Why might a staffing firm choose to maintain I-9 forms separately from personnel records?

Maintaining I-9 forms separately from personnel records is essential for compliance with legal regulations, particularly those set by the Immigration Reform and Control Act. This act mandates that employers verify the employment eligibility of their employees and keep certain documentation on file. The I-9 form contains sensitive information, including details about an employee's identification and work authorization status.

By keeping these forms separate, a staffing firm can better protect this sensitive data and mitigate the risk of unauthorized access or breaches of confidentiality. This segregation is also in line with best practices that reinforce the need to handle sensitive information with care to comply with privacy laws.

While avoiding duplication, simplifying data entry, and maintaining financial document integrity are important aspects of operational efficiency, they do not directly address the specific legal and regulatory requirements tied to immigration verification documentation. Therefore, compliance with legal regulations regarding sensitive information is the primary reason for the separate maintenance of I-9 forms.