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Employee Data Management & Agreements

GR's Caricature in Gene Form...Created for his 1st Job book.

We shall review some of the key attributes of support that Employee Data can provide us in this posting.

For any business success Data becomes the key for any decisions and review. Similarly the data related to employees is like the heart of the organisation. The data availability related to employees would help in initiating many HR plans in organisation. The data can collected in as many head as possible... This can be termed as " Employee Data Sheet" "Employment Data Form" etc.,..... some of the data points are mentioned here below:

- Employee Personal Data : Related to Name, Contact/emergency/permanent Address, date of birth, family details with their occupation and date of birth (this may be helpful for insurance for family)
- Employee Educational Details
- Employee Past work experience & career progression details- including the reporting managers and contacts for reference based on need.
- Employee Licenses, Visas and permits etc.,
- Employee Hobbies, Interests, Achievements etc.,
- Employee Statutory details like previous PF, Insurance etc., details
- Need based Information which may be of importance in long-run

It may be very difficult task to compile all the data but with a simple discipline in managing the data from day-one of joining would help.. You could develop a document with all the above details and print and capture the details at the time of induction/joining.

Its also advised to collect every possible copy of the data for proof which would be of great help in future. Example: A passport would help for any international assignment when in need. We had experiences some time the employee came to us for a copy of his Driving license to apply for a duplicate when they lost...

Key is to identify the data points which would be of great help. For Example; While collecting the emergency data you may take the name, telephone number of the person.... but if you have not collected the data of mother tongue or the language the person would be comfortable to understand makes a lot of difference. Many of the Indian languages are important when you communicate with them... or HINDI if its understood by the other person... possibly adding preferred language when contacting that person would help in seeking support from an employee who is comfortable in that language.

Employee Agreements:

The most difficult task for SME's is to retain the employees after initial effort of grooming fresh resources (for cost advantage many SME's spend time in fresh talent). Many of the organisations based on the criticality and the obligations of the customers may have to enter into many agreements as part of the employment. These may include Service Agreement (for support a certain duration of service with the organisation), Confidentiality Agreement (areas where the work and the information confidentiality is utmost), Non-Disclosure Agreements ( For any critical information which the employee may possess during and after employment), International Assignment Agreements ( Sending on deputation, work execution to International locations) and many more based on the need of the organisation.

All these agreements are essential for conduct of business, however it is important to make sure that the employee read every bit of it and understand. Many a times these are filled like formalities and when a situation arises it may lead to heart burns... It is always advised to spend more time in understanding these agreements and interpret to make sure that what the you meant is understood by the other party equally.

One word of caution: There are many documents are available ont he Internet for above agreements. however, please do read thoroughly and understand and interpret with a legal expert before applying. This would help a lot of time in the future.

Please do write to us at husys for any questions at

GR Reddy
Chief Facilitator

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