H-1B Visa Holders Urged to Download Records as Deadline Ends Today

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Key Takeaways

FLAG system records finalized before March 20, 2020, will be permanently deleted; employers must act before March 25, 2025.
Affected records include Labor Condition Applications, Prevailing Wage Determinations, and key visa-related certifications for H-1B, H-2A, and H-2B programs.
Non-compliance risks include regulatory penalties, operational delays in visa processes, and potential legal exposure for employers managing foreign workers.

As of today, March 25, 2025, the U.S. Department of Labor’s Employment and Training Administration (ETA) has set a critical deadline concerning the preservation of key documentation for employers, especially those working with H-1B visa holders. Employers who rely on the Foreign Labor Application Gateway (FLAG) system must act swiftly to download and securely archive older records before they’re permanently deleted. This action underscores the importance of preserving compliance and regulatory integrity connected to U.S. labor and immigration law.

This article provides a detailed analysis of this mandate, who it affects, the risks of non-compliance, and practical measures to address the issue. Additionally, we examine the broader context of this procedural update, its impact on immigration processes, and the critical role of record retention for compliance in the U.S. immigration system.

H-1B Visa Holders Urged to Download Records as Deadline Ends Today

The Reason Behind the Deletion of Records

The record deletions by the U.S. government are the result of compliance with federal policies on data retention. Specifically, the National Archives and Records Administration (NARA) Records Schedule mandates a rolling five-year retention period for records classified as “temporary.” This means any cases finalized before March 20, 2020, will be systematically removed from the FLAG system on this date. A record completed on March 21, 2020, will still be accessible until March 21, 2025, following which it will also face deletion.

The purpose of this policy is twofold: to comply with federal data management guidelines and to remove outdated documentation that is no longer required by law. While routine in nature, the immediate challenge for H-1B visa holders and employers lies in ensuring that records crucial for compliance with labor and immigration laws are not lost in the process.

Programs and Records Impacted

The FLAG system serves as an online portal for processing applications and documents related to labor certifications and wage determinations. Key programs integrated into the FLAG system face direct impacts due to this deletion mandate. Employers involved in managing these programs must pay especially close attention. These programs include:

Prevailing Wage Determinations (PWD): These decisions are central to wage compliance under programs like the H-1B visa, ensuring wages meet federally mandated standards based on labor market conditions.
Permanent Labor Certification Applications (PERM): A crucial requirement for employers seeking to hire foreign workers on a permanent basis.
Temporary Labor Certification Applications: This affects visas facilitating temporary work arrangements, such as H-2A for agricultural jobs, H-2B for non-agricultural roles, and CW-1 visas for workers in the Commonwealth of the Northern Mariana Islands.
Labor Condition Applications (LCA): These required forms, which apply to H-1B, H-1B1, and E-3 visas, offer evidence of compliance with working conditions and wage levels for foreign workers.

Each of these datasets holds significant regulatory importance. Losing such documents could undermine an employer’s ability to demonstrate compliance during routine audits or investigations by the U.S. Department of Labor (DOL).

The Government’s Warning and Immediate Solutions

The U.S. government’s warning about permanent document removal emphasizes urgency. After today’s deadline, all impacted records will become irretrievable. Employers, legal representatives, and H-1B visa holders should take immediate action to download and store essential documentation safely.

Steps to Prevent Data Loss:

Audit and Review Accounts: Employers using the FLAG system need to log in promptly, review all stored records, and identify those finalized on or before March 20, 2020.
Download Critical Documents: Any flagged records must be downloaded immediately. This includes Labor Condition Applications, Prevailing Wage Determinations, and other key documents tied to visa applications or labor certifications.
Organize and Archive Files: After downloading, these records should be securely archived. Creating multiple digital backups and a physical storage option can further protect against accidental loss.
Seek Expert Legal Advice: Employers uncertain about their compliance responsibilities should consult legal counsel specializing in labor and immigration law. They can provide tailored strategies for maintaining compliance under U.S. immigration regulations.

Importance of Record Retention in Immigration Processes

Record retention is more than just an administrative duty; it is a legal obligation for employers managing foreign workers under the H-1B visa program. The FLAG system is a significant source of digital documentation. Employers must retain specific types of documents for their legal defense during audits or inquiries by government agencies.

