Every organization must have documentation about their employee history. One of the key tasks of an HR professional in the Philippines is the careful management and organization of employee documents.
This article will provide an in-depth overview of 201 files, including their contents, and the benefits and advantages of transitioning to a digital 201 file management system.
What is 201 file in the Philippines?
The Employee 201 files have documents containing the employee information. This includes necessary records such as personal & financial information, employment contracts, job descriptions such as duties & responsibilities, and employee performance records.
What is included in 201 files?
The documents below are the usual content of the 201 file.
- Birth Certificates
- Resume of the employee
- Education records such as:
- Diploma
- Transcript of records (TOR)
- Employment Contracts
- Medical certificates
- Documents to prove statutory documents such as:
- SSS form E1 / GSIS
- PhilHealth ID or MDF
- PAG-IBIG
- BIR TIN ID / Form 2305 / Form 2316
- Documents from the pre-employment exam
- Certificate of Employment (COE) from previous employers
- Insurance documents
- Company-specific records such as:
- Training History
- Performance evaluation forms
- ATM Payroll Accounts
- Policy acknowledgments
- Written reprimands or Incident reports
- Resignation letter/Termination letter
- Clearance forms
Benefits Of Transitioning To Digital 201 Files
Transitioning your HR 201 files from a traditional paper-based system to a digital format offers a wide range of advantages for your business. Here’s why your organization should consider making this shift:
1. Seach Employee Records With Ease
Searching for physical documents can be time-consuming. With a digital system, you can easily search and access employee information in seconds. This frees up HR staff to focus on other important tasks.
2. Access E201 Files On the Go
Digital files can be accessed from anywhere with an internet connection. This is especially helpful for remote workers or managers who need to access employee information on the go.
3. Enhanced Security
Physical files are susceptible to damage or loss from fire, floods, or natural disasters. Digital files can be backed up securely and stored in the cloud, minimizing the risk of data loss.
4. Maintain Documents Quality
Paper documents deteriorate with age, becoming brittle, yellowed, and potentially illegible. Digital files retain their quality indefinitely, ensuring information longevity.
5. Reduce the Need for Physical Storage
As your company grows and your employee records accumulate, physical files take up considerable office space. Digital storage significantly reduces physical storage needs, potentially freeing up room for other purposes.
6. Stronger Collaboration Across Departments
Digital files can be easily shared with authorized users. This allows for better collaboration between HR staff and other departments, such as payroll or management.
7. Document Integration Capabilities
Digital HR systems can be integrated with other software programs, such as payroll, ERP, or performance management systems. This can streamline workflows and improve data accuracy.
Conclusion
Overall, transitioning to digital 201 files can save your HR department time and money, while also improving overall productivity. By modernizing your HR file management and embracing a digital approach, you’ll gain efficiency, security, accessibility, and long-term data preservation.
If you’re looking for a comprehensive solution to simplify your HR processes, consider SATO Den Payroll System & HRIS. Our powerful software simplifies payroll, automates HR workflows, and provides a centralized platform for managing all your employee data digitally.
