Employee Records Retention Checklist

EMPLOYEE RECORDS CLOSURE CHECKLIST

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Last Working Day:

[Last Working Day]

Exit Type:

[Resignation / Retirement / Termination / Death / Other]

A. HR Operations

• HRMS status changed to Exited with last working day
• Employee code marked deactivated in code register
• Date of exit marked for PF on employer portal
• ESIC exit updated (if covered)
• Removed from group insurance from [Date]
• Relieving and experience letters issued and acknowledged

B. IT and Admin

• Email, HRMS, VPN and application accounts disabled
• Biometric template and photo removed from attendance / access devices
• ID and access cards returned and destroyed
• Company devices returned and wiped

C. Finance

NEW JOINER DOCUMENT CHECKLIST

Joiner Name:

[Employee Name]

Designation:

[Designation]

Date of Joining:

[Date of Joining]

Checked by:

[HR Name]

A. Identity and Address

• PAN card copy
• Aadhaar – masked copy (last 4 digits visible only)
• One address proof (passport / utility bill / rent agreement)
• Two passport-size photographs (for ID card)

B. Education

• Highest qualification certificate (original seen and returned)
• Class 10 certificate (date of birth proof)
• Professional certificates or licences required for the role

C. Previous Employment (experienced joiners)

EMPLOYEE PERSONAL INFORMATION FORM

Company:

[Company Name]

Employee ID:

[Employee ID]

Date of Joining:

[Date of Joining]

Form Date:

[Date]

1. Personal Details

2. Contact Details

3. Statutory and Payroll Details

EMPLOYEE MASTER DATA SHEET

Company:

[Company Name]

Data as on:

[DD/MM/YYYY]

Maintained by:

[HR Name]

This sheet holds the minimum master data needed to run payroll, headcount reporting and statutory compliance. Bank details, health information and identity documents are kept in separate restricted records and are not entered here.

Column guidance

• Emp ID: never reuse an ID after an employee exits.
• Employment Type: use only the values in your drop-down list.
• ESIC No.: enter NA where wages exceed the ESI coverage limit of ₹21,000 per month.
• Status: change to Exited only after the last working day is confirmed.

Privacy notice: [Company Name] collects the details on this page only for workforce administration, payroll and statutory reporting. Access is limited to authorised HR staff, and the record will be kept for as long as the employee is on the rolls and for the archival period in the records retention policy, after which it will be securely deleted or destroyed. You may ask HR to see or correct your data, consistent with the Digital Personal Data Protection Act, 2023.

REGISTER OF EMPLOYEES (MASTER REGISTER)

Name of Establishment:

[Company Name]

Address:

[Company Address]

Registration No.:

[Registration Number]

Register Period:

[DD/MM/YYYY] to [DD/MM/YYYY]

Instructions for maintaining this register

1. Enter employees in order of joining and keep serial numbers continuous.
2. Fill Date of Leaving and Reason for Leaving only after exit formalities are complete.
3. Corrections must be struck through once, rewritten and initialled with the date.
4. The register must not hold bank, health or full Aadhaar details.
5. Produce the register when requested by an authorised inspector.

Privacy notice: [Company Name] collects the details on this page only for maintaining the statutory register of employees and confirming service history. Access is limited to authorised HR staff, and the record will be kept for the period required by applicable labour laws and the company retention policy, after which it will be securely deleted or destroyed. You may ask HR to see or correct your data, consistent with the Digital Personal Data Protection Act, 2023.

EMPLOYEE DATABASE FORMAT – FIELD DICTIONARY

Organisation:

[Company Name]

Version:

[Version Number]

Approved on:

[DD/MM/YYYY]

Data Owner:

[HR Name]

This field dictionary defines the employee database for [Company Name]. Each field must have a stated purpose; fields without a purpose are not collected.

Access levels

• HR administrator: full read and edit access.
• Payroll: salary, bank, statutory fields only.
• Reporting manager: work-related fields for direct reports only.
• Employee: read access to own record through self-service.

Privacy notice: [Company Name] collects the details on this page only for designing and operating the employee database. Access is limited to authorised HR staff, and the record will be kept for the retention periods listed against each field above, after which it will be securely deleted or destroyed. You may ask HR to see or correct your data, consistent with the Digital Personal Data Protection Act, 2023.

EMPLOYEE ID ALLOCATION FORM

Form No.:

[Reference Number]

Date of Request:

[Date]

Requested by:

[HR Name]

A. Joiner Details

B. Category

• Permanent employee
• Fixed-term employee
• Trainee / Apprentice
• Intern
• Rejoining employee (previous ID: [Employee ID])

C. Allocation (HR Operations)

EMPLOYEE CODE REGISTER

Company / Entity:

[Company Name]

Code Series:

[Prefix]-0001 to [Prefix]-9999

Register Owner:

[HR Name]

Rules

• Each code is allotted once and is never reused.
• Every row must reference an approved Employee ID Allocation Form.
• On exit, enter the last working day as the deactivation date within two working days.
• Quarterly, reconcile active codes with the payroll register and note mismatches below.

This register holds only the details needed to control employee codes. It is accessible to HR operations and internal audit only, as part of the company's data-minimisation practice under the Digital Personal Data Protection Act, 2023.