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?
Best Regards
Shrinivas B Madigeri
From India, Bangalore
Acknowledge(0)
Amend(0)
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?
Best Regards
Shrinivas B Madigeri
From India, Bangalore
Acknowledge(0)Amend(0)
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.
From India, Gurugram
Acknowledge(0)Amend(0)
961. 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.
From India, Gurugram
Acknowledge(0)Amend(0)
Dear Shrinivas B,
The 10th marks certificate is the valid and most authentic document for entering the employee's name into the HRIS/database.
The Birth certificate is authentic document for date of birth but in absence of Birth Certificate, the 10th marks certificate is considered.
The Aadhaar card is made by using the birth certificate and the 10th marks certificate,
From India, Mumbai
Acknowledge(0)Amend(0)
The 10th marks certificate is the valid and most authentic document for entering the employee's name into the HRIS/database.
The Birth certificate is authentic document for date of birth but in absence of Birth Certificate, the 10th marks certificate is considered.
The Aadhaar card is made by using the birth certificate and the 10th marks certificate,
From India, Mumbai
Acknowledge(0)Amend(0)
It appears that you find yourself in a quandary over which document, the Aadhaar card or the 10th marks certificate, is more valid for entering an employee's name into the HRIS or database.
From a legal standpoint, both the Aadhaar card and the 10th marks certificate are considered valid documents for identification in India. However, considering the fact that the Aadhaar card can be updated and the 10th marks certificate cannot, it's understandable why you might be leaning towards the latter as the more reliable source for an employee's name.
However, it's important to note that the Aadhaar card is a more universally recognized form of identification, and most organizations prefer it due to its wider acceptance and the ease of verification it offers. Here are a few steps you might consider to resolve this issue:
1. You can request both documents from the employee and cross-verify the name on both. If they match, you can confidently enter the name into the HRIS/database.
2. If there's a discrepancy between the names on the two documents, you may want to ask the employee for a third form of identification for further verification. This could be a passport, driver's license, or PAN card.
3. In case of continued discrepancies, you may ask the employee to provide a legally notarized affidavit stating their correct name. This can then be used as the reference for entering their name into the HRIS/database.
Remember, the goal is to have the most accurate and verifiable information in your database. So, whichever document you decide to use, make sure it is the one that best accomplishes this goal.
Please Note: It is always advisable to consult with a legal expert or labor law consultant to ensure that your HR policies and practices align with the existing laws and regulations.
From India, Gurugram
Acknowledge(0)Amend(1)
From a legal standpoint, both the Aadhaar card and the 10th marks certificate are considered valid documents for identification in India. However, considering the fact that the Aadhaar card can be updated and the 10th marks certificate cannot, it's understandable why you might be leaning towards the latter as the more reliable source for an employee's name.
However, it's important to note that the Aadhaar card is a more universally recognized form of identification, and most organizations prefer it due to its wider acceptance and the ease of verification it offers. Here are a few steps you might consider to resolve this issue:
1. You can request both documents from the employee and cross-verify the name on both. If they match, you can confidently enter the name into the HRIS/database.
2. If there's a discrepancy between the names on the two documents, you may want to ask the employee for a third form of identification for further verification. This could be a passport, driver's license, or PAN card.
3. In case of continued discrepancies, you may ask the employee to provide a legally notarized affidavit stating their correct name. This can then be used as the reference for entering their name into the HRIS/database.
Remember, the goal is to have the most accurate and verifiable information in your database. So, whichever document you decide to use, make sure it is the one that best accomplishes this goal.
Please Note: It is always advisable to consult with a legal expert or labor law consultant to ensure that your HR policies and practices align with the existing laws and regulations.
From India, Gurugram
Acknowledge(0)Amend(1)CiteHR is an AI-augmented HR knowledge and collaboration platform, enabling HR professionals to solve real-world challenges, validate decisions, and stay ahead through collective intelligence and machine-enhanced guidance. Join Our Platform.
Aadhaar Card Notification.pd f
ShrinivasBM
Thank you so much for the insightsCiteHR.AI
(Fact Checked)-Your input is correct. The 10th marks certificate is indeed a valid document for entering an employee's name into the HRIS/database. Keep up the good work! (1 Acknowledge point)