06/13/2024

The Parameters of Storing Forms Online

Learn how you can virtually store your employment documents

HR Question: I have heard of other employers transitioning to store I-9 forms electronically. Is this an acceptable practice? What considerations should I keep in mind before adopting electronic storage for my company’s Form I-9s?

HR Answer: Yes, many employers are embracing the electronic completion and storage of their employees’ Form I-9s. You may retain the Form I-9 in a paper filing system, an electronic system, or a combination of both. According to U.S. Citizenship and Immigration Services (USCIS), electronic transition is permissible, although the employer is subject to specific guidelines.

Storing Form I-9s Electronically

According to the USCIS, you can store I-9 forms electronically provided certain conditions are met. If you opt for offsite storage, be sure that you can produce any documents within three days should they be requested by an auditor. Employers can facilitate electronic completion via online payroll providers or through scanned uploads of signed paper forms, subsequently discarding the physical copies.

Please select this link to read the complete article from OSAP member Clark Schaefer Strategic HR.