Record/form	Hub	Minimum fields	Frequency	Owner	Evidence
Establishment master	All hubs	Legal name, addresses, branches, headcount, activity, appropriate government, registrations	On setup and change	HR + Legal	Board/authorisation, lease, incorporation and activity evidence
Appointment letter register	Employment contracts	Issue date, accepted copy, version, role, location, wages, notice and policy references	Each hire	HR	Signed/e-accepted copy and version hash
Attendance and muster roll	Hours and wages	Daily in/out, shift, weekly off, leave and overtime	Daily	HR/Operations	Device logs, manual corrections and approvals
Overtime register	Hours and wages	Date, reason, authorisation, hours, rate and payment	Each wage period	HR + Payroll	Prior approval and payroll proof
Leave register	State law	Opening, accrual, availed, carry-forward, encashment and closing	Monthly	HR	Approved leave and payroll linkage
Wage register	Code on Wages	Wage components, deductions, overtime, bonus, net pay	Each wage period	Payroll	Bank transfer and ledger reconciliation
Fines and deductions register	Code on Wages	Reason, show cause, amount and recovery	Event based	HR + Payroll	Authorisation and employee representation
Domestic inquiry file	Discipline	Complaint, evidence, charge, service, proceedings, exhibits, report, representation, order	Event based	HR + Legal	Chronology and document index
Apprentice contract	Apprenticeship	Trade, duration, training, stipend, guardian where needed and registration	Each apprentice	HR/L&D	Portal registration and contract copy
Apprentice progress record	Apprenticeship	Attendance, training modules, assessment, stipend and safety	Monthly	Training officer	Trainer sign-off and portal record
HR privacy notice	DPDP	Data categories, purposes, rights, contact, retention and processors	At collection and material change	Privacy + HR	Version and delivery evidence
Data breach log	DPDP	Incident, systems, data, containment, assessment, notification and remediation	Event based	InfoSec + Privacy	Forensic evidence and decision record
Certificate of Coverage file	International workers	SSA, posting, employer, duration, employee and COC	Each posting	Global mobility	COC, assignment letter and payroll treatment
State LWF/PT register	State levies	State, location, coverage, rate, deduction, employer share, payment and return	Each due period	Payroll + Tax	Challan, return and ledger