As the #1 leader in I-9 form completion software, i9Check is pleased to provide the following employment eligibility-related news:

Electronic Storage

H.R. 4306 also permits the electronic storage of I-9 forms. Under the old regulations, I-9 records were permitted to be transferred onto microfilm or microfiche format, an antiquated format primarily used at libraries and research institutions.  Most companies do not have the equipment to transfer hard copy I-9 forms into microform or microfiche. Those that do discovered that while it significantly reduced space requirements, the medium makes searching for a particular I-9 form difficult and laborious.

I-9 forms may now be stored as pdf files, a universal format most computer users are familiar with. The pdf format is useful  because it effectively maintains the integrity and appearance of regular paper forms. In addition to relieving companies from having to dedicate floor space for file cabinets, electronic storage allows for effortless searching, reverifying, modifying, and running of reports. Companies who rehire seasonal workers at certain times during the year will benefit by being able to easily call up and utilize previously completed I-9 forms. Reverifying an employee’s eligibility to work is expedited, and changing a person’s name after a life event can be easily accomplished.

Electronic storage will also effectively maintain I-9 records in the event of disasters. Creating backup copies is simple and quick and can be done on a daily basis along with other computerized personnel records. Reproduction of lost or destroyed files can be accomplished easily compared to traditional paper-based storage. This ability to quickly produce I-9 forms is also useful in the course of an audit.  During a CIS or DOL audit, I-9 regulations allow a company three days to produce its I-9 forms, a difficult task for a large company whose I-9 forms are widely spread among numerous branch offices.  With electronic I-9 forms, producing these forms in timely manner is possible.

Storage of I-9 forms as pdf files allows for the easy and expedient movement of thousands of records from one location to another.  For some companies, all completed I-9 forms are routed to a central HR department, usually located at company headquarters.  There, I-9 forms are reviewed, managed, and expiration dates monitored. With the advent of this new development, HR departments can immediately receive I-9 forms after completion. This will facilitate the review of these documents, minimize the possibility of losing them, and expedite the processing of the forms.

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