Critical Records to Retain:

Certified Labor Condition Applications (LCAs): Proof of compliance with prevailing wage requirements and terms of employment for the H-1B visa holder.
Prevailing Wage Data: Essential for demonstrating that the wage offered meets or exceeds established benchmarks in the labor market.
Wage and Payroll Records: Documents reflecting actual wages paid and wage compliance for H-1B workers must be retained for at least three years.
Notices to Employees: Employers must maintain evidence that they complied with public notice requirements in the LCA process.

Failing to maintain these records could result in regulatory violations, exposing employers and H-1B visa holders to significant legal and administrative risk.

Potential Consequences of Inaction

Failure to act before today’s deadline could have severe ramifications for employers and H-1B visa holders alike. Losing essential records exposes businesses to compliance risks, hinders operational efficiency, and increases legal vulnerability.

Key Risks Include:

Regulatory Penalties: Employers relying on outdated records for inspections or audits may be penalized for failing to meet DOL requirements. Non-compliance could result in fines or disqualification from participating in foreign labor programs.
Operational Delays: Missing documentation can stall visa renewals, amendments, or new sponsorships, disrupting workforce planning and business operations.
Legal and Financial Implications: Employers unable to provide the required documentation may face lawsuits or financial losses if found guilty of violating labor laws.

The loss of data also puts H-1B visa holders in a precarious position, especially when applying for extensions, transfers, or green cards based on employment history.

Compliance Alignment with NARA Standards

This policy reflects broader federal frameworks governing public record management. The NARA Records Schedule mandates clear retention timelines for documents deemed “temporary” versus “permanent.” While this helps streamline government record management, it leaves little room for employers to retrieve old data once deletion takes effect.

Employers must recognize the long-term implications of these policies and proactively establish practices to store and manage their FLAG system data externally. By doing so, they align with the overarching principles of compliance while safeguarding essential documentation for future needs.

Looking Forward: Strengthening Record Management Practices

Today’s deadline highlights the pressing need for employers to elevate the importance of proactive document management. Establishing best practices for record retention can help employers protect themselves against regulatory risks while ensuring operational continuity in future visa or labor-related matters.

Key practices to consider:
– Regular Audits: Periodically review FLAG system records to ensure compliance with retention timelines and identify files that require downloading.

Data Backup Systems: Invest in secure digital systems for archiving critical documentation both online and offline.
Employee Training: Equip HR and administrative teams with knowledge on immigration compliance and documentation retention procedures.
Work With Experts: Consult with legal advisors to develop a comprehensive compliance framework customized for your organization.

As VisaVerge.com emphasizes, the cost of inaction today could manifest as operational, legal, or financial challenges down the road. Implementing strong systems is not just a mitigation tactic but a safeguard for sustained compliance.

Conclusion

The U.S. Department of Labor’s warning to employers regarding the FLAG system deletion deadline is clear: failure to act could result in the permanent loss of records critical to compliance with U.S. immigration regulations. For businesses managing H-1B visa holders and other foreign workforce programs, today’s deadline underscores the need to prioritize documentation retention and compliance strategies.

Employers have until the end of the day, March 25, 2025, to act. By downloading and archiving essential records, consulting legal professionals, and adopting long-term best practices, businesses can not only meet these immediate requirements but also safeguard their operations against future risks.

For further official guidance on the FLAG system and federal labor certifications, visit the U.S. Department of Labor’s Employment and Training Administration page.

Learn Today

H-1B Visa → A U.S. visa allowing employers to hire foreign workers in specialty occupations requiring specialized knowledge and degrees.
Foreign Labor Application Gateway (FLAG) → An online system processing applications for labor certifications and wage determinations supporting U.S. immigration and employment compliance.
Prevailing Wage Determinations (PWD) → Decisions ensuring wages offered to foreign workers meet federally defined standards based on local labor market conditions.
Labor Condition Application (LCA) → A required document for employers hiring foreign workers, proving compliance with wage levels and working conditions.
National Archives and Records Administration (NARA) → A U.S. agency that mandates retention periods and guidelines for managing government-related public and employer records.

This Article in a Nutshell

Act Now: FLAG System Record Deadline Looms

March 25, 2025: Employers must download critical FLAG system records today to avoid permanent deletion. Impacting H-1B compliance, missing documentation risks audits, penalties, and visa complications. Secure Labor Condition Applications and Prevailing Wage data immediately. Proactive action ensures regulatory readiness and safeguards operations. Time’s up—archive now to stay compliant!