Q. "Can we store I-9's electronically?"

Answer:


Yes, you can, however, per U.S. Citizenship and Immigration Services, any electronic storage system must include the following:


  • Controls to ensure the system’s integrity, accuracy, and reliability (i.e., only authorized personnel have access, a backup plan is in place to recover records if lost)

  • Controls to prevent/detect unauthorized or accidental changes (i.e., records date of access, who accessed, and actions taken)

  • An inspection and quality assurance program that regularly evaluates the system and verifies it is working as intended

  • An indexing system that allows users to identify and retrieve records

  • The ability to reproduce readable paper copies

 

Wondering if your records system is compliant? Let us check with an HR Audit.

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