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hello and welcome back to immigrationnews and views my name is David naka andI'm one of the managing attorneys at theNPC Law Group Nachman Fulani Zemo checkwe have offices here in Ridgewood NewJersey we also have offices in New YorkCity in midtown Manhattan we also havean affiliated office in Mumbai India andwe have off also an affiliated office inCanada with me today I have Felicia'saugment Felicia is an attorney here inour office and Felicia and I do a lot ofwork on I 9 or its and employeremployment verification processes andhelping employers to understand whatthey need to do with thine eyes we'veactually done a previous video on i9 andif you're not familiar with the i9process we would definitely recommendthat you take a look at that videobecause in that video Felicia and I dida pretty good job of helping employersto understand what they need to know butnow we have a little bit of an updatebecause we just got back from a verylong and significant meeting with theimmigration and customs enforcementofficers here in our local district andthey told us a couple of things whichare very interesting so Felicia withthat maybe you can tell our viewers acouple of thingssure well let's start with the fact thatice inspections have been uptremendously in the last year and arelikely to go up even further I think wetalked about in our last news and viewssegment that it was likely coralcorollary to to any kind of immigrationreform to have inspections of work sitescome into force more frequently we havepretty good substantiation of this factat this time so we're we're wait readyand waiting for more of theseinspectionswell actually Felicia you made anexcellent point in our last video if I'mnot mistaken which I thought wasterrific and we should bring this backhome for our viewers and that is thatwith comprehensive immigration reform onthe cusp potentially what we're talkingabout is the government is talking aboutactually legalizing 11 million peoplenow if they are talking aboutlegalization the quid pro quo forlegalization of course is an increase inenforcement that enforcement will be ofcourse at the borders but it's also aform of internal enforcement which meansthat they're going to go into theemployers and they're going to hit themfor fines and penalties and violationsyou of these i9 rules I actually want tojust say something that I have had in mymind for a long time and that I thinkeveryone needs to know what's getting itout there I'd like to save the publicbut this is just YouTube and we're justbeing pulled up because you have aninterest in this topic so you the chosenpublic should know that the fines forpeople for I nines that are not incompliance are very substantial so evenfor a company that is small by any kindof national or international or evenstatewide standard a company of twentypeople could be looking or 40 peoplecould be looking at liabilities of$30,000 for poorly prepared eye lines wesee it all the time and it is in shockand horror that these employers dealwith this issue now that's on theirdoorstep with such an amazing amount ofmoney you know you try to control caughtin the kinds of litigation that yourcompany might be subject to which wouldhave this these kinds of numbersattached to it but nobody I think reallycomprehends the extent of the fines andpenalties until they're looking atsomething where each of their poorlydocumented all I know is being fined atthe to the tune of a thousand dollarswell and I think Felicia you'reabsolutely right the point that you'remaking is is a terrific one I think thatlet's bring it really home for ourviewers by helping them to understand1the magnitude of the fines and penalties1that we've seen in the cases that we1handle here in our office I mean I would1say and you know just check me on this1then we're handling cases that range1anywhere in terms of fines that that1range from $20,000 for smaller1corporation on up to you know close to1750 thousand dollars for i9 violations1so if you think1if you our viewers who are tuning in1here think that you know this is1something to just shrug off and ignore1you have another thing coming you really1have to tend to your i9 it's not even1something you can really explain away1you have to pay some attention to your1ions now and set them right there's just1no getting around it1so one of the really important things1that we heard this morning which1resonated tremendously with me is that1they are going out now and they are1serving new I 9s sorry they're serving1new notice of inspections to many1organizations they have a certain number1that they're going out and they're1actually probably as we discuss this now1are in route to serving additional1employers with these notices of1inspection so Felicia what does that1mean it means that now they're going to1be a lot more employers who are going to1be looking for information about how to1deal with an i9 audit and what are the1types of things that they should know if1they get served with this notice of1inspection sure that's that's certainly1important what people should know if1they are served and I think the most1important thing to know is actually to1deal with it right away1so we do get a lot of people who in the1eleventh hour perhaps they've already1been in the process with ice for quite1some time back and forth through1different stages of inspection and1notices of intent to find so on they1finally call us and they are ready to1get some legal help but a lot of1problems can be handed off very early in1the process I'm going to call it early1intervention great you know that's1exactly my news I I feel like I'm1appropriating a name that's applied to1so many things but this is an1intervention that you want to perpetrate1upon your own company to make sure that1you're dealing with ice properly from1the outset and with your eye lines1properly from the outset and there's a1lot of things you can do starting with1how you keep your documents that will1influence the interactions with ice and1what rolls out from that so starting1with how you keep your documents okay1we've been talking about the use of a1segregated file a segregated file is1very useful an i9 file in the employees1employment file and I think we have to1be careful about the use of the word1segregate because I think what we're1talking about really is a separate i91file okay and keep a separate i9 file1and that is so your I nines are not in1your Human Resources files and there's