Where do you store I-9 documents?

Forms I-9 may be stored on paper, microfilm, microfiche or electronically. Completing Form I-9, Employment Eligibility Verification, requires collecting personal information about employees.

Do you have to keep hard copies of I-9 documents?

If you choose to copy or scan documents an employee presents when completing Form I-9, you must retain the copies with their Form I-9 or their employee record.

Can you store i9s electronically?

Using an Electronic Storage System for Form I-9 You may retain Form I-9 using either a paper or electronic system, or a combination of both. If you complete a paper Form I-9, you may scan and upload the original signed form, correction or update, and retain it electronically.

What do you do with the I-9 Form once it is completed?

After you’ve completed the process of filling out the I-9, you must retain the form, either on paper or electronically. You must retain each individual’s I-9 form for three years after their start date or one year after their last day of employment, whichever is later.

When can you destroy I-9 forms?

When is it okay to destroy I-9 records? An employer can destroy a former employee’s I-9 records one year from the date of termination or three years from the date of hire, whichever is later. To avoid confusion, it is recommended that employers keep I-9 files in separate and secure folders.

How long keep personnel files?

EEOC Regulations require that employers keep all personnel or employment records for one year. If an employee is involuntarily terminated, his/her personnel records must be retained for one year from the date of termination.

How long must I-9 forms be kept on file?

three years
Federal regulations state you must retain a Form I-9 for each person you hire for three years after the date of hire, or one year after the date employment ends, whichever is later.

How do I store my I-9s?

Forms I-9 should be maintained separately from employee personnel files. Most often, I-9s are maintained in a file (electronic or hard copy) or binder that is accessible only to a few individuals in the human resource department.

When can I-9s be destroyed?

Should I-9 forms be kept in personnel files?

I-9 forms should always be maintained separately from personnel files and retained according to the U.S. Citizenship and Immigration Services (USCIS) retention requirements: “I-9 forms should be retained for three years after the date of hire, or one year after the date employment ends—whichever is later.” The Form I-9 …

How long should I keep I-9 forms?

So how long must you retain the Form I-9 after an employee stops working for your organization? According to federal regulations, you must retain the Form I-9 for three years after the date of hire, or one year after the date of employment ends – whichever is later.

What employee records must be kept?

Employment records that an employer must make and keep is a record that specifies:

  • the employer’s name.
  • the employee’s name.
  • whether the employee’s employment is permanent, temporary or casual.
  • the date on which the employee’s employment began.