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1. #Filed documents electronically and in filing cabinet how to#
2. #Filed documents electronically and in filing cabinet upgrade#

At worst, it means that your customers’ information may have been compromised, something that can erase years’ worth of hard work in gaining their trust. What is the risk if a lock fails or is manipulated? At best, it’s enough to make a company uneasy about what could or did potentially happen. This helps ensure that only those who should be accessing the cabinet’s contents can do so and decreases the risk of a physical data breach. Importance of Securing Information Stored in Filing CabinetsĪs you know, every filing cabinet that stores any type of confidential information should utilize a lock.

#Filed documents electronically and in filing cabinet upgrade#

Upgrade to Electronic Filing Cabinet Locks.Use Access Control to Secure the Office.Importance of Securing Information Stored in Filing Cabinets.Produce a high degree of legibility and readability when displayed on a video display terminal or reproduced on paper.Include an inspection and quality assurance program that regularly evaluates the electronic generation or storage system, and includes periodic checks of electronically stored Form I-9, including the electronic signature, if used.

Include controls to ensure an audit trail so that any alteration or change to the form since its creation is electronically stored and can be accessed by an appropriate government agency inspecting the forms.Include controls to detect and prevent the unauthorized or accidental creation of, addition to, alteration of, deletion of or deterioration of an electronically completed stored Form I-9, including the electronic signature, if used.Include controls to ensure the integrity, accuracy and reliability of the electronic generation storage system.Storing Form I-9 ElectronicallyĮmployers may use a paper system, an electronic system or a combination of paper and electronic systems to store Form I-9. Once employers have preserved a Form I-9 on microfilm or microfiche, they may destroy the paper originals. Is able to display and print a complete page of information.Is in clean condition, properly maintained and in good working order and.If an officer notifies an employer of an inspection, the employer must provide the microfilm or microfiche and a reader-printer that: Include a detailed index of all data so that any particular record can be accessed immediately.Exhibit a high degree of legibility and readability when displayed on a reader (viewer) or reproduced on paper and.Storing Form I-9 on Microfilm or MicroficheĮmployers may keep copies of original, signed Form I-9 on microfilm or microfiche. Select film stock that will preserve the image and allow its access and use for the entire retention period. However, USCIS recommends that employers keep Form I-9 separate from personnel records to facilitate an inspection request. Storing the Original Paper Form I-9Įmployers who choose to keep paper copies of the documents their employees present may store them with the employee’s Form I-9 or with the employees’ records. When storing these forms (regardless of the format you choose), USCIS recommends that employers provide adequate safeguards to protect employee information. No matter how you choose to store your Form I-9, you must be able to present them to government officials for inspection within 3 business days of the date when the forms were requested.įorm I-9 contains personal information about employees. Officers from the Department of Homeland Security, employees from the Immigrant and Employee Rights Section (IER) at the Department of Justice, and employees from the Department of Labor may ask to inspect these forms. In a single format or a combination of formats, such as:.On-site or at an off-site storage facility.You should store completed Form I-9 and any corresponding documentation such as copies of documents in a manner that fits your business needs and the requirement to make Form I-9 available for inspection.

#Filed documents electronically and in filing cabinet how to#

Completing Form I-9, Employment Eligibility Verification, requires collecting personal information about employees. Employers should keep this in mind when determining how to retain and store completed Form I-9 and any corresponding documentation so that personal information does not get into the wrong hands.