{"id":898,"date":"2017-08-18T14:16:35","date_gmt":"2017-08-18T14:16:35","guid":{"rendered":"http:\/\/www.hrdirectapps.com\/blog\/?p=898"},"modified":"2018-12-13T20:31:38","modified_gmt":"2018-12-13T20:31:38","slug":"should-i-keep-form-i-9-document-copies","status":"publish","type":"post","link":"https:\/\/www.hrdirectapps.com\/blog\/should-i-keep-form-i-9-document-copies\/","title":{"rendered":"Keeping Copies of Form I-9 Documentation: Yes or No?"},"content":{"rendered":"<p>\u201c<em>Should I photocopy or scan employee documents?<\/em>\u201d This is a question I receive a lot regarding the Form I-9 process. Small business owners understand the importance of completing this mandatory form, but they\u2019re not sure if they should keep copies of the documents new hires provide.<\/p>\r\n<h2>The short answer: You can &#8230; but you don\u2019t have to. (And there\u2019s some risk in doing so.)<\/h2>\r\n<p>And now a more detailed explanation:<\/p>\r\n\r\n<p>If you decide to make copies or electronic images of employee documents, they become fair game if you\u2019re ever inspected. If officials from the <em>Department of Homeland Security (DHS), Department of Labor (DOL)<\/em> or other federal government agencies come knocking, you\u2019ll have no choice but to share your I-9 documentation. Upon inspection, these documents act as legal proof that your employees provided the required documents \u2014 and that you reviewed and verified them. <em>That\u2019s a good thing, right?<\/em><\/p>\r\n\r\n<p>Not necessarily. This practice can become a \u201cdouble-edged sword\u201d because the copies become evidence of your compliance \u2014 and could be used against you. For example, if you\u2019re missing a copy from your records, it could appear as if you didn\u2019t receive or review a document. More concerning, if a copy reveals a problem with the original document or doesn\u2019t match the employee\u2019s identity, you could be charged with knowingly employing an unauthorized alien.<\/p>\r\n\r\n<p>Further still, keeping copies could put you at risk of potential \u201cdocument abuse discrimination,\u201d which includes:<\/p>\r\n<ul>\r\n \t<li>Having more documents on file than required<\/li>\r\n \t<li>Accepting documents different from those required<\/li>\r\n \t<li>Maintaining copies for one employee, but not all employees<\/li>\r\n<\/ul>\r\n<p>So, let\u2019s say you\u2019ve decided to forego copying documents. Your next question may be, <em>\u201cHow can we prove we\u2019re in compliance?\u201d<\/em> When you or an authorized representative complete the Form I-9, legal compliance is assumed through something called \u201cattestation.\u201d This legal certification in Section 2 of the form reads:<\/p>\r\n<div class=\"incopy-image\"><img class=\"img-responsive\" src=\"https:\/\/www.hrdirectapps.com\/blog\/wp-content\/uploads\/2017\/07\/Electronic-Copies-of-Documents2.jpg\"\/><\/div>\r\n<h2>If You\u2019d Prefer Keeping Copies of These Documents<\/h2>\r\n<p>Even with this knowledge, you may feel more comfortable holding on to copies. As I mentioned earlier, you still have that right as the employer. My advice, then, is this: Be absolutely certain you\u2019re meeting all of the legal requirements, including careful verification of documentation<strong>. Any oversights could put you in the hot seat in a formal investigation.<\/strong><\/p>\r\n\r\n<p>Although the government doesn\u2019t require you to be a \u201cdocument expert,\u201d it expects you to only accept documents that appear to be genuine and related to the employee providing them. Here are some additional tips to guide you with the examination and handling of I-9 documentation with newly hired employees.<\/p>\r\n<div class=\"greenBorderTipBox\">\r\n<div class=\"gbTitle\">TIPS<\/div>\r\n<ul>\r\n<ul>\r\n \t<p><strong>If<\/strong> you receive a document that doesn\u2019t seem genuine, isn\u2019t related to the employee or doesn\u2019t appear under the Lists of Acceptable Documents.