Rajasthan Govt Employee Id Card Format (SAFE • PICK)

The official identity card format for Rajasthan Government employees typically follows a bilingual (Hindi and English) layout designed to include personal, professional, and emergency details. The standard format, often used for departments like the Education Department, is generally structured as follows: ID Card Front Side Content Employee Name (कार्मिक का नाम) Designation (पद)

Employee ID Number (कार्मिक पहचान संख्या - often the SIPF or Paymanager ID) Date of Birth (जन्म तिथि) Date of Appointment (नियुक्ति तिथि) Place of Posting (पदस्थापन स्थान) Employee Photograph: Typically a recent 3x3 cm color photo.

Employee Signature (कार्मिक के हस्ताक्षर) ID Card Back Side Content

Father’s/Husband’s Name (पिता/पति का नाम) Permanent Address (स्थाई पता) Telephone/Mobile Number (दूरभाष नं.)

Distinguishing Identification Mark (पहचान चिह्न) Blood Group (रक्त समूह)

Emergency Contact Number (आपातकालीन दूरभाष)

Signature of Issuing Authority (जारी करने वाले अधिकारी के हस्ताक्षर) Application and Issuance Process

Online Portal: Employees must often register or update their details via the Rajasthan SSO Portal using their SIPF ID.

DDO Role: The Drawing and Disbursing Officer (DDO) typically fills the employee ID form online through the SIPF Portal after the employee submits a hardcopy application.

Official Form: For specific departments like Factories and Boilers, a prescribed Form No. 36 is used under Rule 108-A. Key Rules for Usage

Mandatory Wear: Employees are generally required to carry and wear their ID cards while on office premises.

Loss/Surrender: In case of loss, immediate reports must be made to the Controlling Officer and local police. The card must be surrendered upon transfer or superannuation (retirement). Employee Format | Rajasthan Govt. Format - RajEmployee

For Rajasthan government employees, the "Employee ID" (often referred to as the SIPF ID) follows a specific alphanumeric format that serves as a unique identifier across state portals like SSO, SIPF, and PayManager. Employee ID Number Format

The standard ID is typically a 16-character alphanumeric string structured as follows: rajasthan govt employee id card format

Prefix (4 letters): Usually represents the state and district (e.g., RJJO for Rajasthan, Jodhpur; RJAJ for Rajasthan, Ajmer).

Year (4 digits): The year the employee joined service (e.g., 2003).

Unique Sequence (8 digits): A system-generated number unique to the individual. Example: RJAJ200301010298. Physical ID Card Components

While the exact visual layout may vary slightly by department, a standard Rajasthan government employee ID card generally includes:

Official Header: "Government of Rajasthan" and the specific Department name (e.g., Education, Police, Health).

Personal Details: Full name, designation, and current place of posting.

Identifiers: SIPF/Employee ID, Aadhaar number, and Jan Aadhaar number.

Visuals: A recent passport-sized photograph and the state government logo.

Emergency Info: Often includes blood group and an emergency contact number. How to Obtain or Update Your ID

SIPF Portal: New IDs are generated online through the SIPF Portal. Employees must first submit a hardcopy application form to their Drawing and Disbursing Officer (DDO), who then processes it online.

SSO Integration: Once generated, this ID is mandatory to create or update a Rajasthan SSO ID, which is required for accessing digital services like GPF/NPS details or applying for loans.

Correction: For any errors in your ID or profile, you must use the SSO ID Updation Form provided by the Department of IT&C, which requires signatures from the Head of Office (HOO).

For specific forms like the "New Employee ID (SIPF) Format," you can visit dedicated resource sites like RajEmployee. The official identity card format for Rajasthan Government

1. Education Department (Teachers & Lecturers)

  • Back side addition: "School Name & UDISE Code" because teachers are transferred frequently between schools.
  • Color: Subtle school emblem watermark.

3. Visual Layout and Design Specifications

The standard ID card is typically a PVC (Polyvinyl Chloride) Card (Credit Card size: CR80).

  • Dimensions: 86mm x 54mm.
  • Material: PVC / Smart Card (for biometric-enabled cards).
  • Color Scheme: Varies by department, but generally follows a Blue/White or Saffron/White theme for the header.

