Doing Form I-9, Employment Eligibility Verification, calls for collecting information that is personal about workers. Companies should keep this at heart whenever determining how exactly to retain and store completed Form I-9 and any matching documents to ensure that private information does not go into the incorrect arms. You need to store completed Form I-9 and any documentation that is corresponding as copies of documents in a fashion that fits your organization requirements and also the requirement to produce Form I-9 readily available for examination. Usually do not mail kinds I-9 to USCIS or U.S. Immigration and Customs Enforcement.

Officers through the Department of Homeland protection, workers through the Immigrant and Employee Rights Section (IER) in the Department of Justice, and workers through the Department of work may ask to examine these types.

Regardless of how you decide to keep your Form I-9, you need to be in a position to provide them to federal government officials for examination within 3 company times of the date as soon as the kinds were required.

Form I-9 contains information that is personal about workers. When keeping these kinds (no matter what the structure you select), USCIS recommends that companies offer sufficient safeguards to safeguard worker information.

Saving the first Paper Form I-9

Companies whom decide to keep paper copies of this papers their employees present may store these with the employee’s Form I-9 or using the employees’ records. Nonetheless, USCIS suggests that employers keep Form I-9 separate from workers documents to facilitate an examination demand.

Keeping Form I-9 on Microfilm or Microfiche

Companies may keep copies of original, signed type I-9 on microfiche or microfilm. Select movie stock that may protect the image and permit its access and make use of for the whole retention duration.

Microfilm or microfiche must:

• Display a degree that is high of and readability whenever exhibited for an audience (viewer) or reproduced in writing; and
• Add an in depth index of all data to ensure that any specific record can be accessed instantly.

The employer must provide the microfilm or microfiche and a reader-printer that if an officer notifies an employer of an inspection

• Provides security features;
• Is in clean condition, correctly maintained plus in good working purchase; and
• Has the capacity to show and print a page that is complete of.

As soon as employers have actually preserved an application I-9 on microfiche or microfilm, they could destroy the paper originals.

Saving Form I-9 Electronically

Employers might use a paper system, an electric system or a mix of paper and electronic systems to keep Form I-9. an electronic storage space system must:

• Add settings to guarantee the integrity, precision and reliability for the electronic generation storage space system.
• Add settings to identify and avoid the unauthorized or accidental creation of, addition to, alteration of, deletion of or deterioration of an electronically finished saved Form I-9, like the signature that is electronic if utilized.
• Add settings to make certain an audit path to make certain that any alteration or switch to the shape since its creation is electronically kept and that can be accessed by the government that is appropriate inspecting the kinds.
• Add an examination and quality assurance system that frequently evaluates the generation that is electronic storage space system, and includes regular checks of electronically stored Form I-9, such as the electronic signature, if utilized.
• Add an in depth index of all data making sure that any specific record can be accessed straight away.
• Create a higher amount of legibility and readability whenever shown for a movie display terminal or reproduced in some recoverable format.

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