You’re in for some changes to the way you can store your company’s new-hire paperwork, thanks to a final rule just issued by the feds.

Remember all the way back to 2006, when the feds issued interim rules on how companies can store their Forms I-9 electronically?  Here comes Chapter 2 of the story.

Last week, the Department of Homeland Security released final rules on the subject, effective Aug. 23.  And during the past four years the government fielded lots of questions on the subject and incorporated the answers into the final rules.

You’ll want to check out five key clarifications to the interim rule:

1. I-9s must be completed within three business – not calendar – days.
2. You may use paper, electronic systems or a combination of paper and electronic systems.
3. It’s OK to change electronic storage systems as long as the systems meet the performance requirements of the regulations.
4. There’s no need to retain audit trails for each time a Form I-9 is viewed electronically, but only when the I-9 is created, completed, updated, modified, altered or corrected.
5. Your company may provide or transmit a confirmation of  a Form I-9 transaction but you aren’t required to, unless the employee requests a copy.

These days, as companies try to free up space in their filing cabinets and “electrify” as much of their recordkeeping as possible, it’s highly likely you’ll want to avail yourself of these new rules. Be sure HR, Payroll and IT all get a peek at the final rules to ensure your company stays in compliance.