Which Document is More Reliable for Employee Name: Aadhaar Card or 10th Marks Certificate?

Dear All,

I seek your guidance regarding the most authentic document to refer to when entering an employee's name into the HRIS/database.

Between the Aadhaar card and the 10th marks certificate, which should be considered more reliable? While the Aadhaar card is widely used for various official purposes and can be updated, the name on the 10th marks certificate is generally fixed and cannot be changed.

Given this, which document should be prioritized for consistency and authenticity in employee records?

In determining the most reliable document for an employee's name in the HRIS/database, it is crucial to prioritize accuracy and consistency. Here are some practical steps to consider:

1. Legal Compliance: Check the relevant labor laws or company policies that specify the acceptable documents for verifying an employee's name.

2. Primary Document: Generally, the Aadhaar card is a widely accepted and versatile document for official purposes. It can be updated to reflect any changes in the employee's name.

3. Secondary Document: The 10th marks certificate, while a significant document, usually has a fixed name that cannot be altered easily.

4. Consistency: Prioritize using the document that allows for consistency in the employee records. If the Aadhaar card is legally permissible and provides the flexibility of updates, it may be the preferred choice.

5. Verification Process: Establish a clear process for verifying and updating employee names in the HRIS/database. This process should comply with data protection regulations and ensure accuracy.

6. Employee Communication: Communicate clearly with employees about the preferred document for name verification and any required updates.

By following these steps and considering the practical aspects of document reliability and consistency, you can make an informed decision on which document to prioritize for maintaining accurate employee records.