As a human resource department, ensuring that your company complies with employment verification requirements is a crucial part of your responsibility. One of the key requirements for employers is to complete and maintain the I-9 form for each new employee. With advancements in technology, eNotaryLog helps to streamline this process for HR departments. In this article, we will discuss the top three advantages of using eNotaryLog’s platform to complete I-9 forms for new employees.
1. Convenience and Time-Savings
When it comes to completing I-9 forms for new employees, using traditional methods can be time-consuming and inefficient. However, with eNotaryLog’s remote online notarization platform, HR departments can enjoy the convenience of completing the form remotely, saving time and reducing administrative burdens.
Remote Completion of I-9 Forms
The remote completion of I-9 forms is a major convenience for HR departments when using eNotaryLog’s remote online notarization platform. The platform eliminates the need for employees to travel to a notary public’s location, saving time and reducing administrative burdens on HR departments. With remote completion, employees can complete the I-9 form from any location, making the process more convenient for both the employee and the HR department.
Video Conferencing Verification
Another significant advantage of eNotaryLog’s platform is the ability to verify the employee’s identity through video conferencing. The notary public can visually verify the employee’s government-issued ID and compare it to the employee’s appearance during the video call. This feature ensures that the identity of the employee is accurately verified, eliminating the need for the employee to present physical identification documents to the notary public.
Traditional methods of completing I-9 forms can result in significant delays, particularly if the employee is located in a different state or city. With eNotaryLog’s platform, the remote completion of I-9 forms can eliminate delays caused by travel and scheduling conflicts. Employees can complete the form at their convenience, and the notary public can verify and notarize the form remotely. This feature ensures that the completed I-9 form is received by the HR department in a timely and efficient manner, reducing delays in the hiring process.
2. Improved Compliance and Reduced Errors for I-9 Forms
Compliance with federal regulations is critical for companies, and errors or omissions on I-9 forms can result in hefty fines and penalties. Fortunately, using eNotaryLog’s remote online notarization platform to complete I-9 forms can help HR departments ensure accuracy and compliance. In this article, we will explore the top three advantages of using eNotaryLog’s platform, starting with improved compliance and reduced errors.
Compliance with Federal Regulations
Compliance with federal regulations is essential for any business that wants to avoid hefty fines and penalties. eNotaryLog’s remote online notarization platform ensures that HR departments remain compliant with the latest regulations when completing I-9 forms. The platform includes built-in checks and balances that prevent errors and omissions, such as ensuring that all required fields are completed and verifying the employee’s identity through a government-issued ID.
Mistakes or omissions in I-9 forms can lead to significant penalties and fines for businesses. eNotaryLog’s platform helps to reduce errors by verifying the employee’s identity through video conferencing and built-in checks and balances. By using the platform, HR departments can be confident that the completed form is accurate and compliant with federal regulations. The platform’s built-in checks and balances reduce the risk of errors and omissions, ultimately saving businesses time and money.
Complete Audit Trail
Maintaining a complete audit trail of the notarization process is critical for businesses during audits or legal disputes. eNotaryLog’s platform provides a complete audit trail of the notarization process, which can be used as additional evidence of compliance. This feature ensures that HR departments can provide additional evidence of compliance, giving them peace of mind during audits or legal disputes.
3. Enhanced Security and Fraud Prevention
eNotaryLog’s remote online notarization platform provides businesses with enhanced security and fraud prevention measures. With multi-factor authentication, video recording of notarization process, and SOC 2 compliance, businesses can complete I-9 forms remotely with peace of mind. In this section, we will explore how these security features work and why they are important for businesses completing I-9 forms.
SOC 2 Compliance
In addition to the enhanced security features mentioned above, eNotaryLog’s remote online notarization platform is also SOC 2 compliant. SOC 2 is a set of auditing standards developed by the American Institute of Certified Public Accountants (AICPA) that evaluate the security, availability, processing integrity, confidentiality, and privacy of a service provider’s system. SOC 2 compliance ensures that eNotaryLog’s platform has adequate controls in place to safeguard the confidential information of businesses and their employees.
Identity theft and fraud are major concerns for businesses when completing I-9 forms. eNotaryLog’s remote online notarization platform provides enhanced security features, such as multi-factor authentication, to verify the employee’s identity. The platform ensures that the employee is who they claim to be by requiring multiple forms of identification, including a government-issued ID and a password or biometric authentication. This reduces the risk of identity theft and fraud, giving businesses peace of mind during the notarization process.
Video Recording of Notarization Process
eNotaryLog’s platform captures a video recording of the notarization process, which serves as evidence of the identity verification and notarization. This provides businesses with additional security and fraud prevention measures by capturing a complete record of the notarization process. The video recording can be used as evidence during legal disputes or audits, providing businesses with additional protection against fraudulent activity. This feature ensures that businesses can confidently complete I-9 forms remotely without compromising security or increasing the risk of fraud.
In conclusion, eNotaryLog’s remote online notarization platform provides a convenient, compliant, and secure way for businesses to complete I-9 forms remotely. With features such as time-saving digital workflows, improved compliance and reduced errors, and enhanced security and fraud prevention, eNotaryLog’s platform is an ideal solution for businesses of all sizes. To learn more about how eNotaryLog can help your business, visit enotarylog.com.