CICC client file management: what RCICs must keep
CICC client file management: what RCICs must keep
What goes in a CICC client file
The Client File Management Regulation requires RCICs to open a file when a retainer is signed and maintain:
- Retainer agreement and scope of representation
- Supporting documents (identity, police certs, letters, translations)
- Correspondence with client and IRCC
- Billing records and invoices
- Application drafts and final submitted package
Active vs closed files; 6-year retention
Active and closed files must be stored separately. After closure, retain the complete file for at least six years. Hivi-X helps store organized electronic intake records on Canadian servers — your retention policy and closure workflow remain your responsibility.
Communication logs — what Hivi-X helps with vs what it does not
CICC expects all client communication forms to be recorded. Hivi-X supports consultation documentation via voice notes and self-hosted AI summaries on the checklist. It does not auto-capture WhatsApp, SMS, or email — you log those channels separately.
Structured intake and client-file organization
Structured intake may help firms organize records that support defensible client files — it does not prevent complaints or certify CICC compliance. Checklist-driven intake with timestamped uploads and item-level review gives RCICs a record of what was collected and when. Hivi-X is not CICC-certified or endorsed; it helps you organize files you remain responsible for.
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General information only. Not immigration advice. Hivi-X is document-collection software — not a licensed immigration consultant. Not affiliated with or endorsed by CICC or IRCC. Verify all requirements against current IRCC guidance and each client's profile.
Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.
Frequently asked questions
- How long must RCICs keep client files?
- At least six years after file closure under the CICC Client File Management Regulation. Active and closed files must be stored separately.
- What documents must be in an RCIC client file?
- Agreements, supporting documents, correspondence, billing records, drafts, and submitted applications. Scope depends on engagement type.
- Can document collection software help with CICC compliance?
- It can help organize supporting documents and intake records. It does not replace communication logging, trust accounting, or professional judgment about completeness.
Collect complete immigration client files without the chase
Hivi-X helps Ontario RCICs collect passports, police certificates, employer letters, and IRCC forms with reusable checklists, the my-id.ca client portal, self-hosted AI summaries, and exportable PDF packages for your client file archive — alongside your immigration CRM.
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