<\/p>\r\n\r\n<p><strong>Then<\/strong> reject the document and ask for another one that meets the requirements.<\/p>\r\n\r\n&nbsp;\r\n\r\n<p><strong>If<\/strong> the employee writes more than one last name in Section 1, but presents a document with only one of those names.<\/p>\r\n\r\n<p><strong>Then<\/strong> ask the reason for the difference. If the response is acceptable, attach a memo to the Form I-9 explaining the discrepancy.<\/p>\r\n\r\n&nbsp;\r\n\r\n<p><strong>If<\/strong> the employee presents a document with a slightly different spelling of his or her name than the name in Section 1.<\/p>\r\n\r\n<p><strong>Then<\/strong> ask the reason for the difference. If the response is acceptable, have the employee<\/p>\r\n\r\n&nbsp;\r\n\r\n<p><strong>1)<\/strong> correct the Form I-9 with the full legal name and initial the change or<\/p>\r\n\r\n&nbsp;\r\n\r\n<p><strong>2)<\/strong> provide a different document with the correct spelling or<\/p>\r\n\r\n&nbsp;\r\n\r\n<p><strong>3)<\/strong> provide a corrected document. Note: If the spelling is completely different, ask the reason and attach a memo to the Form I-9 explaining the discrepancy.<\/p>\r\n\r\n&nbsp;\r\n&nbsp;\r\n\r\n<p><strong>If<\/strong> the employee cannot provide documentation that meets the Form I-9 requirements.<\/p>\r\n\r\n<p><strong>Then<\/strong> you may terminate employment.<\/p>\r\n\r\n&nbsp;\r\n\r\n<p><em>Bottom line:<\/em> If you can\u2019t verify the individual\u2019s identity and eligibility to work in the United States, you shouldn\u2019t hire them.<\/p>\r\n\r\n<\/div>\r\n<h2>Simplify Form I-9 Completion and Recordkeeping<\/h2>\r\nMeeting your Form I-9 responsibilities doesn\u2019t have to be complicated or time-consuming. With HRdirect\u2019s <a href=\"https:\/\/www.hrdirectapps.com\/I-9-and-W-4\/\" target=\"_blank\" rel=\"noopener noreferrer\">I-9 &amp; W-4 app<\/a>, you can easily complete and store crucial employee documentation in full compliance with the law.\r\n<div class=\"greenBorderTipBox\">\r\n<div class=\"gbTitle\">KEY TAKEAWAYS:<\/div>\r\n<ul>\r\n \t<li>You\u2019re not legally required to keep copies of employee-provided I-9 documents<\/li>\r\n \t<li>In an inspection, you could be held liable for any oversights or improper handling of documentation<\/li>\r\n \t<li><a href=\"https:\/\/www.hrdirectapps.com\/blog\/form-i-9-completion-checklist-and-self-audit-guide\/\" target=\"_blank\" rel=\"noopener noreferrer\">Careful and consistent verification<\/a> are essential if you choose to keep copies <\/p>\r\n\r\n \t<li>An online app allows you to upload Form I-9 receipts and store them in a central location<\/li>\r\n<\/ul>\r\n<\/div>","protected":false},"excerpt":{"rendered":"\u201cShould I photocopy or scan employee documents?\u201d This is a question I receive a lot regarding the Form I-9 process. Small business owners understand the importance of completing this mandatory form, but they\u2019re not sure if they should keep copies of the documents new hires provide. The short answer: You can &#8230; but you don\u2019t&#8230; <a href=\"https:\/\/www.hrdirectapps.com\/blog\/should-i-keep-form-i-9-document-copies\/\" class=\"readMore\">read&nbsp;more<\/a>","protected":false},"author":15,"featured_media":906,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[5],"tags":[18,37],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v18.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Form I-9 Documents: Should I Keep Copies?<\/title>\n<meta name=\"description\" content=\"Learn the risks associated with making copies of Form I-9 documents from new employees, ensuring you can stay in compliance with DHS and USCIS regulations.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.hrdirectapps.com\/blog\/should-i-keep-form-i-9-document-copies\/\" 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