The trust file
For every showroom employee, the file should contain ID and address proof, PAN, bank details, photographs, previous employer details, reference or guarantor letters, the dated police verification report, the appointment letter and the signed tray custody acknowledgement. Stock controllers and managers with safe or strongroom access also sign an acknowledgement of those duties. Each item arrives through the onboarding checklist, and HR verifies or rejects it before the person is given custody of anything.
Karigars' records
Karigars need the same identity, address, bank and verification documents as showroom staff, plus a written record of their piece rates or salary terms and any agreement on metal loss limits and gold issue procedure. Many karigars come from other states, so keep a local address and a home contact current. Where karigars stay in accommodation the business arranges, file the allotment too, since it matters if a question about stock ever comes up.
Renewals and expiry dates
Some showrooms renew police verification every two or three years for staff with stock access, and certificates in security and product training lapse on their own schedule. Put an expiry date on each document at the moment HR verifies it. The document reports list what is coming due and export to CSV, so each showroom manager gets a short monthly list of renewals to chase.
Who can open the files
In a business where knowing who carries what can be misused, salary, bank and contact details should be seen by as few people as possible. In Access Control, give showroom managers a data scope limited to their own branch or reporting line, switch the sensitive fields to masked, and leave full access with HR and the company head. Files are held in secure storage, and each download link expires after a short time.
How to set it up in ZeniaHR
- Build the onboarding document checklist with police verification, references and the tray custody acknowledgement.
- Verify each upload in Employee Documents, putting expiry dates on verification reports and certificates.
- File every signed custody acknowledgement in the employee's documents, next to the appointment letter drawn from the HR letter library.
- In Access Control, keep showroom managers to their own branch's records, with pay, bank and contact details masked.
- Each month, pull the document reports and give every showroom its own list of renewals due.
Read more about employee documents in ZeniaHR.
Roles this applies to
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What documents should a jewellery showroom keep for staff?
ID and address proof, PAN, bank account details, photographs, previous employment details, references or guarantor letters, the police verification report, the appointment letter and a signed tray custody acknowledgement. Add salary or piece-rate terms for karigars, and record dates on anything renewed on a cycle.
Should jewellery staff sign a stock custody acknowledgement?
Yes. A signed acknowledgement of the tray issue, counting and return rules makes responsibilities clear from day one. It is not a licence to deduct from wages, which must follow the Code on Wages, but it supports a fair inquiry if a count ever fails to match.
How often should jewellery showrooms renew police verification?
There is no single rule; many showrooms renew every two to three years for staff with stock or safe access, and again on promotion into such a role. Record the date of each report and give it an expiry date in the file, so renewals are prompted instead of forgotten.