OCA CIRCULAR NO. 175-2003, November 13, 2003

Original documents pertaining to the
employment of lower court officials and employees shall be filed and
maintained in the Records Division, Office of Administrative Services,
Office of the Court Administrator, Supreme Court. However, to enable the
lower courts to have their own employment records files, all Clerks of
Court are hereby directed to create and maintain a 201 File system of
their officials and personnel in their respective stations from copies
of the original documents. The Clerks of Court shall be the official
custodians of said 201 Files under the supervision and control of their
respective Presiding Judges/Executive Judges.

For purposes of strict control and to maintain the confidentiality of the records, the following guidelines shall be observed:

1. Documents-to be filed in the 201 file folders:

A. Appointment papers:

a.. Birth Certificate
b. School Records (Transcript of Records, Diploma, Certifications)
c. Personal Data Sheet
d. Appointment with attestation by the Civil Service Commission
e. Oath of Office
f.. Certificate of assumption
g. Job description

B. Sworn Statements of Assets, Liabilities and Net worth

C. Leave applications such as:

a. Maternity leave;
b. Leave for travel abroad
c. Sick or vacation leave granted without pay regardless of the number of days;
d. Sick or vacation leave exceeding 30 days, regardless of whether approved with pay or without pay;
e. Monetization of leave credits; and
f. Terminal leave

D. Service Records and Certificate of Employment from other
government agencies that will be useful for retirement or terminal leave
purposes

E. Clearances

F. Performance Ratings

G. Memoranda, Court Resolutions, Compliance, Decision. Judgments

H. All personnel actions

I. Others

2. The document shall be placed in each 201 file folder of the
   official/personnel concerned properly paged and indexed (see attached
   form).

3. Granting of request for copies of documents in the 201 File with
   the Personnel Records shall be limited to the concerned officials. and
   employees of the lower courts or their authorized representative and
   Executive Judges duly authorized by the OCA/SC to conduct an
   investigation in connection with an administrative complaint involving
   lower court officials and personnel. Request coming from other court
   officials and personnel and parties who are not employees of the lower
   courts should be referred to the OCA.

4. The request which shall state the purpose therefor shall be approved by the Presiding Judge/Executive Judge.
5. An employee who wishes to look into his 201 file may be allowed
   to do so within the premises of the court/office under the supervision
   of the Clerk of court or his officially designated representative. In no
   case shall any other person be allowed to look into a 201 file not
   pertaining to his own.

For immediate compliance

13 November 2003

	PRESBITERO J. VELASCO, JR.
	Court Administrator