Duplicate upload QC when clients send the same document three times

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

Why do clients upload the same document multiple times?

They did not see rejection feedback, they sent via chat and portal, or they think more copies mean faster processing.

Should RCICs keep every duplicate in the CICC file?

Keep a clear record of what you relied on. Many firms keep the approved version as authoritative and note that other copies were superseded — confirm retention practice with counsel. Status should show which copy is authoritative for QC.

How does reject/resubmit reduce duplicates?

A specific rejection reason (for example, 'need all pages, month 3 missing') targets one resubmit instead of three identical uploads.

Does Hivi-X auto-delete or merge duplicates?

No. Use approve/reject so only QC-approved submissions count toward completeness on the dashboard. Staff decide what to keep for the file.

Is this immigration advice?

No. Operational guidance only.

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