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Date: | Tue, 25 Jan 2011 10:52:35 -0700 |
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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.
>
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