Part 7: How to Create / Validate the ID Card (For HR Officers)

If you are a Rajasthan government HR administrator or a third-party vendor bidding for ID card supply, follow this checklist to comply with the format:

Part 8: Common Mistakes & Rejection Reasons

The Directorate of Treasury and Pension (DTP) rejects ID card applications (for pension processing) due to these formatting errors:

  1. Incorrect Font Ratio: Hindi text must be 50% larger than English text. Many vendors shrink Hindi.
  2. Missing QR Code: Cards without QR codes are not accepted at Sampark centers.
  3. Photo in Uniform: Employees cannot wear police or army uniform in photo. Only plain white background.
  4. Expiry Date: For permanent employees, the expiry date should be the day before retirement. Leaving it blank is invalid.
  5. Signatures: The reverse signature must be handwritten after printing. Pre-printed signatures are not allowed for financial transactions.

Handbook: Rajasthan Government Employee ID Card — Format, Issuance, Security, and Best Practices

This handbook explains the common elements, formats, policies, issuance procedures, security features, and operational best practices for employee identity cards used across departments of the Government of Rajasthan. It’s written as a comprehensive, actionable reference for HR, IT, security officers, and administrators responsible for creating, managing, or validating government employee ID cards. Where departmental rules differ, this handbook gives recommended standard practices to improve interoperability, security, and usability across state departments.

