Order 14. Service record

(1) Matters relating to service card, certification of service, change of residential address of workers and record of their age shall form part of service record and –

(i) every industrial establishment shall maintain a service card in respect of each worker electronically or in manual form, wherein particulars of that worker shall be recorded with the knowledge of that worker in Form (ii) and shall be updated periodically:

Provided that, in case of manual maintenance of service card, the record shall be duly attested by an authorised officer in this behalf together with date;

(ii) every worker shall be entitled to a service certificate, specifying the nature of work, designation and the period of employment (months, years) at the time of discharge, termination, retirement or resignation from service to be issued by the employer within ten days of such instance;

(iii) every worker shall notify the employer as soon as possible at the time of engagement, the details of his residential address, mobile number, e-mail, emergency contact name and number, nominees for claiming dues in case of death and thereafter promptly communicate to his employer any change of his residential address:

Provided that in case, the worker has not communicated to his employer the change in his residential address, the last known address shall be treated as residential address for sending communication;

(iv) every worker shall indicate his exact date of birth to the employer at the time of entering service in the industrial establishment and the employer before entering the date of birth of a worker in service record, require the worker to submit,-

(a) matriculation or school leaving certificate granted by the Board of Secondary Education or equivalent certificate; or

(b) a certified copy of his date of birth as recorded in the registers of a municipality, local authority or Panchayat or Registrar of Births; or

(c) a copy of Aadhaar, if agreed by the worker;

(d) in the absence of either of the aforesaid three categories of certificate, the employer or the officer authorised by him in this behalf may require the worker to supply, a certificate from a Government Medical Officer not below the rank of an Assistant Surgeon indicating the probable age of the worker:

Provided that the cost of obtaining such certificate is borne by the employer;

(v) where it is not practicable to obtain a certificate from a Government Medical Officer, an affidavit sworn, either by the worker or his parents, or by a near relative, who is in a position to know about the worker’s actual or approximate date of birth, before a first Class Magistrate or Oath Commissioner, as evidence in support of the date of birth given by the worker.

(2) The date of birth of a worker, once entered in the service card shall be the sole evidence of age in relation to all matters pertaining to service including fixation of the date of retirement from the service of the industrial establishment.

(3) All formalities regarding recording of the date of birth shall be finalised within three months of the date of the appointment of a worker.

(4) In cases, where date of birth of any worker has already been decided before the standing orders come into force shall not be reopened.