{"id":16003,"date":"2026-07-15T16:20:36","date_gmt":"2026-07-15T21:20:36","guid":{"rendered":"https:\/\/www.brightmine.com\/us\/?post_type=resources&#038;p=16003"},"modified":"2026-10-09T08:22:18","modified_gmt":"2026-10-09T13:22:18","slug":"ask-our-experts-ensuring-compliant-form-i-9-processes","status":"publish","type":"resources","link":"https:\/\/www.brightmine.com\/us\/resources\/hr-compliance\/immigration\/ask-our-experts-ensuring-compliant-form-i-9-processes\/","title":{"rendered":"Ask our experts: Ensuring compliant Form I-9 processes"},"content":{"rendered":"\n<div class=\"wp-block-group alignfull has-primary-white-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-f85887e8 wp-block-group-is-layout-constrained\" style=\"border-radius:25px;padding-top:var(--wp--preset--spacing--30);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--30)\">\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-929090b5 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:70%\">\n<div class=\"wp-block-group is-vertical is-layout-flex wp-container-core-group-is-layout-a4641b2f wp-block-group-is-layout-flex\" style=\"margin-top:0;margin-bottom:0\">\n<p class=\"wp-block-paragraph\">by <strong>Taylor Lewellyn<\/strong>, Legal Editor<\/p>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\">As US Immigration and Customs Enforcement (ICE) continues to escalate Form I-9 audits, expand its interpretation of what constitutes technical versus substantive violations and shift its subsequent enforcement patterns, the Brightmine&nbsp;Ask Our Experts&nbsp;service has received a number of questions from HR professionals trying to stay ahead of the latest I-9 compliance changes.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To help with your understanding and compliance, here are a few of the latest pain points we&#8217;ve been hearing about.<\/p>\n\n\n\n<h2 id=\"social-security-numbers-on-the-form-i-9\" class=\"wp-block-heading\">Social Security Numbers on the Form I-9<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><em>Q: In some cases, we hire candidates who do not yet have a Social Security Number (SSN) at the time of hire. The candidate later receives an SSN after the I-9 form has already been signed and processed.<\/em><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\"><em>Are we legally permitted to update or modify the SSN field on the already signed document once the SSN is issued?<\/em><\/li>\n\n\n\n<li class=\"\"><em>If modifying the original document is not recommended, what is the best practice?<\/em><\/li>\n\n\n\n<li class=\"\"><em>Are there any documentation or audit trail requirements we should be aware of when making this update?<\/em><\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">A: Preliminarily, please note that an employee is not required to enter their SSN in Section 1 of the Form I-9 unless the employer participates in E-Verify. Consequently, an employee may voluntarily provide their SSN or leave this field blank if the employer does not use E-Verify.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Employees who have not yet received their SSN and who can satisfy all other Form I-9 requirements may work while awaiting their SSN. If the employer uses E-Verify and this field is required, it should&nbsp;<a href=\"https:\/\/www.uscis.gov\/i-9-central\/form-i-9-resources\/handbook-for-employers-m-274\/30-completing-section-1-employee-information-and-attestation\" target=\"_blank\" rel=\"noreferrer noopener\">have the employee enter their SSN in Section 1<\/a>&nbsp;as soon as they receive it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To take the most conservative approach, an employer may want to have the employee&nbsp;<a href=\"https:\/\/www.uscis.gov\/i-9-central\/form-i-9-resources\/handbook-for-employers-m-274\/90-correcting-errors-or-missing-information-on-form-i-9\" target=\"_blank\" rel=\"noreferrer noopener\">initial and date<\/a>&nbsp;the SSN field on the completed I-9 to document that the SSN was missing information that was later added. The employer may also want to attach a written explanation of why the information was originally missing. If the employer is using an electronic I-9 system, the audit trail should reflect all corrections and additions made to Sections 1 and 2 and Supplements A and B.