Format For Creating Employee Id Number For Profiling And Database Generation

Dear Sir,
I would like to formulate a employee identification number for an engineering college, so that all his data will be related to that id number, the complete employees profile and service record will be located by that number.
So i would like to know what are the parameters to be considered before giving every employee a id number, and what will be the ideal number size.
Thanking you
Mr. Vivek Gulhane

I would suggest you to Categorize by Role and Department.
Ex:
M12345 - Maths Department
C12345 - Chemistry Department
A12345 - Admin Department
If your total employees is not more than 1000, Stick to 5/6 Digits. This will help manage the system even after 10 Years of attrition.

Dear Mr. Vivek,

It is indeed a great thought of having identification number. While formulating a unique ID number to each individual is basic criteria, I can think of following parameters requiring consideration:

Will ID number be restricted to only employees or also include students and temporary / visiting staff of your college? You may want to have uniformity throughout all the college personnel and can even identify alumni through ID number if issued to students.

Assuming lecturers will not be restricted to any particular department, having a generic ID number starting with 3 to 4 alphabets of college followed by number may make ID number specific to your college. Also have just number especially 0 in the beginning will require format change in excel else the number 0 will not be visible and may affect certain applications.

If your college is using or plans to use any application or software to maintain records where this ID number will form an input, you will also have to consider the input format of it.

Number size will again depend on the individuals to whom ID number is being issued. If students are involved, every year at least 300 numbers will get used. Accordingly you can calculate years you would want to have this ID before increasing its range.

Regards,

Shivaraj