Introduction
Understanding U.S. immigration document retention rules is essential for every applicant in 2025. Losing or discarding the wrong document can delay green card renewals, affect visa extensions, or even trigger compliance issues during audits. This guide explains what to keep, how long to store it, and how federal agencies view document management for immigration purposes.
Key Takeaways
Applicants should maintain both physical and digital copies of their key immigration records for several years. The U.S. Citizenship and Immigration Services (USCIS) increasingly requires proof of continuous status, lawful entry, and authorized employment, making retention a critical part of legal compliance.
Legal Basis
The Immigration and Nationality Act (INA) and USCIS.gov regulations require certain forms and receipts to be retained for specific durations. Employers and visa sponsors are also governed by the Department of Labor (DOL.gov) recordkeeping standards. These laws ensure documentation is available for audits, appeals, and reapplications.
Document Retention Periods
1. Permanent Records: Keep copies of I-94, I-797 approvals, Employment Authorization Documents (EAD), and any green card notices indefinitely. These form your immigration history.
2. Short-Term (3–5 years): Keep all receipts, biometrics notices, and correspondence from USCIS or the Department of State for at least five years.
3. Employer Documents: Employers sponsoring H-1B or PERM must keep I-9 forms and public access files for one year after employment ends or three years after the date of hire, whichever is later.
4. Digital Storage: Scanned PDFs are acceptable if they clearly display official stamps and barcodes.
State and Federal Variations
While immigration law is federal, states sometimes impose additional retention requirements—especially for driver’s licenses, tax filings, or educational records supporting visa renewals. For instance, California and New York recommend maintaining local address and tax proof for at least six years.
Real-World Cases
In 2024, several adjustment of status applicants faced delays after discarding older I-20 forms and visa stamps. USCIS requested those documents to verify prior legal status. These cases demonstrate that even expired visas and old notices may hold value long after approval.
Step-by-Step Actions
1. Organize chronologically — Arrange forms and receipts by date.
2. Scan and encrypt — Save digital copies in secure, backed-up storage.
3. Label folders — Use clear categories: visas, USCIS, employment, dependents.
4. Keep duplicates — Store one physical and one digital version.
5. Review annually — Update and discard only verified duplicates after five years.
Why This Matters
Proper document retention can prevent costly reapplications, lost time, and denied benefits. With USCIS digitizing records, maintaining your own archive ensures consistency and proof of legal status, supporting both immigration compliance and peace of mind.
FAQ
Q: How long should I keep USCIS approval notices?
A: Keep all original I-797 and EAD cards permanently, as they establish your legal status history.
Q: Can I store immigration documents digitally?
A: Yes. USCIS allows scanned or digital copies as long as they are legible and complete.
Q: Do employers have different retention rules?
A: Yes. Employers must retain I-9 and sponsorship records under DOL and USCIS guidelines for at least one to three years after termination.
Q: What happens if I lose an old visa or I-20?
A: You can file a Freedom of Information Act (FOIA) request through USCIS.gov to retrieve past documents, but the process may take months.