The 201 File in the Philippines: What Every HR Team Needs to Know

If you manage HR for a Philippine company, you've heard the term "201 file" — but do you know exactly what it should contain, how long to keep it, and what happens during a DOLE inspection if it's incomplete?

This guide covers everything Philippine HR teams need to know about 201 files.

What Is a 201 File?

A 201 file (also called an employee master file or personnel file) is the comprehensive record of an employee's relationship with the company. The term "201" comes from the Civil Service Commission's numbering system, but it's widely used in both government and private sector HR.

Think of it as the single source of truth for everything about an employee — from the day they were hired to the day they leave.

What Should a 201 File Contain?

A complete 201 file typically includes:

Pre-Employment Documents

• Application form / resume
• Valid government IDs (SSS, PhilHealth, Pag-IBIG, TIN)
• NBI or police clearance
• Birth certificate (PSA copy)
• Transcript of records / diploma
• Pre-employment medical exam results
• Previous employer certificate of employment (COE)

Employment Documents

• Signed employment contract
• Job description
• Company policy acknowledgment
• Oath of confidentiality / NDA (if applicable)

Compensation & Benefits

• Current salary and pay history
• Benefits enrollment forms
• Loan records (SSS, Pag-IBIG, company loans)
• Tax forms (BIR 2316, BIR 1902)

Performance & Actions

• Performance review records
• Personnel action forms (promotions, transfers, salary adjustments)
• Training certificates
• Disciplinary records (notices to explain, incident reports)

Separation Documents

• Resignation letter or termination notice
• Clearance form
• Certificate of employment
• Final pay computation
• DOLE report (if applicable)

How Long Should You Retain 201 Files?

Philippine labor law doesn't specify an exact retention period for 201 files, but best practices recommend:

• Active employees: Maintain indefinitely while employed
• Separated employees: Retain for at least 3 years after separation (aligned with the prescriptive period for money claims under the Labor Code)
• Tax-related documents: Retain for 10 years (per BIR regulations under the National Internal Revenue Code)

Many companies adopt a 10-year retention policy to cover all bases.

Common 201 File Problems

1. Incomplete Records

Missing government IDs, unsigned contracts, or absent performance reviews create compliance gaps during DOLE inspections.

2. Scattered Documents

Physical files in different cabinets, scanned copies in random folders, and spreadsheets on various computers make retrieval a nightmare.

3. No Audit Trail

When someone updates an employee's salary or position, there's no record of who made the change, when, or why.

4. Access Control Issues

Physical files can be accessed by anyone who walks into the HR office. Sensitive information like salaries and disciplinary records need restricted access.

5. Disaster Risk

Floods, fires, and office moves can destroy years of employee records.

Going Digital: HRIS 201 File Management

A modern Human Resource Information System (HRIS) solves all of these problems:

• Centralized storage — All employee data in one searchable database
• Document management — Upload and attach scanned documents to employee profiles
• Audit trail — Every change is logged with who, when, and what
• Role-based access — Only authorized personnel can view sensitive data
• Automatic backups — Cloud storage with redundancy and disaster recovery
• Personnel action tracking — Promotions, transfers, and salary changes are recorded with before/after snapshots

DOLE Compliance

During a Department of Labor and Employment (DOLE) inspection, labor inspectors may request:

• Employment contracts
• Payroll records (including payslips)
• DTR / attendance records
• SSS, PhilHealth, and Pag-IBIG contribution remittance records
• Proof of 13th month pay
• Company policies (handbook, code of conduct)

Having a well-organized 201 file system — whether physical or digital — demonstrates good faith compliance and makes inspections smoother.

How TalinoHR Manages 201 Files

TalinoHR provides a complete digital 201 file system built for Philippine companies:

• Employee profiles with personal info, government IDs, employment history, and compensation data
• Personnel action tracking with before/after snapshots and multi-level approval workflows
• Document uploads attached directly to employee records
• Performance review history linked to each employee
• Clearance checklist for offboarding with configurable templates
• Employee self-service — employees can view and update their own basic information

Everything is searchable, auditable, and accessible from anywhere. Book a demo to see how TalinoHR can modernize your HR operations.