Paper to digital immigration client files for RCICs

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

Should RCICs scan all legacy paper files first?

Not as a blocker. Start with active files and new retainers. Legacy scanning can run by retention or inspection priority. CICC requires a secure, retrievable file — not a one-weekend archive project.

What goes digital first?

Client upload, approve/reject QC, missing-item dashboard, and exportable PDF packages — the highest-chase parts of every new file. Correspondence and billing still have to land in the CICC file even if they never pass through Hivi-X.

Does Hivi-X migrate paper for us?

No. Your team scans or uploads into checklist items going forward. Hivi-X is intake and QC, not a scanning bureau and not a practice-management system.

Can we keep our CRM during transition?

Yes. Hivi-X does not replace immigration CRMs. Export PDFs into your existing record system.

How long must closed files be kept?

The Client File Management Regulation requires retention in a secure and accessible location for a minimum of six years after the file is closed, plus a projected destruction date at closure and a destruction log. Confirm current College text.

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