Guardian is staffed with experienced in-house immigration and I-9 attorneys who constantly monitor regulations and communicate directly with the Department of Homeland Security so our clients can be 100% confident our software features and business practices are in strict compliance with the law.
Below is a list of several key features:
COMPLETE 100%-COMPLIANT ELECTRONIC I-9 FORMS
Electronically sign Sections 1, 2 and 3 of the I-9 with our secure electronic signature technology. The Guardian system utilizes multi-factor, identity verification- based technology with “click to attest” boxes and a 4-digit PIN. This superior, and more conservative, process minimizes the risk that ICE will question the validity of the signature and satisfies all regulatory requirements.
For federal contractors that must comply with the amended Executive Order 12989 (EO 13465) FAR E-Verify® clause, Guardian offers our proprietary FAR Toolkit to ensure that E-Verify® submissions of current employees are “correct and accurate” with near zero erroneous submissions along with tracking of FAR contracts and employees on these contracts.
This “fine-tuning” before E-Verify® submission ensures that a company’s E-Verify® profile (as scrutinized behind the scenes by the data-mining efforts of USCIS) is the least likely to attract unwanted attention from federal agencies.
Guardian’s E-Verify® Batch Processing allows users to submit employment authorization information for multiple employees to E-Verify® simultaneously, eliminating the need to process each employee’s submission individually.
CORRECT AND CONVERT HISTORICAL I-9S
Our I-9 Conversion services can help identify I-9 errors and securely transition to a digital and truly paperless I-9 system. We have converted more than 3 million paper I-9s into the Guardian system.
Included in our I-9 Conversion services is a Technical Estimate Compliance Summary (TECS). This is a full analysis report of digitized I-9s that appear to be incomplete, incorrect, ineligible, non-compliant, or those that have duplicate SSN’s, or employees that might be missing I-9s entirely.
Easily correct I-9’s that have been identified with mistakes by making electronic amendments to existing scanned paper or electronic I-9s.
In addition, our I-9 Amendment tool eliminates the need to do the double-work of hand correcting paper I-9s and re-scanning amended paper documents. This tool is a revolutionary set of features that integrates I-9 amendment and issue exemption functionality within the Guardian web-based interface.
Users can enjoy the centralized repository to identify and respond to technical and substantive I-9 issues across geographic and organizational boundaries and streamline the cleanup of historical I-9s.
REAL-TIME ERROR CHECKING ON ALL I-9S
Guardian is designed to eliminate human-error from the I-9 process by providing automated error checks and validation of form I-9s as they are entered into the system. Covered by three layers of error checking, I-9s are entered correctly the first time.
The first layer is our automated, field level, system generated error checking – this causes the background of required fields to be highlighted in red.
The second layer is the virtual yellow post-it notes (customizable) that walk end users with additional guidance as dictated by corporate, in-house or outside counsel.
The third layer is a combination of the above against all checks and balances as dictated by the most conservative interpretation of the current I-9 and E-Verify® regulations.
INTEGRATE WITH EXISTING HRIS, ATS, BACKGROUND SCREENING AND ONBOARDING SYSTEMS
With a proven track record of more than 50 sophisticated secure integrations, Guardian provides real-time data sharing with onboarding (e.g., Peoplefluent, SAP and Oracle), ATS, Background Screening, onboarding and payroll systems to actively synchronize new hire information, employee location changes and terminations along with HR users & locations.
SSO (Single Sign On) INTEGRATION
Guardian deploys SSO with many of its clients, using the SAML 2.0 standard. We have access to experts that can provide support in the case where the SSO package is not compatible with SAML 2.0.
TRACK I-9 AND E-VERIFY DEADLINES
Customizable dashboard provides high-level view of I-9 and E-Verify compliance items that need immediate attention. HR Managers can also easily track and manage pending I-9s, new employees without I-9s, pending re-verifications, pending E-Verify actions, I-9s which can be purged and more
Easily stay on top of expiration dates and re-verifications with our automated reminders posted on the HR Dashboard, along with links directly to the I-9 information page where Section 3 can be completed. Multiple email notifications (e.g. 150, 60, 10 days) can also be sent to responsible HR’s notifying them of re-verification deadlines.
REMOTE HIRING AND MULTI-SITE HIRING SOLUTION
Guardian’s unique set of features seamlessly enable organizations to establish a sufficiently supervised and reviewable relationship with a third party (generally a notary) to complete Section II on behalf of the organization in the physical presence of the employee.
At the heart of the solution is a feature for new hires to receive their login information via email, then log into the system and complete Section 1 (with an electronic signature) and select the Section 2 documents they will be presenting.
