Be audit ready: Three ways ECM supports I-9 compliance
Employee audits by the U.S. Citizenship and Immigration Services (USCIS) continue to rise. According to the Society for Human Resource Management (SHRM), there’s been a drastic increase in I-9 audits, from three in 2004 to more than 3,000 in 2012.
That’s almost a 100,000 percent increase!
With stiff penalties in place – up to $1,100 for each paperwork violation – it’s imperative your organization is prepared should USCIS show up at your door.
By implementing an enterprise content management (ECM) system, commonly referred to as document management, you transform your management of I-9s. ECM optimizes your HR department by:
1. Ensuring data accuracy with automated data entry
By automating content capture, an ECM solution eliminates manual data entry of new hire information. Doing so not only reduces the likelihood of errors but also speeds the process, ensuring you complete the form within the mandated three days from the employee’s start date.
For example, as HR staff members receive new hire documentation, they scan it directly into their ECM system, which will perfect each image by automatically removing ink marks and other imperfections from the page. The advanced technology used for this process ensures highly accurate character recognition results – eliminating tedious manual follow-ups.
2. Granting easy access to I-9 forms and related documents
An ECM solution stores all I-9s and related content – such as driver licenses or ID cards, birth certificates, hospital records, etc. – in a single document repository. Working in your familiar application, like your HRIS or ERP, you simply click on the employee’s record and instantly access all needed information.
You can also run reports to determine if any documentation is missing, allowing you to quickly follow-up with new hires to remedy the situation.
3. Preserving and destroying forms as needed
Holding on to I-9s longer than needed can be detrimental to your organization. If an auditor finds an error with a form – even though that record was no longer required to be maintained – you will be penalized for it.
An ECM solution eliminates the headache associated with manually maintaining I-9s for the correct amount of time. From the moment a document enters your ECM system, it can be completely under control with an uneditable data trail, protected through its lifespan and automatically destroyed at the appropriate time.
Are you ready to transform the way your organization maintains I-9s? If so, check out my other blog post for tips on how to make a business case for technology in HR.