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Collect on day one
The required document checklist goes out as onboarding starts. New hires send files from a mobile device, and each one lands correctly sorted.
Digital 201 files in one secure vault
Government IDs, contracts, clearances, medical certificates and COEs sit against the right employee, sorted on upload, with access governed by role and written to an audit trail.
Every employee document in one 201 file
Philippine 201 files usually sit across a filing cabinet, a shared drive and an email inbox. WORKSPHR keeps each document and each access record together against the employee it belongs to.
Each government ID, contract, clearance and record goes into a single centralized 201 file, sorted on upload and searchable across every category at once.
- SSS, PhilHealth, Pag-IBIG and TIN, with ID copies
- Employment contract and each amendment
- NBI or police clearance
- Pre-employment and annual medical certificates
- Certificates of Employment
- Training certificates and professional licenses
- Company policies issued for acknowledgement
- Performance and disciplinary records
How WORKSPHR document management works
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Hold everything against the employee
Contracts, IDs, clearances and certificates sit in one 201 file rather than across a cabinet, a drive and an inbox.
3
Answer for who saw what
Each role reaches only what it is cleared for, and administrative action is written to a read-only audit trail.
Beyond what a shared drive can offer
Storage is the easy half. At inspection what counts is whether the file is complete for a named employee and whether you can account for who opened it.
Role-based access a shared drive cannot provide
A shared folder offers a single control: whether a user may open it. It cannot permit a line manager to view a clearance while withholding a salary letter held in the same file, which is the distinction a 201 file requires.
201 file completeness visible before inspection
A missing document in a paper 201 file remains undetected until it is requested. A required-document checklist held against the employee makes that gap visible to HR in advance of an inspection.
Explore onboarding →Employee documents that support statutory reporting
Government numbers support statutory reporting, the signed contract underpins payroll, and the same file structure produces the clearance packet at separation. A document filed once is used repeatedly across the employment lifecycle.
Explore onboarding and offboarding →Document collection handled by employees
Where staff submit from a mobile device directly into their own file, the collection workload moves away from the HR desk. This is what makes a large onboarding intake or a migration of existing records practicable.
Document categories, required checklists, role-based access and the audit trail come with every plan.
What belongs in an employee 201 file?
Government IDs and numbers (SSS, PhilHealth, Pag-IBIG, TIN), the employment contract and its amendments, NBI or police clearance, pre-employment and annual medical certificates, Certificates of Employment, training certificates and professional licenses, policy acknowledgements, and performance or disciplinary records.Can we see which documents are still outstanding?
Yes. A required-document checklist is set against each employee, so what is still missing for a given person is a list rather than a recollection. Checklists can be imported in bulk during migration.Who can view or download an employee's documents?
Access is role-based. Payroll and HR Admin reach the full file, line managers reach their team's non-salary documents, and staff reach and upload their own. Any document can carry a confidential flag for HR-only access.Is administrative action recorded?
Yes. Administrative action across the platform is written to a read-only audit trail, which exists independently of the documents themselves.Can employees upload documents from a mobile device?
Yes. New hires photograph their government IDs and send them through the responsive employee portal, which opens in any mobile browser, or the downloadable Android app. Files land correctly sorted.Can we bring existing 201 files across from our current system?
Yes. Document checklists import in bulk, and files can be uploaded with automatic sorting into the correct category during migration.Is contract version history preserved?
Amendments are kept as versions rather than written over the original. This behavior is pending verification with our engineering team.
Bring your 201 files into one system
Book a 30-minute session with our Pampanga-based team. We will run through the vault, required checklists, role-based access and the audit trail.