Signed retainers belong in a different drawer than passport scans

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

Where should signed RCIC retainers be stored?

On the client file. The Code of Professional Conduct requires the licensee to keep a copy of the signed service agreement. The Client File Management Regulation lists the retainer among minimum file contents. A CRM copy is extra — not a substitute.

Should retainers go on the same checklist as IRCC documents?

Use a separate onboarding line or section for the retainer, IMM 5476, and fee records so you do not export billing into an IRCC package. Supporting docs belong on program checklist lines with approve/reject QC.

How long must Ontario RCICs keep signed retainers?

The Client File Management Regulation requires the client file to be retained in a secure, accessible location for a minimum of six years after the file is closed, with a projected destruction date recorded at closure. Confirm current College guidance.

Can Hivi-X store the signed retainer?

Yes — as an onboarding checklist item. Export it with the client-file package. Hivi-X is not a practice-management system and does not set your retention calendar.

What if the retainer is only in email?

That is not a coherent client file. File the signed PDF to the engagement record the day it returns, and keep it distinguishable from the client's original passports and certificates.

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