What is the reason for not keeping an employee's I-9 form in their personnel file?

The I-9 form is a critical document used to verify an employee's identity and their eligibility to work in the United States. It must be stored separately from an employee's personnel file to ensure compliance with federal regulations. The separation is necessary because I-9 forms are subject to specific retention and inspection requirements set forth by U.S. Citizenship and Immigration Services (USCIS). Keeping these forms in a separate location helps employers easily access them for audits or inspections, without inadvertently exposing personal employee information contained in personnel files to unauthorized parties.

Additionally, having I-9 forms stored separately helps ensure that the employer can maintain privacy and confidentiality for both the employee's personal information and their immigration status, mitigating potential discrimination claims or risks associated with mishandling sensitive information.