PERSONNEL RECORDS MANAGEMENT

CSC Memorandum Circular No. 8, s. 2007

Management of 201/120 Files

CSC Memorandum Circular No. 8, s. 2007

Responsibilities:

I. The Head of office in charge of Human Resource Management shall be: 1. Be responsible for the establishment, maintenance and disposal of 201/120 files of each personnel in their respective agencies.

CSC Memorandum Circular No. 8, s. 2007

Responsibilities: 2. Provide the personnel concerned with original copies of the agency and CSC approved appointments as well as duplicate/machine copies of documents in the 201/120 file for their own record.

CSC Memorandum Circular No. 8, s. 2007

Responsibilities: 3. In case of transfer of an employee to another agency, effect the turnover of the employees 201 folder to the new employing agency or unit through the employee.

CSC Memorandum Circular No. 8, s. 2007

Responsibilities: 4. In case of voluntary resignation, turnover the agency 201 file to the resigned employee who shall thereafter assume responsibility for said file.

CSC Memorandum Circular No. 8, s. 2007

Responsibilities: 5. In case of retirement of an employee in good standing, give the agency 201 folder to the retiree which shall serve as a memoir.

CSC Memorandum Circular No. 8, s. 2007

Responsibilities: 6. Prepare and submit a monthly report of employee accession and separation to the CSC Field and Regional Offices.

CSC Memorandum Circular No. 8, s. 2007

Responsibilities: 7. Keep copies of the Statement of Assets, Liabilities and Networth (SALN) of retired/separated employees for a period of ten (10) years. The Personal Data Sheet and Clearance from Property and Monetary Accountabilities for five (5) years.

CSC Memorandum Circular No. 8, s. 2007

Responsibilities: 8. Effect disposal of 201 files of retired or separated personnel in accordance with the provisions of this Memorandum Circular.

CSC Memorandum Circular No. 8, s. 2007

II. The Government Personnel, shall: 1. Assume full responsibility for keeping and maintaining a complete 201 file with the original copies of ones appointments approved by both the agency/unit and the CSC.

CSC Memorandum Circular No. 8, s. 2007

2. Upon transfer, request for ones complete 201 folder maintained by the agency/unit and assume responsibility for its conveyance to the new agency/unit. 3. Upon separation or retirement, assume responsibility for safekeeping of 201 file.

CSC MC NO. 1, S. 2011

Addendum to CSC MC no. 8, s. 2007 on Management of 201/120 Files

CSC MC No. 1, s. 2011

Duties and Responsibilities Pertaining to the Initial Turn-over of 201/120 Files 1. Sort and segregate 201/120 files of resigned/retired/separated personnel. 2. Coordinate with Legal Office, CSC & Ombudsman to ensure that the individual has no pending administrative case.

CSC MC No. 1, s. 2011

3. Check the records of the agency to ensure that the employee has been cleared of all property and money accountabilities. 4. Prepare a list of the 201/120 files to be released to resigned/retired/ separated personnel.

CSC MC No. 1, s. 2011

5. Post in the agency website information on the turn-over of 201/120 files of personnel who resigned/retired/separated. 6. Mark duplicate copies as Certified Duplicate Copy and dry seal prior to release or turn-over to concerned parties.

CSC MC No. 1, s. 2011

7. Issue a certification as to the authenticity of duplicate documents with original signatures of authorized representatives or head of Office. 8. Claimant shall accomplish the Request for Release of Records Form.

CSC MC No. 1, s. 2011

9. Release the 201/120 files to any one of the following: a. Owner of the 201/120 file b. A duly authorized representative c. If the owner is deceased, a relative upon presentation of proof of relationship to the deceased.

CSC MC No. 1, s. 2011

Other duties and responsibilities: 1. Require personnel who resign, retire, or are separated from the service to submit a duplicate copy of Clearance from Property and Money Accountabilities and information on forwarding address and contact number/s.

CSC MC No. 1, s. 2011

2. Retain the personnels service record, duplicate copy of clearance and the forwarding address and contact number/s. 3. Keep 201/120 files that remained unclaimed after resignation/ retirement/separation or after the turnover, said records may be disposed of.

CSC MC No. 1, s. 2011

4. Submit to the National Archives of the Philippines (NAP) a report on the 201/120 files that were turned-over to individual personnel on account of resignation, retirement or separation from the service.

Questions?