Ask any seasoned HR practitioner where the truth about an employee lives, and they will point to the 201 file: the complete record of a person’s employment, from application to exit. A well-kept 201 file makes audits calm, disputes shorter, and decisions defensible. A messy one does the opposite.
What belongs in a 201 file
A complete file generally spans the whole lifecycle:
- Hiring documents: application, resume, job offer, and the signed employment contract.
- Personal and government details: IDs and SSS, PhilHealth, Pag-IBIG, and TIN numbers.
- Compensation records: salary history, adjustments, and payslips.
- Time and leave: attendance and leave balances and approvals.
- Performance and development: evaluations, commendations, and training.
- Disciplinary records: notices and resolutions, handled with due process.
- Separation documents: resignation or notice, clearance, final pay, and COE.
Handle it as sensitive data
Much of a 201 file is personal, and some of it sensitive, information under the Data Privacy Act. That means limiting access to those who need it, keeping records only as long as necessary, and disposing of them securely when the time comes.
Why digital beats the filing cabinet
- Nothing goes missing. Physical files get borrowed, misfiled, or lost.
- Access is controlled and logged. You decide who sees what, and can prove it.
- It is instantly searchable. No digging through drawers before an audit.
- It survives disasters. Fire, flood, and coffee do not respect paper.
Make the record keep itself
The best 201 file is one that fills in as work happens, the contract from onboarding, payslips from every run, leave approvals as they are filed, rather than a folder someone has to remember to update. BeavHR keeps each employee’s full record in one secure, access-controlled place, current by default. Book a demo to see a live employee record end to end.
Frequently asked questions
What should an employee 201 file contain?
Typically the contract and amendments, personal and government IDs and numbers, performance and disciplinary records, leave records, and payroll-related documents.
How long should 201 files be retained?
Keep them for the duration of employment and for a period after separation consistent with labor and tax record rules. Confirm current retention periods with DOLE and the BIR.
Are digital 201 files allowed?
Yes, provided records are accurate, access-controlled, and secured in line with the Data Privacy Act. Confirm current standards with the National Privacy Commission.
Related reading
Disclaimer: This article is general information, not legal or tax advice, and Philippine rules and rates change over time. Always confirm the current requirements with the relevant government agencies, DOLE, BIR, SSS, PhilHealth, Pag-IBIG, and the National Privacy Commission, or your legal counsel before acting. Last reviewed: July 2026.