Say Goodbye To The Paper I-9 Process

Last year, JorgensenHR was contracted to audit the I-9 forms of a public company with 1,500 employees. All records were maintained on paper, with some processed through E-Verify while others were not. Our audit revealed significant compliance issues with at least half of the I-9s.

In February 2024, JorgensenHR gained a new client through our BestPartner HR solution. Our initial step was to review their I-9 forms for 38 employees—only to find they had none at all.

Additionally, in 2024, we conducted a due diligence HR audit for a private equity firm acquiring a company in Palm Desert. Upon reviewing 10 I-9 forms, we identified compliance issues, prompting the firm to request a full audit of all 60 forms. As a result, the transaction was delayed by 90 days.

One of the best ways to solve I-9 issues and prepare for an I-9 audit is to go digital.

Going paperless isn’t just a passing trend—it’s a game-changer for HR teams everywhere. So why are some businesses still stuck with the outdated, manual I-9 process? Not only is it a major time waster, but it also puts your company at serious risk.

Remember the days of onboarding new hires with stacks of paperwork? If you’re still using a traditional paper-based I-9 process, that’s your reality. It’s slow, inefficient, and prone to mistakes—leaving your business vulnerable to compliance risks and unnecessary headaches.

THE RISKS OF A PAPER I-9 PROCESS

Here’s why relying on paper Form I-9s is risky business:

1. Human Errors & Compliance Issues – Paper forms are easy to fill out incorrectly, leading to compliance violations and potential fines.
2. Lost or Misplaced Documents – Physical copies can disappear or get damaged, creating big problems if you’re audited.
3. Missed Deadlines – A manual system makes it tough to track completion deadlines, putting you at risk of violating the 3-day rule.
4. Cumbersome Verification Process – HR teams spend way too much time manually verifying and cross-checking employee documents.
5. Storage & Security Concerns – Storing paper files takes up space, makes retrieval a hassle, and increases security risks.
6. Audit Nightmares – If Immigration and Customs Enforcement (ICE) comes knocking, sorting through paper files is a stressful and time-consuming task.
7. Outdated Compliance Tracking – USCIS updates the Form I-9 regularly and keeping up manually can be a logistical nightmare.
8. No Reporting Capabilities – Paper-based processes make it impossible to track compliance trends or generate reports across multiple locations.

WHY AN ELECTRONIC I-9 PROCESS IS THE SMARTER CHOICE

Switching to a digital I-9 process eliminates these risks and brings a host of benefits:

• No More Paper Chase – Digital storage keeps all your Form I-9s in one secure, easily accessible location.
• Real-Time Error Checking – Automated validation catches mistakes instantly, reducing compliance risks.
• Seamless Employee Verification – Digital workflows streamline verification and document tracking.
• Effortless Compliance Monitoring – Generate reports with just a few clicks to track your organization’s compliance.
• Faster Audits & Inspections – Quickly pull up the necessary records when needed—no more digging through filing cabinets.

MAKE THE MOVE TO DIGITAL NOW

It’s clear—the paper-based I-9 process is outdated, inefficient, and full of compliance risks. Going digital isn’t just about convenience; it’s about protecting your business and making HR operations smoother.

There are many digital solutions that provide a seamless, fully compliant electronic I-9 solution that saves time, reduces errors, and simplifies compliance management.

Why wait? Say goodbye to the headaches of paper and switch to a smarter, digital I-9 process today!

JorgensenHR conducts HR audits for legal compliance in the areas of wage & hour, exempt/nonexempt and employee/independent contractor. Contact us at 661-600-2070 or info@jorgensenhr.com.