Electronic Storage of the I-9

Most employer’s are still keeping paper I-9s and most of them would have a terrible time retrieving and organizing 3 years worth of forms in the event of an ICE inspection.   Employers should take a hard look at the time, stress, and cost invested in storing paper I-9s and consider an alternative approach.

I-9 Okay offers a paperless compliance system that is simple and virtually error free.  The One Minute I-9 solution allows an employer to effortlessly create, complete, and store the I-9, supporting documents and E-Verify confirmation on-line.  It is the most accurate, affordable way to achieve 100% I-9 compliance. 

For more information please contact I-9 Okay at info@I-9Okay.com or call 719-287-9197.

Get Organized – I9 Forms Need Special Attention

I always begin an I-9 audit by requesting a current payroll list and all current employee Forms I-9 in alphabetical order.  This should be the SIMPLE part of the audit but you would be surprised at the problems this can create.

Some companies are keeping their I 9 forms in employees’ personnel files requiring that every single employee file be accessed, the I-9 removed and sorted in alphabetical order.  Some companies are keeping  current and terminated employees’ I-9 forms together, making it necessary to go form by form to check for a termination date and separating current from former employees.  Some companies are keeping forms by employee number or badge number rather than in alphabetical order and still some are keeping the forms in off-site storage locations, home offices, etc.

Best Practices for storing the Form I-9 include:

• Keep originals in binders in alphabetical order and scan them to a file on your server in alphabetical order.
• If using E-Verify, keep the E-Verify confirmation with the copies of the documents recorded in Section 2 of the Form I-9.
• ALWAYS separate I-9 forms from the employees’ personnel files.
• Keep current employee I 9 forms separate from past employees I 9 forms.  Store terminated employees forms in reverse date order to facilitate adherence to retention guidelines.

You may want to consider an electronic solution for both completing and storing the Form I-9.  Using an electronic system virtually eliminates errors when completing the form and facilities simple storage, maintenance, and destruction of the I-9 and supporting documents including E-Verify.  I-9 Okay offers a complete electronic solution for I 9 compliance.  Don’t leave your company at risk for huge non-compliance fines and penalties.