<\/p>\n\n\n\n<h2 id=\"digital-storage-of-forms-i-9-and-related-documents\" class=\"wp-block-heading\">Digital storage of Forms I-9 and related documents<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><em>Q: Can you please advise if an employer is able to digitally store historical I-9 forms and documents in Microsoft One Drive? Is there any legality or compliance risk with using this storage method? And is there a best practice for maintaining security\/privacy digitally?<\/em><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A: Forms I-9 may be stored on paper, microfilm, microfiche or electronically. If an employer wants to&nbsp;retain Forms I-9 electronically, employers must comply with&nbsp;8 CFR 274a.2, which requires that the electronic storage system include the following:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Reasonable controls to ensure the integrity, accuracy and reliability of the electronic generation storage system;<\/li>\n\n\n\n<li class=\"\">Reasonable controls designed to prevent and detect the unauthorized or accidental creation of, addition to, alteration of, deletion of or deterioration of an electronically completed or stored Form I-9, including the electronic signature if used;<\/li>\n\n\n\n<li class=\"\">Controls to ensure an audit trail so that any alteration or change to a Form I-9 since its creation is electronically stored and can be accessed by an appropriate government agency inspecting the forms;<\/li>\n\n\n\n<li class=\"\">An inspection and quality assurance program that regularly evaluates the electronic generation or storage system and includes periodic checks of the electronically stored Form I-9, including the electronic signature if used;<\/li>\n\n\n\n<li class=\"\">A retrieval system that includes a detailed index of all data so that any particular record can be accessed immediately; and<\/li>\n\n\n\n<li class=\"\">A high degree of legibility and readability when displayed on a video display terminal or reproduced on paper and the ability to reproduce legible and readable hardcopies.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">To meet the requirements outlined above, for each electronic generation or storage system used, the employer retaining the Form I-9 must maintain and make available complete descriptions of the system, including all procedures relating to its use and the indexing system.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In addition, an employer that chooses to complete and\/or retain Forms I-9 electronically must maintain and make available to a federal agency upon request documentation of the business processes that:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Create the retained Forms I-9;<\/li>\n\n\n\n<li class=\"\">Modify and maintain the retained Forms I-9; and<\/li>\n\n\n\n<li class=\"\">Establish the authenticity and integrity of the Forms I-9, such as audit trails.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Further, any employer that elects to complete or retain Forms I-9 electronically must implement a detailed effective records security program that meets specified requirements.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To determine whether Microsoft One Drive can meet these detailed requirements, Brightmine recommends that an employer consult with its IT department and\/or experienced immigration counsel. However, it is likely that One Drive would need to be configured carefully and used in conjunction with third-party software to provide the required security and audit trails.<\/p>\n\n\n\n<h2 id=\"temporary-protected-status-and-form-i-9\" class=\"wp-block-heading\">Temporary protected status (TPS) and Form I-9<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><em>Q: Recently there has been an update to USCIS guidelines regarding Termination of TPS for Haiti. According to these guidelines:<\/em><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"\"><em>In Section 1 of the I-9, if an employee chooses Option #4, the employee should input as per court order in the field labelled &#8216;Expiration Date (if any)&#8217; and<\/em><\/li>\n\n\n\n<li class=\"\"><em>In Section 2, the employee should enter&nbsp;<strong>March 27, 2026<\/strong>&nbsp;along with a note in Additional Information section.