Guard Records With Document Dates

Each guard has one record holding personal details, payroll numbers, verification and training papers with their dates, and the sites worked. A client request is answered by search.

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Where guard papers are kept

Guard papers are often held in physical files that move between offices and sites. A guard transferred to another site can leave his folder behind. A single record per guard keeps the papers in one place, whichever site he is posted to.

What the record holds

The person

Photograph, address, phone numbers, next of kin and the date of joining are held on the record.

Payroll numbers

Bank account, UAN and ESIC number are stored so the wage sheet and the bank transfer file use the same details.

Papers with dates

Identity and address proof, police verification, training completion and licence copies each carry the date they fall due.

Sites worked

The sites and posts he has worked are listed. A client asking about one guard is answered from the record.

Uniform and kit

Items issued are recorded, and so is what is recovered when he leaves.

What the record supports

Verification and training dates falling due in the next two months
Papers for one client’s site, produced as a list
Guards with missing documents, before an inspector asks
Advances outstanding against a guard who wants to leave
Records carried across from your files before the first roster is published

FAQ

Frequently asked questions

Does holding these papers make our agency PSARA compliant?

No. Software does not confer compliance. Licence copies, verifications, training dates and wage records are held on each guard’s record, and what applies to your agency is a matter for your advisor.

Can we upload scanned copies?

Yes, against the guard’s own record. A photograph taken on a phone is usually enough for the office.

Who inside the office can see a guard’s Aadhaar?

Only the people you name. Access is by role, so operations can work the postings without opening bank details or ID copies. Roles are agreed with you before go-live.

Can you bring our existing guard files across?

Yes. Guards, papers, current postings and outstanding advances are loaded from your spreadsheets and files before the first roster is published. Your office can compare against the old sheet.

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