Time keeping, HRM & workers records

The various methods of time-keeping for recording the attendance of workers at the gate of the factory may be grouped as below :
(i) Manual methods,
(ii) Mechanical methods.
Manual Methods:
The following are included under manual methods of time keeping :
a) Attendance Register method,
b) Disc or Token method
A) Attendance Regtister Method:-
This is a method of time recording under which a register is kept at the entrance of the factory. This register is maintained with necessary columns like name, identify number of the employee, arrival and departure time of a worker etc. The noting down of arrival and departure time of the workers may be done by the workers themselves or by an employee specifically appointed for this purpose. Then the entries are made to individual attendance records from such register.
Advantages :-
a) This method is simple and inexpensive
b) This method can be followed in small concerns where no. of workers is not large.
Disadvantages :
a) This method is unsuitable in large organisations because there will be hold-ups of workers at the time of getting in and out.
c) It involves extra clerical costs for maintaining individual attendance records.
B) Disc or Token Method :-
Under this method, each worker is allottted a metal disc or token bearing his identification number. Such discs are placed on hooks on a board serially and kept at the factory gate or entrance of the department. At the time of entering into the factory or department, the workers remove their respective discs and place them in a box kept nearby. After the schduled time, the original box is removed and a “late box” is substituted. The late box is taken away at the end of the maximum late time allowed.
The time keeper records the attendance in a register for the purpose of preparing payrolls.
Advantages :
a) This method is simple and economical.
b) This method is applicable only to small organisations.
Disadvantages :
a) A fellow worker may proxy for his colleague by putting his disc in the box.
b) This method may also involve much clerical work,
c) There is possibility that the time keeper may make deliberate mistakes.
Mechanical Methods:
The Mechanical methods that are generally used for recording “In” and “Out” times of workers may be as follows !
a) Time recording clocks
b) Dial time recorders.
(I) Time Recording Clocks :-
It is a mechanical device which automatically records the time of workers. Under this method, clock card or time card is allotted to each worker for one week duration. These cards are serially arranged and kept in a tray near the factory gate. When the worker enters into the gate, he picks up his time card from the tray, puts it in the time recording clock. Then the exact arrival time is recorded at the space provided on the card against a particular day. This time recording process is repeated when the worker leaves the factory after his work. Other particulars of time regarding lunch, late arrivals, early leaving and overtime are printed in red so as to distinguish these from normal period spent in the factory.
Advantages :-
a) There are no chances of dispute arising in connection with recording of time of workers because time is recorded by the clock and not by the time-keeper.
b) There is no scope for partiality or carelessness of the time keeper as it is in the case of manual methods.
Disadvantages :
a) There are chances that a worker may try to get his friend’s timecard from the gate and get him marked present even if he is late or absent.
b) When the time recording clock becomes out of order, then recording of time of workers is disturbed.
(II) Dial time recorders :
This is a machine which has a dial around the clock with about 150 holes. Each hole represents a number which corresponds the identification or token no. of the worker concerned. There is one radial arm in the centre of the dial. When a worker enters into the gate of the factory, he has to press the dial arm into a hole corresponding his identification number and the time is automatically recorded on the roll of paper placed inside the dial time recorder against his number. The paper placed inside the machine provides a running account of worker’s time. This helps in preparing payroll.
Advantages :
a) This method allows greater accuracy and avoids much loss of time.
b) This method avoids the necessity of recopying the attendance time in the pay roll.
Disadvantages :
a) Capacity of this machine is limited,
b) Presence of time keeper is necessary to prevent fraud and irregularities which requires additional costs.
c) Installation cost is high.