<\/em><\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\"><em>This might be quite confusing for our employees, who would not intuitively write &#8216;per court order&#8217; in the date field. Additionally, our software only provides a calendar picker for expiration date &#8211; we don&#8217;t have the ability to enter text. Also, I&#8217;m not sure what the contents of the Note should be for the second item.<\/em><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>Is it alright to ask the employee to enter March 27, 2026, in the expiration date field? Then in Section 2, the internal reviewer or the Auth Rep could &#8216;as per court order&#8217; in the additional note section? We would have to ask our software provider to add an additional note section as it doesn&#8217;t currently exist.<\/em><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A: As of April 30, 2026, when this question was asked and answered, the latest USCIS guidance regarding Haiti TPS was as follows:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">When completing the Expiration Date (if any) fields on Form I-9, input &#8220;as per court order&#8221; in Section 1 and &#8220;July 1, 2026&#8221; in Section 2 along with a note in the Additional Information box.<\/li>\n\n\n\n<li class=\"\">The note in the Additional Information box should reference the court stay (<em>Miot et al. v. Trump et al.<\/em>, No. 25-cv-02471-ACR (D.D.C.).) and USCIS guidance along with the applicable expiration date.<\/li>\n\n\n\n<li class=\"\">Employers may download the latest USCIS guidance and TPS Haiti webpages and attach them to Form I-9.<\/li>\n\n\n\n<li class=\"\">When completing a case in E-Verify, enter the expiration date of &#8220;July 1, 2026&#8221; from the Form I-9.<\/li>\n\n\n\n<li class=\"\">Employers should check the USCIS websites regularly for updated information.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Brightmine does not recommend deviating from specific USCIS guidance, which would likely result in non-compliance and an I-9 violation. Instead, we suggest training employees responsible for completing the Form I-9 process in the latest agency guidance for any country with a TPS designation. If an employer&#8217;s current electronic I-9 software does not have an Additional Information box or the capability of entering text in the expiration date field, it is out of compliance with this guidance and various other TPS and I-9 requirements, and we strongly suggest contacting your software provider and experienced immigration counsel so they can advise you on how to proceed.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\"><\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-column lnrs-hide-block-on-mobile is-layout-flow wp-block-column-is-layout-flow\" style=\"border-left-color:var(--wp--preset--color--secondary-gray);border-left-width:2px;padding-left:10px;flex-basis:30%\">\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained wp-container-1 is-position-sticky\">\n<div class=\"wp-block-group has-bleach-white-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-22a7c014 wp-block-group-is-layout-constrained\" style=\"border-radius:14px;padding-top:10px;padding-right:15px;padding-bottom:15px;padding-left:15px\">\n<h3 class=\"wp-block-heading\">Get ahead of HR compliance<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Navigating today\u2019s complex HR compliance landscape is challenging.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Get ahead with Brightmine. Access HR resources and automation tools managed by seasoned human HR experts.<\/p>\n\n\n\n<p style=\"font-size:14px\" class=\"wp-block-paragraph\"><a href=\"\/us\/products\/hr-compliance-center\/#lexisnexis\">Proudly partnered with LexisNexis<sup>\u00ae<\/sup><\/a><\/p>\n\n\n\n<div class=\"wp-block-group is-nowrap is-layout-flex wp-container-core-group-is-layout-6ee76cfc wp-block-group-is-layout-flex\" style=\"margin-top:0;margin-bottom:0\">\n<figure class=\"wp-block-image alignleft size-large is-resized\" style=\"margin-top:10px;margin-bottom:10px\"><img loading=\"lazy\" decoding=\"async\" width=\"166\" height=\"44\" src=\"https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/3\/2025\/07\/16090337\/LexisNexis-logo.svg\" alt=\"\" class=\"wp-image-9646\" style=\"width:auto;height:35px\"\/><\/figure>\n<\/div>\n\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link