Guide

CICC client file management: what RCICs must keep

CICC requires RCICs to open a client file at retainer signing and maintain agreements, supporting documents, correspondence, billing records, drafts, and submitted applications for at least six years after closure. Hivi-X helps Ontario RCICs organize supporting documents and intake records in one encrypted Canadian-hosted location — it does not replace your obligation to log all communications or maintain trust accounts separately.

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 records throughout the engagement. Supporting documents, correspondence, billing, drafts, and submitted applications belong in the file.

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 still log those channels separately for CICC records.

How structured intake reduces complaint risk

Disorganized files contribute to conduct complaints — 1,211 new CICC conduct cases in 2024–25. Checklist-driven intake with timestamped uploads and item-level review gives RCICs a defensible record of what was collected and when. Hivi-X is not CICC-endorsed; it helps you organize files you remain responsible for.

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FAQ

At least six years after file closure under the CICC Client File Management Regulation. Active and closed files must be stored separately. Consult current CICC guidance for your practice.

Agreements, supporting documents, correspondence, billing records, drafts, and submitted applications. Exact scope depends on engagement type and current regulation.

Electronic files are permitted when retrievable and protected. Hivi-X stores records on Canadian servers with encryption — your firm sets format and backup policy.

It can help organize supporting documents and intake records. It does not replace communication logging, trust accounting, or your professional judgment about file completeness.

Hivi-X does not handle trust accounting or client funds. Client Account Regulation compliance stays in your accounting software and segregated Canadian bank accounts.

Last updated 2026-07-09.

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. Checklists are operational tools for RCICs; verify all requirements against current IRCC guidance and each client's profile.