Human Resource Management System: The Philippine 201 Files

The most essential task of Human Resource Management is the administration of the employee’s “201” file. The 201 file is basically the employees’ profile in the organization’s records.  The 201-File tracks a wide range of personnel information and provides sophisticated reports and its richly-presented variants from corporate, groups and down to the individual worker. It includes an employee’s personal details like full name, address, date of birth, and others. Some other details that a “201” file can hold are: the employees’ SSS number, TIN , PhilHealth registration, HDMF number, educational transcripts/diplomas, performance appraisals, issued corrective actions, clearances and many others. These 201 files can either be hard-copy documents that are filed in cabinets or folders or soft-copy documents. The latter of which are usually fulfilled through an organization’s automated HRIS (Human Resource Information System). As an administrative entity, it is human resources administration’s responsibility to manage all documents pertaining to an employee’s work history within the organization.

Keeping an accurate tab on any record changes and staff movement in and out of the organization, the demographics and statistics of the manpower structure draws an accurate picture and value of the organizations’ human resources. Basically, the 201 files should contain all documents that covers the hiring process, evaluations, written reprimands, promotions, and up to the separation of the employee from the company. The 201-file shall be retained by the company for future employment requirements. One of the important role of 201 file management is the ability of the company to keep track of the employee records; provide post-employment information and employment certifications; and the ability to support or document defenses in legal cases filed by an employee at the Depart of Labor and Employment.

Provided below is a tentative checklist of requirements on what to keep in the 201-File of any company operating in the Philippines. The list shall cover the 3 main categories of employment life cycle: the hiring process, the employment period, and the separation process. The list are as follows:

• Employee information sheet/Employee application form
• Employment contracts
• Comprehensive resume or curriculum vitae
• Official transcript of records
• Certificates from previous employers
• Result of pre-employment examinations/Results of the hiring process
• Birth certificate
• Marriage contract
• SSS Registrations/E1 Form
• SSS Loan Voucher
• HDMF Registrations/Online
• HDMF Loan Voucher
• PHIC Registrations/PMRF
• BIR Registration form (Those without TIN)/ BIR form 1902
• BIR update of taxpayer’s information (Those with previous employer)/BIR form 2305
• BIR form 2316 from previous employer (If employee was employed within the calendar year prior to date hired)
• BIR change of home RDO (if home RDO is different from that of the company)/BIR form 1905
• Birth certificates of qualified dependents
• Other credentials (ATM Payroll Accounts, acknowledgements)
• Employee attendance sheet attached by DTRs
• Ledger of leave credits (Vacation and Sick Leaves)
• Change of departments
• Employment evaluations
• Written reprimands/Incident reports
• Notice of promotions/Increase in salary rates
• Withholding tax certificates (BIR Form 2316)
• Resignation letter/Termination letter
• Clearance form
• Acknowledgement of receipt of quitclaim, withholding tax certificates, etc)
• Other related documents

Every company should have a good human resource information system and 201-file management no matter how small the company is.

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