wp-element-button\" href=\"\/us\/quote\/?intcmp=cta|blog|quote|request-a-quote\" style=\"border-radius:25px\">Request a quote<\/a><\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"margin-top:var(--wp--preset--spacing--40);margin-bottom:var(--wp--preset--spacing--40)\">\n<p class=\"wp-block-paragraph\"><a href=\"#top\">Go back to the top<\/a><\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group alignfull has-primary-white-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-f85887e8 wp-block-group-is-layout-constrained\" style=\"border-radius:25px;padding-top:var(--wp--preset--spacing--30);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--30)\">\n<h2 id=\"h-you-may-also-be-interested-in\" class=\"wp-block-heading\">You may also be interested in&#8230;<\/h2>\n\n\n<section id=\"resources-search-filter\" class=\"wp-elements-fc0c601bd232a0b557e52754909d5330 wp-block-brightmine-resources-filter has-text-color has-primary-black-color has-background has-primary-white-background-color\">\n\n\n<div class=\"ajax-filter\">\n<div class=\"lnrs-resources-search-filter   \">\n\t\t<div class=\"search_terms_bottom\">\n\t\t\t<div class=\"bottom_left\">\n\t\t\t<div class=\"search_terms_result_count\">\n\t\t\t\t\n\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\t<div class=\"bottom_right\">\n\t\t\t\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n<\/div>\n\n\t<div class=\"loader-container\">\n\t\t<span class=\"loader\" style=\"display: none;\"><\/span>\n\t<\/div>\n\n\n\t<div class=\"lnrs-resource-filter-widget__container\">\n\n\t\t\n\t\t\t\t<div class=\"lnrs-resource-hub-widget__resource\" style=\"background-color: #f3f2f0\">\n\t\t\t\t\t<a href=\"https:\/\/www.brightmine.com\/us\/resources\/hr-strategy\/the-great-disconnect-misalignment-before-people-leave\/\"><div class=\"lnrs-resource-hub-widget__resource_image\" style=\"background-image: url(https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/3\/2026\/10\/22090809\/tgd-blog-6-image.webp);\"><\/div><\/a>\n\t\t\t\t\t<div class=\"lnrs-resource-hub-widget__inner_content\">\n\t\t\t\t\t\t<div class=\"content-top\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t<div class=\"lnrs-resource-hub-widget__categories\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<div class=\"lnrs-resource-hub-widget__category_wrapper\">\n\t\t\t\t\t\t\t\t\t\t<img decoding=\"sync\" src=\"https:\/\/www.brightmine.com\/wp-content\/plugins\/lnrs-resources-filter\/assets\/images\/category-flag.svg\" alt=\"\" class=\"lnrs-resource-hub-widget__category_icon\">\n\t\t\t\t\t\t\t\t\t\t<span class=\"lnrs-resource-hub-widget__category\">Blogs<\/span>\n\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t<h3 class=\"title\" style=\"color: #00728B\"><a href=\"https:\/\/www.brightmine.com\/us\/resources\/hr-strategy\/the-great-disconnect-misalignment-before-people-leave\/\">The hidden cost of misalignment starts before people leave<\/a><\/h3>\n\t\t\t\t\t\t<p style=\"color: #000\">Misalignment costs organisations long before employees leave. 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class=\"lnrs-resource-hub-widget__category\">Charts<\/span>\n\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t<h3 class=\"title\" style=\"color: #00728B\"><a href=\"https:\/\/www.brightmine.com\/us\/resources\/hr-compliance\/employee-leaves\/paid-sick-leave-by-state\/\">Paid sick leave by state and municipality<\/a><\/h3>\n\t\t\t\t\t\t<p style=\"color: #000\">Stay compliant with changing paid sick leave laws using this easy\u2011to\u2011navigate resource for HR and employee relations teams.<\/p>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\n\t\t\t\t\t<\/div>\n\n\t\n<\/div>\n<\/section>\n<\/div>\n\n\n\n<div class=\"wp-block-group alignfull has-primary-white-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-84b47954 wp-block-group-is-layout-constrained\" style=\"border-radius:25px;padding-top:var(--wp--preset--spacing--40);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--40);padding-left:var(--wp--preset--spacing--30)\">\n<div class=\"wp-block-group alignfull has-global-padding is-layout-constrained wp-container-core-group-is-layout-9f6a5453 wp-block-group-is-layout-constrained\" style=\"padding-right:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--30)\">\n<h3 id=\"h-topics-on-this-page\" class=\"wp-block-heading\" style=\"font-style:normal;font-weight:500\">Topics on this