AGENCY: Division of Human Resource Management
SERIES: 26643
TITLE: Employment eligibility verification (Form I-9)
DATES: 2007-
ARRANGEMENT: Alphabetical by name.
DESCRIPTION: These records are used to ensure a new hire's eligibility to work in the United States. Records contain the form I-9--Employment Eligibility Verification Form--and related documentation required to comply with the United States Department of Homeland Security, United State Citizenship and Immigration Services, and Handbook for Employers, M-274.
Records may include copies of U.S. passport, permanent resident card, alien registration receipt card, unexpired foreign passport, unexpired employment authorization document, driver's license, government ID card, U.S. military card, draft record, social security card, birth certificate, and/or any other acceptable documents listed on the Form I-9.
The original I-9 form and related documentation are kept separate from the personnel file. Paper records for transferred employees are forwarded to the receiving agency's human resource office.
RETENTION
Retain for 3 year(s) after date of hire or for 1 year(s) after separation, whichever is later
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Verification of employment eligibility, GRS-1970
AUTHORIZED: 06/07/2017
FORMAT MANAGEMENT
Paper: Retain in Office until 3 years after date of hire or until 1 year after separation, whichever is later, and then destroy.
Computer data files: Retain in Office until 3 years after date of hire or until 1 year after separation, whichever is later and then delete.
APPRAISAL
Administrative Legal
The form I-9, employment eligibility verification, is required by employers to comply with the United States Department of Homeland Security, Citizen and Immigration Services. The regulations for this form are outlined in Handbook for Employers M-274.
PRIMARY DESIGNATION
Exempt. 8 CFR 103 and M-274 Homeland Security,Handbook for Employers
SECONDARY DESIGNATION
Private. Utah Code 63G-2-302(1)(g) (2020)
Protected