During the onboarding process for a new job, you’re inundated with paperwork. You fill out tax forms, sign up for benefits, and provide various documents to prove your identity and eligibility to work. It’s a whirlwind of activity, and it’s easy to hand over whatever you’re asked for without a second thought. However, in our digital age, being careless with your personal information is a massive risk. While employers have a legal right to *see* certain documents, they have no right to *keep* copies of others. Leaving sensitive financial documents in your employee file creates a permanent risk of data breaches, identity theft, and privacy violations.
Here are 10 financial and personal documents you should show, but never leave a copy of, with your employer.
1. Your Social Security Card
This is the master key to your financial life. An employer needs your Social Security number to report your wages to the IRS and state tax agencies. They can get this number from your W-4 form. They also need to see your physical Social Security card as part of the I-9 employment verification process to prove your work authorization. However, they are legally required only to visually inspect the card. They should not be making a photocopy of it to keep in your file. Politely refuse if they ask to do so, as a stored copy is a major liability.
2. Your Birth Certificate
A birth certificate is a foundational identity document used to establish age and citizenship. An employer may need to see it to verify your age for certain benefits or job requirements, or as part of the I-9 process. However, like the Social Security card, there is no legitimate business reason for them to retain a physical or digital copy. Leaving a copy of your birth certificate with your employer provides a fraudster with crucial information needed for “synthetic identity theft,” where they can create a new identity using your details.
3. Your Passport
A U.S. passport is another “List A” document for the I-9 form, meaning it single-handedly establishes both your identity and your right to work. Your employer must examine the document to ensure it appears genuine and relates to you. That is the full extent of their legal obligation. They do not need to photocopy it. A copied passport page contains your photo, birthdate, and passport number, all of which are valuable assets to an identity thief.
4. A Voided Check for Direct Deposit
This is a common request for setting up direct deposit, and it feels harmless. However, a voided check contains your full name, address, bank account number, and routing number. In the wrong hands, this information can be used to set up unauthorized electronic withdrawals from your account (ACH fraud). A much safer method is to provide the routing and account numbers through your employer’s secure HR portal or by filling them out on a standard direct deposit authorization form. There’s no need for them to have an image of your actual check.
5. Your Driver’s License (Unless Driving Is a Job Requirement)
Your driver’s license is a common form of identification for the I-9 form. The employer needs to see it and record the document number. But do they need a copy? Unless driving is an essential function of your job—for example, you are a delivery driver or a traveling salesperson—there is no reason for them to keep a photocopy. A license contains your photo, address, date of birth, and signature, making it a prime document for identity fraud.
6. Your Credit Report
For some jobs, particularly in finance or security, an employer may run a credit check as part of the background screening process. They must get your written consent to do this. However, the report they receive is for their review only. You should never be asked to provide a copy of your own credit report, nor should they be storing their copy in your general employee file. This document contains a massive amount of your financial history that is irrelevant to your day-to-day employment.
7. Your Tax Returns
There is almost no conceivable reason why a standard employer would need to see or keep a copy of your personal tax returns. This document contains a wealth of sensitive information, including your income from all sources, your spouse’s and children’s information, your investments, and your charitable contributions. A request for this is a massive overreach and a major red flag about the company’s respect for employee privacy. The only exception might be for extremely high-level executive roles where complex compensation is being verified.
8. Bank or Brokerage Account Statements
To prove your salary history (a practice that is now illegal in many states) or to verify assets for a security clearance, you might be asked to show a bank or brokerage statement. You should black out all account numbers and other sensitive information before showing it to them. Under no circumstances should you allow your employer to make and keep a full, unredacted copy of these statements. They have no right to a detailed record of your personal financial transactions.
9. Your Diploma or Degree Certificate
An employer has a right to verify your educational credentials. They can do this by seeing your diploma or, more commonly, by using a third-party service to verify your graduation with the university registrar. They do not need to keep a photocopy of your actual diploma. While less sensitive than other documents, it’s another piece of your personal history that doesn’t need to be sitting in a file cabinet or on a server for years after your credentials have been verified.
10. Medical Records or Doctor’s Notes with a Specific Diagnosis
If you request a medical leave or an accommodation under the Americans with Disabilities Act (ADA), your employer can request a doctor’s note to certify that you have a medical condition requiring it. However, the note should be simple and state only the necessary work restrictions and the duration of the leave. The employer is not entitled to know your specific diagnosis or to see your detailed medical records. This sensitive health information should be kept confidential between you and your doctor.
You Are the Guardian of Your Data
In the digital age, your personal and financial documents are more valuable than ever. While you must comply with legal hiring requirements, you also have a right to privacy. Be polite but firm. Ask why a document copy is needed and how it will be stored and protected. By being a vigilant gatekeeper of your own information, you can prevent your new job from creating a lifelong security risk.
What’s your #1 rule for protecting your personal information during a job search or onboarding process?
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