Contents

  1. Purpose and scope

  2. Legal and policy context

  3. Recommended card format (visual layout and data fields)

  4. Card materials and physical specifications

  5. Security features (physical and digital)

  6. Issuance workflow and roles/responsibilities

  7. Data lifecycle: collection, storage, retention, and deletion

  8. Access control and verification procedures Back side addition: "School Name & UDISE Code"

  9. Replacement, suspension, and revocation

  10. Integration with building access and digital services

  11. Privacy, data protection, and minimal data principles

  12. Procurement, printing, and vendor management

  13. Training, audits, and compliance monitoring

  14. Templates, sample text, and implementation checklist

  15. Frequently asked questions (FAQ)

  16. Purpose and scope

  • Purpose: Provide a standardized approach to identity cards for Rajasthan state government employees to ensure identity verification, secure access to facilities and services, and interoperability across departments.
  • Scope: Applies to permanent, contractual, deputation, and temporary state government employees and modernizes practices for both physical ID cards and electronic credentials.
  1. Legal and policy context
  • Reference applicable state service rules, departmental orders, and identity verification guidelines.
  • Ensure compliance with national identity privacy laws, the Information Technology Act (as applicable), and state records-retention policies.
  • Obtain approvals from departmental HR and the nodal IT/security authority before launching changes.
  1. Recommended card format (visual layout and data fields)
  • Orientation: Standard credit-card size (ISO/IEC 7810 ID-1; 85.60 × 53.98 mm), horizontal layout recommended for most use-cases.
  • Front side (primary identification):
    • Government of Rajasthan emblem/logo (top-left or top-center) — departmental logo optional top-right.
    • Card title: "Government of Rajasthan — Employee ID Card" (prominent).
    • Employee photograph: color, passport-style, 35–40 mm height, 30–35 mm width with light background.
    • Employee full name (as per service record) — bold.
    • Designation / Post.
    • Department name and unit/office.
    • Employee ID number (unique alphanumeric code) — bold; machine-readable if possible (barcode/QR).
    • Grade/pay scale or rank (optional).
    • Date of issue and expiry date (if applicable).
    • Blood group and emergency contact (optional, see privacy section).
  • Back side (secondary information and security):
    • Employee signature (digitally printed or original ink signature scanned).
    • Permanent employee number / service number (if different).
    • Departmental address and helpline number for verification.
    • Barcode and/or QR code linking to secure employee record or verification endpoint (see security).
    • Machine-readable zone (MRZ) or magnetic stripe/Contactless chip for smartcard use (optional).
    • Instructions: “If found, please contact …” and data usage/legal disclaimer.
    • Hologram or tamper-evident seal area.
  • Font and color:
    • Legible sans-serif fonts (e.g., Arial, Roboto) for readability.
    • Use departmental color palette with high contrast for text.
    • Minimum font sizes: name 9–12 pt; other fields 7–9 pt.
  • Unique identifier format (recommended):
    • A stable, department-neutral scheme: RJ-[DEPTCODE]-[YYYY]-[SERIAL]
      • Example: RJ-PWD-2018-000256
    • Avoid encoding sensitive personal data (DOB, Aadhaar) into ID numbers.
  1. Card materials and physical specifications
  • Card stock: PVC or composite polycarbonate (for durability) with 0.76 mm thickness (standard).
  • Print method: Dye-sublimation for color photos and text; laser engraving for long-lived cards (polycarbonate).
  • Durability: Water-resistant, abrasion-resistant, temperature tolerant (-20°C to 60°C).
  • Optional lamination: Overlaminate holographic film to increase life and anti-tamper properties.
  1. Security features (physical and digital)
  • Physical:
    • Holographic overlay of state emblem or department logo.
    • Guilloche patterns or microtext printing.
    • UV ink elements visible under UV light.
    • Microprinting and tactile features (raised printing) where budgets permit.
    • Tamper-evident laminate.
  • Machine-readable and digital:
    • 2D barcode (QR) linking to signed verification data; QR should point to an HTTPS verification endpoint and include a signature or time-limited token.
    • Barcode content: minimal, non-sensitive unique employee ID; not raw personal data or Aadhaar.
    • Optional contactless smartcard (NFC) or MIFARE DESFire EV1/EV2 for physical access systems; credentials stored securely on card.
    • Magnetic stripe or barcode for legacy systems only with limited privileges.
    • Cryptographic signing of on-card data (digital certificates) where possible.
  • Anti-forgery operational controls:
    • Secure printing facility with access logs.
    • Serial numbering and inventory reconciliation.
    • Audit trails for issuance, replacement, and revocation.
  1. Issuance workflow and roles/responsibilities
  • Key roles:
    • Issuing authority (department head or delegated officer).
    • HR: verifies appointment, eligibility, and updates employee data.
    • Security/IT: sets technical parameters, issues digital credentials, configures access.
    • Card printing vendor (if outsourced): prints only with approved job order and encrypted data, logs usage.
    • Helpdesk: handles replacements, lost/stolen reports.
  • Workflow steps (recommended):
    1. HR compiles authorized employee list with required metadata (photo, name, designation, unique ID).
    2. Worker submits photograph and signed request form; HR verifies identity and documents.
    3. HR enters data into the Employee ID Management System (EIMS) and requests card issuance.
    4. Security/IT reviews requested access levels and configures digital credentials.
    5. Card printed at secure facility; data signed or watermarked; issued with signed receipt to employee.
    6. Issuance logged in EIMS; card activation date/time recorded.
  • Checks:
    • Cross-check photograph and signature at issuance.
    • Verify limits on printing reissues per year to prevent misuse.
  1. Data lifecycle: collection, storage, retention, and deletion
  • Data minimization: collect only what’s necessary for identification and operations (name, employee ID, designation, photo, department).
  • Avoid storing Aadhaar or other highly sensitive identifiers on the card; if used for verification, store only hashed or tokenized references.
  • Storage:
    • Centralized EIMS with role-based access controls, encryption at rest and in transit.
    • Maintain issuance logs, change logs, and audit trails for 7 years (or per state record rules).
  • Retention and deletion:
    • On separation/resignation/retirement, mark the card revoked in EIMS; retain records per retention policy.
    • Physical card retrieval at exit where possible; if not returned, revoke digital access immediately and record asset loss.
    • Purge redundant personal data per retention schedules and legal requirements.
  1. Access control and verification procedures
  • Visual verification:
    • Guards and officials should check: card validity (expiry/revocation), photo match, name and designation.
    • Training for front-line staff on spotting forgery cues (hologram absence, lamination edges, inconsistent fonts).
  • Technical verification:
    • Use QR code scanning against secure API endpoint returning signed, time-limited verification.
    • For sensitive areas, require multi-factor authentication: ID card (possession) + PIN/biometric (knowledge/inherence).
    • Access logs should link card usage to time, location, gate, and resource accessed.
  • Escalation:
    • If a card appears forged or expired, deny access and escalate to security officer; file incident report.
  1. Replacement, suspension, and revocation
  • Loss/theft:
    • Employee reports to helpdesk; helpdesk immediately marks card as suspended/revoked in EIMS.
    • Issue temporary pass if identity verified; temporary pass should be time-limited and auditable.
  • Change of status:
    • On transfer or departmental change, issue a new card reflecting new department and access; revoke previous card.
    • On retirement/termination, revoke immediately and attempt physical return.
  • Replacements:
    • Documented replacement request with supervisor approval.
    • Chargeable replacement policy can be enacted for negligent loss.
  • Revocation propagation:
    • Revoke across physical access control systems and digital services in real time or via scheduled sync with EIMS.
  1. Integration with building access and digital services
  • Access tiers:
    • Define access levels (e.g., public areas, office floors, server rooms) and map them to role-based rules.
  • Systems integration:
    • Connect EIMS with Physical Access Control Systems (PACS), HRIS, and time & attendance systems using secure APIs.
    • Use SAML/OAuth/PKI for secure single sign-on with government digital services.
  • Offline verification:
    • Implement offline caching for emergency scenarios; ensure cached data is limited and expires frequently.
  1. Privacy, data protection, and minimal data principles
  • Minimal data on card: Prefer name, photo, employee ID, department, and emergency contact only if consented.
  • Avoid displaying or encoding Aadhaar, bank account, or other sensitive identifiers on the card.
  • Publish a short privacy notice about data use and retention that employees can access; obtain necessary consents where required.
  • Use pseudonymization and hashing where backend systems need cross-references (e.g., link to Aadhaar only via hashed token if legally necessary).
  1. Procurement, printing, and vendor management
  • Procurement:
    • Use vetted vendors with security controls, background checks, and NDA/confidentiality clauses.
    • Include requirements for secure print environment, audited data deletion, and change management.
  • Printing:
    • Print jobs should be submitted via secure, authenticated channels with encrypted payloads.
    • Prefer in-house printing for high-security categories; contract vendors for general-purpose cards with robust controls.
  • Vendor exit:
    • Ensure printed job destruction logs and secure deletion of any temporary data on vendor systems post job completion.
  1. Training, audits, and compliance monitoring
  • Training:
    • Regular training for HR, security guards, receptionists, and IT on verification, incident handling, and privacy.
  • Audits:
    • Quarterly audits of issuance logs, active cards, access levels, and use patterns.
    • Spot checks at entry points to test visual verification adherence.
  • KPIs:
    • Time-to-issue, incident counts (lost/stolen), mean time to revoke, percentage of cards returned on exit.
  1. Templates, sample text, and implementation checklist
  • Sample front and back field list (concise):
    • Front: Emblem, Title, Photo, Name, Designation, Dept, Employee ID, Issue/Expiry.
    • Back: Signature, Dept contact, QR/Barcode, Hologram, Legal notice.
  • Sample verification URL pattern (secure best practice):
    • https:///verify?id=&token=
  • Implementation checklist (high level):
    1. Approve standard format across departments.
    2. Select security features and vendor model.
    3. Build or procure EIMS.
    4. Define issuance workflow and assign roles.
    5. Pilot in one department for 3 months.
    6. Roll out state-wide with audits.
  1. FAQs (brief)
  • Q: Should Aadhaar be printed on the card?
    • A: No — avoid printing or encoding Aadhaar on cards; use tokenized/hashed references only if legally required.
  • Q: What to do if a card is forged?
    • A: Deny access, notify security, log incident, and escalate to investigation.
  • Q: How long before expiry should cards be reissued?
    • A: Reissue upon role change or every 3–5 years for photo updates, sooner if photo no longer resembles holder.

Appendix: Quick sample fields and a recommended unique ID format

  • Example unique ID: RJ-[DEPTCODE]-[EMPCLASS]-[YYYY]-[000123]
    • RJ-PWD-PERM-2019-000123

Implementation recommendations (final, concise)

  • Standardize a minimal common front layout across departments for quick recognition.
  • Use durable polycarbonate cards with holographic laminate for high-security roles.
  • Implement a centralized EIMS integrated with PACS, ensuring real-time revoke/suspend capability.
  • Train front-line staff on verification and require digital verification (QR/API) for sensitive zones.
  • Pilot changes, measure KPIs, and iterate.

If you want, I can:

  • Produce printable front/back mockups (visual specification) in standard dimensions.
  • Produce a step-by-step policy document tailored for a specific Rajasthan department (e.g., Health, Education, PWD).
  • Draft procurement language and vendor security requirements for an RFP.

Which of these follow-ups would you like?

Employee Information

  • Employee Name: Full name of the employee
  • Designation: Designation of the employee
  • Department: Department of the employee
  • Employee ID: Unique employee ID
  • Date of Birth: Date of birth of the employee
  • Joining Date: Date of joining of the employee