What is the E-Verify Records Disposal and How Does It Affect You?

E-Verify Records Disposal refers to the periodic deletion of older case records from the E-Verify system by the Department of Homeland Security (DHS). This is done in compliance with the National Archives and Records Administration (NARA) retention and disposal schedule. The purpose is to maintain a manageable and secure system while ensuring that records that are no longer legally necessary are removed.

E-Verify retains case records for 10 years from the date of the initial case submission. This 10-year period allows the employer, government agencies, and employees to access the records if needed for auditing or verification purposes during that time.

What is it accomplished during the E-Verify disposal?

Each year, E-Verify identifies and deletes records that are older than 10 years. For example, in 2024, E-Verify will delete case records from 2014. This ensures that the system only keeps records that are still legally relevant.

E-Verify notifies employers about upcoming record deletions through email and system alerts. They encourage downloading and archiving records that may be needed for future reference before permanently deleting them. The I9 Intelligence system never deletes cases created through our system. The deletion only happens on the E-Verify direct page. However, I9 Intelligence teams may download the report from the direct E-Verify website, if desired.

Once records are deleted, employers can no longer access those cases through E-Verify. It is essential for employers to save and retain any necessary case information, especially in cases where they may need to demonstrate compliance with immigration laws during audits.

What Should the Employers Do?

• Download E-Verify Report
  • Employers can use the Historic Records Report to retrieve and save older E-Verify case information before the records are deleted. This report provides a summary of all cases that are eligible for deletion. This report can be found only through the E-Verify direct website.
• Store Safely
  • Employers should store these records securely, as they may still be needed for Form I-9 audits or to defend against any legal claims related to employment eligibility verification.

How I-9 Intelligence Can Help

Navigating E-Verify Records Disposal can be a complex task for employers, but i9 Intelligence is here to streamline and secure your compliance processes. Here’s how we can assist:

• Simplified Report Management: With i9 Intelligence, you can securely store and retrieve your E-Verify records within our system, even if they are no longer available in E-Verify directly. This ensures your records are safely archived and accessible for audits or verification without extra steps.
• Proactive Alerts: Receive timely alerts when records are set to be removed by E-Verify, along with instructions on how to access and download these reports. This ensures that you are always prepared ahead of deadlines.
• Comprehensive Support: Our team offers dedicated support to guide you through records management, retention policies, and best practices, so you can focus on your business without worry about compliance risks.

Choosing i9 Intelligence means choosing peace of mind and reliable, automated compliance solutions. Let us handle the complex compliance requirements while you focus on growing your organization securely and confidently.