page<\/h3>\n\n\n\n<div class=\"wp-block-group is-nowrap is-layout-flex wp-container-core-group-is-layout-7387b849 wp-block-group-is-layout-flex\">\n\n<div class=\"taxonomy-topic has-link-color wp-elements-5ec59eb01c09ec2f1d84a6b36973ff83 wp-block-post-terms\"><a href=\"https:\/\/www.brightmine.com\/us\/resources\/hr-compliance\/immigration\/\" rel=\"tag\">Immigration<\/a><\/div><\/div>\n\n\n\n<hr class=\"wp-block-separator has-text-color has-cararra-gray-color has-alpha-channel-opacity has-cararra-gray-background-color has-background is-style-wide\"\/>\n<\/div>\n\n\n\n<h3 id=\"h-about-the-author\" class=\"wp-block-heading\" style=\"font-style:normal;font-weight:500\">About the author<\/h3>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-7387b849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:100px\">\n<figure class=\"wp-block-image size-thumbnail is-resized is-style-rounded\"><img loading=\"lazy\" decoding=\"async\" width=\"150\" height=\"150\" src=\"https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/3\/2024\/09\/18080339\/taylor-lewellyn-150x150.webp\" alt=\"Taylor Lewellyn, JD, Legal Editor at Brightmine\" class=\"wp-image-6367\" style=\"object-fit:cover;width:100px;height:100px\" srcset=\"https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/3\/2024\/09\/18080339\/taylor-lewellyn-150x150.webp 150w, https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/3\/2024\/09\/18080339\/taylor-lewellyn-300x300.webp 300w, https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/3\/2024\/09\/18080339\/taylor-lewellyn-768x768.webp 768w, https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/3\/2024\/09\/18080339\/taylor-lewellyn.webp 800w\" sizes=\"auto, (max-width: 150px) 100vw, 150px\" \/><\/figure>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"wp-block-paragraph\"><strong>Taylor Lewellyn, JD<\/strong><br>Legal Editor, Brightmine<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Taylor Lewellyn has over 9 years\u2019 experience in legal publishing. As a member of the Brightmine editorial team, she focuses on training and development, immigration and international content. She also covers health, safety and security, including HR and workplace safety; workplace security; drugs, alcohol and smoking; employee health and worker&#8217;s compensation. She is also a member of the Ask Our Experts team.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Taylor holds a Bachelor of Arts in history from the College of William and Mary and a Juris Doctor from Roger Williams University School of Law. Before joining Brightmine, she was a senior content specialist at Simplify Compliance. In that role, Taylor coordinated the development and maintenance of all environmental, health and safety (EHS) training content for the BLR-branded websites and products, helping organizations comply with OSHA, EPA and DOT rules. She also covered a variety of EHS topics and presented webinars related to training and compliance issues.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/www.linkedin.com\/in\/taylor-lewellyn\/\">Connect with Taylor on LinkedIn.<\/a><\/p>\n<\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>As Form I-9 enforcement intensifies, HR professionals are facing new compliance challenges. In this latest Ask Our Experts article, Brightmine addresses common questions about updating Social Security numbers after hire, storing I-9s electronically in platforms like OneDrive, and navigating complex Temporary Protected Status (TPS) requirements. Learn what current USCIS guidance says and the steps employers can take to reduce audit risk and maintain compliance.<\/p>\n","protected":false},"author":65,"featured_media":14049,"comment_status":"closed","ping_status":"closed","template":"wp-custom-template-new-resources","categories":[56],"tags":[],"topic":[95],"class_list":["post-16003","resources","type-resources","status-publish","has-post-thumbnail","hentry","category-c-and-i","topic-immigration"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.3 (Yoast SEO v28.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Ask our experts: Ensuring compliant Form I-9 processes | Brightmine<\/title>\n<meta name=\"description\" content=\"ICE is increasing Form I-9 enforcement, leaving employers with new compliance questions. 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