Every factory must maintain specific registers. Here's the full list, format requirements, and inspection tips.
The Factories Act, 1948 and its state-specific rules mandate the maintenance of numerous registers and records. During inspections, factory inspectors routinely check these registers — and incomplete or missing records invite penalties.
The essential registers
Key registers include: Register of Adult Workers (Form 12), Register of Leave with Wages (Form 15), Muster Roll (Form 21), Register of Overtime (Form 10), Register of Accidents, Register of Whitewashing, and the Health Register.
Format requirements
Most registers have prescribed formats under the state Factory Rules. Tamil Nadu, for example, specifies forms for each register in the Tamil Nadu Factories Rules, 1950. Both physical and digital formats are acceptable, but entries must be current and complete.
Inspection readiness
Factory inspectors can visit without notice. The best preparation is maintaining registers as an ongoing process rather than scrambling before a known inspection. Key tips: keep registers in a designated location, update them weekly at minimum, and train a specific team member as the register custodian.
During an inspection, the inspector will typically ask for: the factory licence, the register of adult workers, overtime records, accident register, and evidence of safety compliance. Having these ready and current is your first line of defence.
Digital solutions
Many factories are moving to digital register maintenance using compliance software. While this is acceptable under most state rules, ensure you can produce printed copies on demand during inspections.