For full completion, the new hire could then meet off-site with an approved third-party notary or certified agent and finish Section 2. Guardian even offers a notary matching service for the purpose of using this remote hire functionality with a notary public known to our partner network.
Once complete, an email can be sent to the responsible HR manager when the remote I-9 is ready for final approval to then submit to E-Verify® with a single click of a button.
Our Super HR feature allows approved administrators to monitor all I-9 and E-Verify® processes for multiple accounts with a single login. Employee and I-9 records can be segmented by business unit, location, and/or HR group for easy viewing and management.
COMPLETE AUDIT TRAILS AND SUPPORT
With ICE audits continually increasing, employers must consider how their electronic I-9 system will be viewed and inspected. While most vendors offer a standard “material change of data” audit trail that shows only key relevant changes (i.e. who, what), Guardian maintains forensic quality detailed audit trails. This means all user activity that transpires in the system (administrative and down) is logged, traceable, and reviewable by an authorized agent if needed.
The goal of our audit trails is to tell the full story of an organization’s I-9 creation and management with uncontestable details. Providing this type of information is the only manner to provide the full history for federal agents conducting the I-9 audits and investigations. Any less information leaves ‘holes in your story’ and allows federal agents to interpret the limited amount of information they are given. Guardian’s audit trails provide undisputable details and peace of mind that your actions (and not federal agents’ speculations) are dictating the issuance of potential fines.
IN-HOUSE IMMIGRATION EXPERTISE
I-9 and E-Verify compliance is a constantly changing and confusing area that requires expert analysis to keep up with trends and regulations. LawLogix is the only company in our industry to maintain an in-house staff of attorneys to provide conservative interpretation and communicate directly with enforcing agencies to be 100% confident our software and business practices are in strict compliance with laws and regulations.
LawLogix is also fortunate to have a large network of clients and formal advisors that come from the highest ranks of the American Immigration Lawyers Association (AILA), elite legal practice groups, Fortune 100 companies, and government. These connections and formal information sharing ensures that we have substantial advance notice for what is happening in the industry and in changes to compliance policies. To learn more about our network of advisors please see our I-9 and E-Verify Blog.
COMPREHENSIVE REPORTING AND ANALYTICS TOOLS
With several, standard, out-of-the-box reports and dozens of permutations, easily create the report you need. Provided in multiple formats, reports can be viewed online within the Guardian system or downloaded as an Excel report.
“Preconfigured” reports are also available directly thru the HR Dashboard. These reports are generated real-time and designed to offer users a quick reference to easily track and manage employee and I-9 records.
Protection from Data Loss – Unlike most vendors, LawLogix owns and utilizes distributed SAN (Storage Area Network) technology. While upfront costs are high, experts agree that using a SAN is the best defense to catastrophes because it provides superior protection against data loss in a disaster event. Applications running traditional servers may fail through data corruption caused by the server disks, but the storage arrays in a SAN use superior algorithms to make sure your data will always stay consistent.
Continuous Up-time and Service – LawLogix uses Certified SSAE 16 SOC 2 Type 2 Facilities to ensure privacy and continuous up time and service. LawLogix cyber-threat resistant multiple UNIX server clusters are hosted at CyberTrails, a Tier 1 co-location facility located in seismically neutral, non-flood, non-fire risk zone with the primary facility located in Phoenix, Arizona.
Access to the facility is controlled by biometric authentication, swipe card validation, sign-in logs and 24-hour video monitoring.
Highest Level of Data Encryption – All client Personal Identifiable Information (i.e. Social Security number, date of birth, etc.) is encrypted ‘at rest’ with the highest level of security allowed by U.S. law, currently 128-bit AES.
All communications (i.e. in transit) between clients and our servers are encrypted with VeriSign Class 3 256-bit Encryption utilizing SSLv3/TLSv1.
Intrusion Detection/Prevention System – A Tipping Point IDS/IPS is used to scan the network and prevent malicious attacks. State monitoring occurs every 20 seconds, 10 seconds for HA Failover, throughout the IDS/IPS to ensure all systems are running at optimal performance.
Vulnerability Scanning – LawLogix utilizes McAfee Secure® to conduct enterprise level vulnerability scanning and daily penetration testing. Any vulnerabilities detected by McAfee are immediately tested in our Development environment before deploying to the production environment.
System Architecture – Guardian employs a typical SaaS architecture with a front-end web server, an application server, a reports server and a database server. All of these components reside behind dual redundant 3Com X-5 firewalls with 24/7 live intrusion monitoring and prevention.