RCIC vacation file handoff checklist

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

What should an RCIC prepare before vacation?

Operationally: review missing items, record voice summaries on complex files, export PDF snapshots near submission, grant co-agent access, and tell clients who covers. Separately confirm any College contingency or designation steps that apply to the length and type of absence.

How do voice summaries help handoffs?

Voice notes with self-hosted AI summaries capture consultation context — client concerns, timeline sensitivities, and pending IRCC actions — on the file itself.

Should co-agents get access to all files or only urgent ones?

Firm policy decides. At minimum, cover files with hard deadlines, pending uploads, or submission windows during your absence. Licensees remain responsible for adequate supervision of assistants under the Code of Professional Conduct.

What if a client uploads while the RCIC is away?

A covering co-agent can approve or reject from the dashboard when access is granted. Missing-item status updates on the live file — no need to forward inbox chaos to the vacationing RCIC.

Does PDF export replace the full client file?

No. Export is a snapshot of the document package and checklist status. Continue intake on the live file. Client File Management still expects a coherent, retained file.

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