Record-Keeping for Immigration: What Every Business Needs to Know

December 09, 2025

Navigating business immigration requires careful attention to detail, especially when it comes to documentation. For any business hiring foreign talent, organizing immigration records is integral to compliance. Maintaining accurate and accessible records can protect your business from legal risks and ensure a smooth process for your employees. The key is a systematic approach. Zaveri Law Firm can help your business maintain compliance. Our attorney can help you learn the steps to safeguarding your best interests:

• Standardize your filing system for consistency.
• Separate immigration records from general personnel files.
• Digitize documents for secure, easy access.
• Schedule regular audits to ensure accuracy and completeness.

Below, we outline what every business needs to know about record-keeping for immigration to stay compliant and organized.

Why Does Proper Record-Keeping Matter?

Meticulous record-keeping is the cornerstone of immigration compliance for any business. It serves as your primary evidence that you have followed all legal requirements for verifying employment eligibility. Should U.S. Immigration and Customs Enforcement (ICE) or another government agency conduct an audit, having organized, complete and accurate records demonstrates your commitment to lawful hiring practices. This preparedness not only streamlines the audit process but also reduces the risk of penalties and legal complications.

What Are the Key Requirements for Form I-9?

The Form I-9, Employment Eligibility Verification, is a critical document for every employee hired in the United States. Employers must complete and retain a Form I-9 for each individual they hire. This form verifies the employee’s identity and authorization to work.

Key requirements include:

• Timely Completion: Section 1 must be completed by the employee on their first day of employment. Employers are required to complete Section 2 within three business days following the employee’s start date.
• Accurate Information: Ensure all sections of the form are filled out completely and accurately.
• Document Verification: Employers must physically examine the original documents provided by the employee to affirm their identity and employment authorization.

What Are the Storage and Retention Guidelines?

According to U.S. Citizenship and Immigration Services (USCIS), employers must retain an employee’s Form I-9 for as long as they are employed. Once employment ends, the form must be kept for either three years after the date of hire or one year after the employment termination date, whichever is later.

For storage, businesses have a few options:

• Paper Files: Store original paper forms in a secure location. It is highly recommended to keep I-9s separate from other personnel files to protect employee privacy and simplify access for an audit.
• Electronic Systems: You can store forms electronically, but the system must have controls to ensure the integrity, accuracy and reliability of the records. This includes an audit trail for any changes made.
• Microfilm or Microfiche: This is another option, provided the records are legible and can be easily reproduced.

No matter the method, records must be available for inspection by government officials within three business days of a request.

What Are the Consequences of Non-Compliance?

Failing to comply with immigration record-keeping requirements can lead to serious consequences. These can range from monetary fines for simple paperwork errors to significant civil and even criminal penalties for knowingly hiring or continuing to employ unauthorized workers. The fines for I-9 violations can be substantial, and repeated offenses can damage a company’s reputation and ability to conduct business.

How Can an Attorney Help?

An experienced immigration attorney provides invaluable guidance in developing and maintaining a robust compliance program. At Zaveri Law Firm, we assist businesses by:

• Conducting internal I-9 audits to identify and correct potential issues.
• Training HR staff on proper completion, storage and retention procedures.
• Providing representation during government audits and investigations.
• Offering up-to-date advice on changing immigration laws and regulations.

Having an attorney on your side ensures you are prepared and protected, allowing you to focus on running your business.

Secure Your Business’s Future

Proper record-keeping is a non-negotiable aspect of business immigration compliance. By establishing clear procedures for managing Form I-9 and other immigration documents, you safeguard your business against costly penalties and legal challenges. If you have questions about your current practices or need assistance creating a compliance strategy, Zaveri Law Firm is here to help. Contact us today to schedule a consultation and ensure your business is on solid legal ground.