Personal details
| Field | Note | Owner |
|---|---|---|
| Employee ID | Unique, never reused after someone leaves | HR |
| Full name as on identity document | Keep a separate preferred name if needed | Employee, checked by HR |
| Date of birth | Check against the identity document | Employee |
| Gender | Optional field if used for reporting | Employee |
| Marital status | Add only if needed for a benefit or form | Employee |
| Nationality | Employee | |
| Blood group | Useful for emergencies at sites | Employee |
| Photograph | Employee |
Job and organisation
| Field | Note | Owner |
|---|---|---|
| Date of joining | HR | |
| Employment type | Permanent, fixed term, contract, intern, trainee | HR |
| Designation and grade | Linked to the salary band | HR |
| Department, cost centre, legal entity | Needed for payroll and reports | HR |
| Reporting manager | Update on every change in reporting line | HR |
| Work location and work mode | HR | |
| Probation end date and confirmation date | HR | |
| Notice period | As per appointment letter | HR |
| Shift and weekly off pattern | Manager and HR | |
| Status | Active, on notice, on leave, separated | HR |
Pay and bank
| Field | Note | Owner |
|---|---|---|
| Annual CTC (₹) and pay components | Restrict access to payroll and HR | Payroll |
| Variable pay or incentive plan | Payroll | |
| Bank name, account number, IFSC | Check against a cancelled cheque or passbook | Employee, checked by payroll |
| Pay revision history | Date, old and new pay, approval reference | Payroll |
| Advances, loans and recoveries | Linked to approvals | Finance |
Statutory and identity numbers
Keep only the numbers you need for payroll, tax and the registrations that apply to your establishment. Examples are PAN, Aadhaar where you are permitted to hold it, provident fund and insurance numbers, and other state registrations. Which ones apply to you is a question for your legal adviser or compliance consultant.
- PAN or tax identification: [Field].
- Provident fund and pension account number: [Field, if applicable].
- Employee insurance number: [Field, if applicable].
- Other registrations required for your state or sector: [Field].
- Nominee details for benefits: [Name, relationship, share].
Contact, documents and history
- Current and permanent address, official phone number, personal email.
- Emergency contact: name, relationship, phone number.
- Education and qualifications, with certificate status: seen, verified, pending.
- Previous employment: employer, designation, dates, experience letter status.
- Documents on file: appointment letter, policy acknowledgements, confidentiality agreement, certificates, probation outcome.
- Movement history: promotions, transfers, role and manager changes, each with effective date and approval.
- Exit details: resignation date, last working day, reason category, clearance and settlement status.
Looking after the data
- Give access by role: pay and bank fields only to payroll and HR, medical details only to HR.
- Keep a log of who changed which field and when.
- Let employees view and correct their own details through a form or self-service.
- Collect only what you will use. Remove fields nobody uses.
- Agree how long records are kept after exit and how they are disposed of, after taking advice from your legal adviser.
A starting point, not legal advice. Check the final wording against your contracts and the rules of your state, and have a qualified professional review it before you issue it.