Why is it advised to keep I-9 information separate from the employee's personnel file?

Keeping I-9 information separate from the employee's personnel file is emphasized primarily because it includes sensitive information. The I-9 form contains personal data that verifies the identity and employment authorization of an employee. This data includes sensitive items such as Social Security numbers and identification documents, which must be protected to prevent identity theft and unauthorized access.

In addition to containing sensitive information, the intentional separation of I-9 forms from personnel files supports compliance with federal regulations and privacy protections related to employee data. Separating these documents can help ensure that sensitive information is accessible only to those with a legitimate need to know, thus minimizing potential risks associated with data breaches or mishandling.

While aspects like clutter in personnel files and payroll processing may be considerations in overall file management, the primary reason revolves around the sensitive nature of the information included in the I-9 forms. This practice reflects a commitment to maintaining confidentiality and protecting employee rights in the workplace.