a1couple of reasons why you want to do1that first and most importantly is at1the midnight hour when you get served1with that notice of inspection you don't1want to be rushing to your Human1Resources file and pulling out all those1on nights especially if you have1thousands of employees that's gonna be a1nightmare so keep your eye nine separate1but what else about the iodine's attach1the supporting documentation to those I1nines especially if you're making copies1of that supporting documentation so you1take a look at a green card make a Xerox1copy of that green card and attach it to1the i-9 form something that we were1talking about in the car on the way back1to the office here was what about1stapling we hate staples and why do we1not like saving you know the the way1that you keep your documents is assuming1you keep them in a separate file like1we're suggesting is to keep them paper1clipped when you staple or fax or2otherwise provide do something to a2document that physically alters the way2it looks on the piece of paper it will2be it will raise it could raise2questions such as faxing yes such as the2others ax header it raises the question2was this documents recorded at the time2that it was viewed or was it faxed to me2at a later date and I hadn't seen the2original which is required of course for2the i92so these issues the city may seem like2minutiae whether or not a document is2stapled or whether or not it's fast but2you have to understand that when the2notice of inspection is served these2documents once you receive your chain of2custody document from ice those2documents go to an auditor who's keenly2in tuned to tremendous detail about2these documents including dates and as2Felicia's properly pointing out physical2modifications of the documents that2could affect issues of timing or where2the documents were kept and so on right2so it's important to keep the photocopy2of the document very clean and I just2want to comment on something that you2said about the fact that the auditors2are so keenly attuned to these details2it's important to know that this is2they're the government's business and2they're very very serious about it so2the auditor will pick up on any small2anomalies with your documents including2stapling and things like that2including if it's been faxed 14 times2and so or photocopied 14 times they may2have questions about that why should2that happen you know in the scheme of2business you have to be able to answer2all those questions so it's better just2to keep your cleanest coffee exactly and2your i-9 form in the separated file2thank you for correcting on that sir no2problem yeah I think I think it's not2wrong to say a segregated file but I2think that for the human resource2managers or personnel who might be2viewing this video I think that2explaining it is a separate file for I29s and the documentation all together2may help them understand exactly what2we're talking about and David does2should the i9 files be kept in an i92filing cabinet or should they be kept2with the broader Human Resources file2just as a separate file maybe a2different color from the from the larger2human resources and and it's a great2question of Felicia and I know exactly2what you're trying to ask me and I2always whenever I ask these questions2when we do speaking engagements for2human resource managers across the2country at their sites they always ask2me that my answer really is it depends2upon what your business practices are2each unfortunately there's not a cookie2cutter answer to that2each is done on a case-by-case basis so2the procedures that you choose to use2has a lot to do with whether or not you2have a thousand employees or whether or2not you have 20 employees so it's really2not something I can you know identify as2a cookie cutter ants2okay but I do want to comment upon the2actual keeping of the ions retention2retention yeah um if you're not keeping2them electronically which is a whole2other ball of wax okay to be addressed2in another video yes we could do we2could actually do a retention video um I2I would suggest that the i9 files be2kept in a in a safe manner because you2don't want them to get destroyed so2whatever that means for you and your2business's capabilities whether it means2the metallic filing cabinet in a room2that's not likely to have a leak or2whether it means locked up in because2because it has to have they have to have2physical safety maybe you're in your2you're keeping your ions in a room that2gets a lot of traffic so they need to be2locked up but those ions have to be kept2in a way that's safe otherwise the2burden will fall on you the employer2checks to explain why you might have3lost your own eyes in some way exactly3so I think we're running out of time3today but what I'd like to do is just3bring to your attention that we will be3doing additional videos with regard to3employment verification and employment3sanctions and we'll be discussing things3like retention will be discussing things3like the electronic retention of i-9s3we'll also be discussing what the step3by step things are that you need to be3aware of when you go through an audit3with the government but the reason why3we wanted to do this for you today is to3bring home the real importance of the3fact that the government is out there3and they're going to be serving over the3next week or so additional notices of3inspection half of them will be what are3called re audits so for those of you3those of you who have had audits already3the government is going back and looking3to make sure that you're doing things3properly and the second half of their3initiative is with regard to what's3called critical infrastructure and that3means any organization that deals with3the government's critical infrastructure3that could be access to a tarmac at an3airport it could be something that deals3with software that says government3that's related to the government3contractor or the government a waste3water pure water treatment plant3wastewater purification plants and so on3the critical infrastructure is defined3very broadly so if you feel you're in a3critical infrastructure organization3it's probably a pretty good idea for you3to take a look at your own Ines do that3self audit if you have any questions at3all of course Felicia and I our firm we3handle this on a regular basis and we're3more than happy to make our services3available to you thanks so much for3tuning in today and we look forward to3being of assistance to all of them take3care thank you

