To keep your HR operations running smoothly, it's advisable to maintain meticulous records. Here are some types of data and records you might consider:
1. Employee Information: Keep a comprehensive record of all employee information. This should include personal details (name, address, contact information), job role, salary details, date of joining, and any other relevant information.
2. Attendance and Leave Records: Maintain a daily attendance sheet for all employees. Also, keep track of leaves taken, leave balances, and any late arrivals or early departures.
3. Payroll Data: This includes basic pay, allowances, deductions, overtime, bonuses, and reimbursements. It's also important to record tax deductions under various sections as per the Indian Income Tax Act.
4. Recruitment Data: Keep a record of job openings, applicants, shortlisted candidates, interview schedules, and the final selection.
5. Performance Appraisals and Promotions: Track employee performance reviews, ratings, feedback, and any resulting promotions or salary hikes.
6. Training and Development: Record the details of any training programs employees participate in, their performance, and skills acquired.
7. Exit Data: Maintain a record of employees leaving the organization, including their exit interviews and final settlement details.
8. Compliance Data: Ensure you're complying with labor laws and regulations. Keep records of Provident Fund (PF) and Employee State Insurance (ESI) contributions according to the Employees’ Provident Fund Act (EPF) and the Employees' State Insurance Act (ESI) respectively.
Please remember, the confidentiality and security of all personal data should be maintained as per the Indian IT Act, 2000, and the Personal Data Protection Bill, 2019.
You can create Excel sheets for each of these categories. Use Excel's data validation, conditional formatting, and pivot tables features to streamline your work.
Lastly, consider using HR Management Software in the future. It can automate many of these tasks and reduce the chance of errors.