Form I-9 Online: Collect and Store Securely

Form I-9, Employment Eligibility Verification, is the federal form US employers use to verify the identity and employment authorization of every new employee. Employees complete Section 1 by their first day of work, and employers complete Section 2 within three business days. Employers can complete and store I-9s electronically if their system meets federal requirements.

This guide explains the I-9 process, deadlines, electronic signature and storage rules, remote verification options and how to build I-9 into onboarding.

What is Form I-9?

Form I-9 is issued by US Citizenship and Immigration Services (USCIS). Every US employer must complete one for each person hired for employment in the United States, including citizens and noncitizens.

The I-9 is not sent to the government. Employers keep it and must make it available for inspection by authorized agencies. Always use the current edition from uscis.gov/i-9.

I-9 sections and deadlines

For jobs lasting fewer than three business days, Section 2 must be completed by the end of the first day.

Acceptable documents

Employees choose which acceptable documents to present from the Lists of Acceptable Documents:

• List A: documents that establish both identity and employment authorization, such as a US passport or permanent resident card.
• List B: documents that establish identity, such as a driver’s license.
• List C: documents that establish employment authorization, such as a Social Security card without restrictions.

Employees present either one List A document or a combination of one List B and one List C document. Employers cannot specify which documents an employee must present.

Can Form I-9 be completed and signed electronically?

Yes. Employers may complete, sign and store Form I-9 electronically, as long as the system meets Department of Homeland Security requirements. In general, an electronic I-9 system must:

• Include controls to ensure the integrity, accuracy and reliability of the system.
• Detect and prevent unauthorized creation, alteration or deletion of records.
• Attach the electronic signature when the form is completed and identify the signer.
• Create and preserve a record verifying the identity of the person signing.
• Provide a printed confirmation of the transaction to the person signing, on request.
• Maintain an audit trail and be able to produce legible copies for inspection.

Simply typing a name into a PDF does not necessarily meet these standards. Choose a system designed for I-9 compliance.

Remote document examination

Since August 2023, employers enrolled in E-Verify that are in good standing can use a DHS-authorized alternative procedure to examine documents remotely. In general, the employer must:

1. Examine copies of the employee’s documents to confirm they appear genuine.
2. Conduct a live video interaction with the employee presenting the documents.
3. Indicate the alternative procedure was used on Form I-9.
4. Retain clear and legible copies of the documents.
5. Create an E-Verify case for the new employee.

Employers not enrolled in E-Verify must examine documents in person, sometimes through an authorized representative.

I-9 retention rules

Employers must keep each I-9 for the later of:

• Three years after the date of hire, or
• One year after the date employment ends.

Store I-9s separately from general personnel files and limit access to authorized staff.

Common I-9 mistakes

• Missing deadlines for Sections 1 and 2.
• Requesting specific documents, which can be discriminatory.
• Incomplete fields, such as missing dates or signatures.
• Using outdated editions.
• Not tracking reverification for expiring work authorization.
• Poor storage, such as I-9s mixed into personnel files.

Building I-9 into onboarding

A compliant onboarding flow can:

1. Send the new hire a link to complete Section 1 before day one.
2. Pre-fill employee data from the HRIS or ATS.
3. Notify the HR representative to complete Section 2 within the deadline.
4. Track reverification dates and send reminders.
5. Store records securely with access controls and an audit trail.
6. Connect to E-Verify where the employer uses it.

How Noca helps

Noca helps HR teams orchestrate onboarding around Form I-9: sending reminders, tracking deadlines, collecting related documents such as W-4 and policy acknowledgments, and syncing status to the HRIS. Pair it with a dedicated I-9 compliance system where required. Explore employee onboarding with Noca.

This article is for general information and is not legal advice.

Related guides

• Consent Form Template
• Fill Out Form W-9 Online (Free, With E-Signature)

Frequently Asked Questions

Can Form I-9 be completed online?

Yes. Employers can use an electronic I-9 system, provided it meets Department of Homeland Security requirements for electronic signatures, integrity, audit trails and retrieval. The employee completes Section 1 online, and the employer completes Section 2 after examining the employee’s documents.

When must Form I-9 be completed?

Employees must complete Section 1 no later than their first day of employment. Employers must complete Section 2 within three business days of the employee’s first day of work. If the job lasts fewer than three business days, Section 2 must be completed by the end of the first day.

Can I-9 documents be verified remotely?

Employers enrolled in E-Verify and in good standing can use a DHS-authorized alternative procedure that includes reviewing document copies and a live video interaction. Employers not enrolled in E-Verify generally must examine documents physically, sometimes through an authorized representative.

How long must employers keep Form I-9?

Employers must keep Form I-9 for three years after the date of hire or one year after employment ends, whichever is later. Records must be available for inspection by authorized government agencies, so they should be stored securely and be easy to retrieve.

Does Form I-9 go to the government?

No. Employers keep completed I-9s on file and do not submit them to USCIS or other agencies. However, authorized agencies, such as Immigration and Customs Enforcement, can request to inspect them, usually with at least three business days’ notice.

Can an employer choose which documents an employee shows for the I-9?

No. Employees choose which acceptable documents to present from the Lists of Acceptable Documents. Requesting specific documents, or more documents than required, can violate anti-discrimination rules. E-Verify employers have some specific requirements, such as List B documents containing a photo.