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Notice Of Inspection FAQs

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What happens to all of the paper forms you fill out for immigration and customs?

Years ago I worked at document management company. There is cool software that can automate aspects of hand-written forms. We had an airport as a customer - they scanned plenty and (as I said before) this was several years ago... On your airport customs forms, the "boxes" that you 'need' to write on - are basically invisible to the scanner - but are used because then us humans will tend to write neater and clearer which make sit easier to recognize with a computer. Any characters with less than X% accuracy based on a recognition engine are flagged and shown as an image zoomed into the particular character so a human operator can then say "that is an "A". This way, you can rapidly go through most forms and output it to say - an SQL database, complete with link to original image of the form you filled in. If you see "black boxes" at three corners of the document - it is likely set up for scanning (they help to identify and orient the page digitally). If there is a unique barcode on the document somewhere I would theorize there is an even higher likelihood of it being scanned - the document is of enough value to be printed individually which costs more, which means it is likely going to be used on the capture side. (I've noticed in the past in Bahamas and some other Caribbean islands they use these sorts of capture mechanisms, but they have far fewer people entering than the US does everyday) The real answer is: it depends. Depending on each country and its policies and procedures. Generally I would be surprised if they scanned and held onto the paper. In the US, they proably file those for a set period of time then destroy them, perhaps mining them for some data about travellers. In the end, I suspect the "paper-to-data capture" likelihood of customs forms ranges somewhere on a spectrum like this: Third world Customs Guy has paper to show he did his job, paper gets thrown out at end of shift. ------> We keep all the papers! everything is scanned as you pass by customs and unique barcodes identify which flight/gate/area the form was handed out at, so we co-ordinate with cameras in the airport and have captured your image. We also know exactly how much vodka you brought into the country. :)

How much notice does a landlord have to give to inspect property?

How much notice do private landlords have to give? Notice for what? Our leases require 24 hours notice for us to enter the property for any non-emergency reason (annual inspection, scheduled repairs, showings to prospective tenants, etc). We must give 30 days notice of non-renewal of the lease, or renewal with changes. We must give at least 30 days notice of termination of a month-to-month tenancy.

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