation also helps in claiming for the worker's compensation policy or in the case of an accident. Furthermore, it serves the purpose of audits.

The main point to note is that you must maintain this ID card register or Form No. 36. This register only covers details of on-role employees. For casual employees, it is sufficient to maintain the muster roll or attendance register.

Dipal Patel