Maintain a dated folder for each person’s identity, official instructions, payments, and intended eligible family members.
Use the roster as an index, not proof
Organize by person first and by stage second. Each employee gets a folder opening with identity and civil documents, meaning passport, birth record, marriage or divorce records and any prior names, followed by the evidence supporting their underlying EB-1 or EB-2 classification, their vetting correspondence, and their own payment receipts. Anything the government sends is filed under the person it names.
A notice, request or confirmation addressed to one employee is evidence about that employee only, and reusing it as proof that a colleague cleared the same stage is the fastest way to create a contradiction in two files at once. Add a dated copy of the official program page and FAQ as they read on the day each step was taken, because the published terms have changed and an internal summary written months earlier is not a record of what applied. Where the company pays, keep the invoice, the internal approval and the remittance in the corporate record, and keep only the receipt naming the applicant in that person's file.
Two facts shape what the rest of the folder must prove. This is not a visa category on its own, so the evidence still has to carry the underlying EB-1 or EB-2 classification, that person's admissibility, and visa availability. And the money is a nonrefundable contribution the applicant makes to the U.S.
government, alongside a separate processing fee, rather than an at-risk EB-5 investment, so a receipt evidences a payment made and never an interest acquired or a benefit granted. Store civil and financial documents securely, and let a dated index point to the underlying records rather than stand in for them. A U.S.-licensed immigration lawyer should review each assembled file before submission.