It has come to our attention that the language we use in our local records schedules regarding employee eligibility records — the I-9 verification form required by U.S. Citizenship and Immigration Services — might be misinterpreted. In order to help everyone carry out their records retention responsibilities, we will be posting an amendment to each local schedule that includes this item. Those schedules are:
- ABC Boards
- County Board of Elections
- County Departments of Social Services*
- County Management
- County Sheriff’s Office*
- County Tax Administration
- County Veterans Services
DMH/DD/SAS Provider Agency
- DMH/DD/SAS Local Management Entity
- Local Health Departments
- Public Hospitals
- Public Libraries
- Public Transportation Systems and Authorities
- Regional Councils
- Register of Deeds
- Water/Sewer Authorities and Sanitary Districts
(*NOTE: The County Departments of Social Services and County Sheriff’s Office will shortly have updated schedules published, so this rewording will be incorporated into the update rather than as a separate amendment.)
Here is the new wording for the disposition instructions for Employee Eligibility Records:
Mandatory retention throughout the duration of an individual’s employment. After separation, destroy records in office 3 years from date of hire or 1 year from separation, whichever occurs later.
The intent of these disposition instructions is no different than those currently published in your schedule; the amendment is purely for the sake of clarity. So while you’re awaiting formal approval of this amendment, please be aware that you should already be retaining these I-9 forms throughout the duration of an individual’s employment and at least 1 year beyond separation.
If you have any questions or concerns, please feel free to contact a Records Management Analyst at (919) 807-7350.