Employers using E-Verify may mistakenly believe that once a record is created, it will be stored forever in the E-Verify system. Effective January 1, 2016, E-Verify transaction records more than 10 years old will automatically be deleted from the E-Verify system. That means that employers will no longer have access in E-Verify to cases created prior to December 31, 2005. This action is being taken to comply with the National Archives and Records Administration’s retention and disposal schedule.
E-Verify records for active employees and terminated employees within the retention timeframe must be retained; therefore, if employers have not printed out the records, they could be lost once they fall outside the 10 year window.
If an employer wants a record of its cases that outside the 10 year- old window, it must download the new Historic Records Report before December 31, 2015. The report will include all transaction records for cases more than 10 years old. Instructions to download the report are available when the employer logs into E-Verify. The report is only available until December 31, 2015.
It is a best practice to record the E-Verify case verification number on the related Form I-9. Employers are encouraged to retain the Historic Records Report with the I-9s also.