Record Retention

All current employees must have an I-9 form on file if they began employment after November 6, 1986.

When an employee leaves the College, their I-9 form must be retained for:

  • 3 years after the employee’s hire date, OR
  • 1 year after the employee’s employment date ends

WHICHEVER DATE IS LATER

The central repositories for the I-9 Forms are the HR Office at Concordia and CLV (Moorhead Office), respectively.

Examples

An employee who works for four days: The employer must retain the I-9 Form for three years from the date of hire, since one year from the date of termination is less than three years from the date of hire.

An employee who works five years: The employer must keep the I-9 Form for one year, because on year from the date of termination is longer than three years from the date of hire.

I-9 Forms should be kept separate from the employee’s personnel file due to the fact that they contain information on national origin that should not be part of a hiring decision.

Once an employee terminates, the I-9 should be removed form the current employee file and place in a terminated employee file where it can then be purged at the appropriate time.

Information For:

current students
faculty and staff		 parents
alumni		 high school students
admitted students