It's been a while since I read the regs but if I recall, we used to have to keep the info onsite and available and separate from the personnel file.

Chris Flynn

> Date: Tue, 25 Jan 2011 12:20:41 -0500
> From: [log in to unmask]
> Subject: Documentation in Employee Files
> To: [log in to unmask]
> 
> Hello!
> 
> My HR Team is divided over whether it is appropriate to have copies of 
> identification cards (Social Security, Drivers License) in the employee files. I 
> thought I would reach out to the List to see what other organizations are 
> doing.
> 
> Some background:
> We have an online vendor which takes care of our I9 Forms. There is no way 
> to attach copies of the Drivers License or Social Security cards in this system.
> 
> Colorado requires an additional form and we are required to keep the copies of 
> identification cards.
> 
> We would like to keep the form and ID copies in the employee files, but our HR 
> Managers are divided on whether this is appropriate. Note: The DL number and 
> SS number are already on other forms in the employee file. I think the issue 
> has more to do with auditing - if the I9s/forms get audited, then the auditors 
> have access to the complete employee file. 
> 
> I would really appreciate any feedback on what you are doing within your 
> organizations. 
> 
> Thanks!
> 
> Lauren Nathanson, CRM
> Records Manager
> Extra Space Management, Inc.
> 
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
> To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
> mailto:[log in to unmask]
 		 	   		  
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]