According to section 314(1) of the Migration Act 1958, a registered agent must act in accordance to the prescribed Code of Conduct. The code comprises of several provisions related to migration procedure of a client like conduct of agent, procedures to be followed by him, procedures to maintain the documents and records. For maintaining of important records and documents, it is necessary for every agent to create a file where such records and documents can be stored safely and can be accessed as and when needed. The Code of Conduct does prescribe for any particular method to be chosen for client management. The agent is free to choose any method convenient to him. However such method must comply with the Code.
For every client, a separate client file is be maintained by the agent. Before that the agent must necessarily structure the file because it will help him to access the records and documents conveniently. In case the agent is sick or not well, he may give the client file to another agent. That new agent must be able to go through it easily and understand the nature of the case by giving only one glance. Thus proper file management is very essential such that everything can be understood without giving much effort.
Such file management can be done in electronic form or physical form. Physical form means maintaining a hard board file containing records and documents in hard copy, properly numbered and labeled. Some legal practitioners and some migration agents maintain manila folder file where they keep all the hardcopies of the documents given by the clients. They also print or make photocopies of those documents given by the stakeholders also. all those documents are chronologically or alphabetically arranged in the folder. Again some agents or firms do not photocopy or print the documents; they just scan those documents and upload them in the electronic filing system. However, in today’s world, maintaining soft copies in any electronic method is very useful and convenient. Hence, the second method of scanning and uploading is very popular nowadays. Being a migration agent according to section 287 of the said act, even I prefer to use electronic medium to maintain the client file.
In general, I create an electronic filing system with the name of the client and date in the Google Drive. Other platforms that can be used in this regard are computer hard drive, en external hard drive like pendrive or USB, Microsoft one drive, PebblePad and others. However, I ensure to backup each and every files in any of the above places for extra security.
After creating the file, I structure the file according to my convenience. I create a number of sub folders under the file for categorizing the documents and records. The two main sub folders are named as Prospects and Clients.
In the Prospect sub folder, the details of the potential clients are saved. Potential clients are those who contacts for various enquiries. Their names, contact numbers, email id or any information available to contact with them are saved. Once they become clients in actual, their names are removed from the prospect folder.
Another sub folder created is under the name of Clients. In this folder, all the detailed information of the clients along with other documents is stored in sub folders under client folder. Some of the suggested folders that can be created for convenience are communication, financial documents, departmental documents, submissions, supporting evidence, research as and when needed.
For my present client Jill Naido, as discussed above, I would like to create a folder in the name of the client like ‘Jill Naido’. Here Jill wants to stay in Australia permanently after she finished her masters. As a migration agent, I would suggest her to apply for Post –Study Work Stream of 485visa. Hence all the documents in this regard are to be taken from Jill, scanned and uploaded in the respective sub folders under the main file ‘Jill Naido’.
In the Communication sub folder, I will keep all the correspondence letters/mails communicated between us. Such mails will include mails to and from Jill. Mails from Jill will include his mail making the enquiry of his need. Mails to him will include the mails I sent Jill as confirmation along with copies of Code of Conduct found in schedule 2, Regulation 8 of the Migration Agents Regulations 1998, Migration Act 1958, Australian Citizenship Act 2007 and the Migration Consultants Regulations 1998. Any mails made to and from department of migration are also kept here. Mails to and from stakeholders are not available in this particular case. Any file notes, internal memos if available are to be saved under this folder too.
All financial documents are to stored under the head of ‘Financial Docs’ which comprises of the agreement Jill and me, copy of the receipt given to Jill after his payment, ledger, invoices and statement of services according to the provisions given in Part 7 of the Code of Conduct. The essential documents required for filing for 485 Post Study Work Stream Visa are as follows:
These include the application form, Form 80 for personal particulars for assessment including character assessment for one who is above 16 years of age, Form 47A if the applicant has a child or other dependent family members above 18 years old and Form 956 from a migration agent providing immigration assistance.
These include 2 recent passport sized photographs included in the application, certified copy of the identity details page of each applicant’s passport, certified copy of each applicant’s birth certificate, family registrar etc and evidence of any legal name change if any.
If the applicant is not a citizen of UK, NZ, USA, Canada or Republic of Ireland, then result of an English language test taken within last 3 years is needed for visa application. The tests that are permissible are IELTS, OET, TOEFL, PTE Academic and CAE. Besides this, confirmation of Enrolment for each course completed in Australia along with completion letter, Certificate of Award and Transcript for every course completed here are also to be provided.
Documents showing each applicant has received or applied for a current National Police Certificate issued by the Australian Federal Police must be given. Each applicant must have proper health insurance. In this regard provisions of section 5C of the Act must be followed. Besides this, an applicant must show that they have gone through an appropriate level of Overseas Visitor Health Cover (OVHC) by the time visa is to be granted. In this regard, section 60 of the Migration Act 1958 must be followed.
Documents showing that applicant is not having any outstanding debt to the Australian Govt. must also be submitted for visa application.
In respect of the above-mentioned documents, Jill has to supply with the following to me so that I can proceed with the application. They are:
Other than these, I will be providing with the necessary forms and documents needed for visa applicaton.
I have chosen this the client file management method as it ensures a systematic management of the managing and maintaining all the relevant records relating to the client in such a way that it enables me to access every documents whenever I require the same and it does not take much effort to find the particular document when needed. This method helps me to keep the system relating to office administration more prudent as the same will keep the records and the files relating to the clients in an organised manner. This method helps me to keep all the documents and other instruments that have been provided by the client are kept in an organised manner and the same has been kept with utmost priority and in a secure manner. This method ensures the files relating to a client in such a way that is does not hamper the confidentiality of the client’s information. This method helps to keep the file of the clients in such a secured and private manner that it does not has the chance of being exposed to other clients or other people visiting the office of the migration agent. I have chosen this method because it ensures all the relevant records to be maintained in relation to the client, which can be produced to the authority for inspection when requested.This method has been chosen by the me because requires all the records required to be maintained under this code for a 7-year period calculated from the date on which last action has been taken with respect to the file of a particular client. I have chosen this method because it ensures that the confidentiality of the client is not compromised in any way even after the client has been handed over with the file. This method has been used because it ensures that the confidentiality of the client is not compromised in any way even after the elapsing of the 7-year period.I have chosen this method because it is compliant with all the provisions relating to the same contained in the Migration Act 1958 and the Migration Regulations 1994.
I have chosen the particular structure within your client file as it prioritise the systematic management of the managing and maintaining the records all the relevant records relating to the client in such a way that it enables me to access every documents whenever I require the same and it does not take much effort to find the particular document when needed.This structure requires all the documents and other instruments that has been provided by the client are kept in an organised manner and the same has been kept with utmost priority and in a secure manner. This structure is preferred as it requires all the relevant records to be maintained in relation to the client, which can be produced to the authority for inspection when requested.I have chosen this file structure in this method as it requires the it helps in the maintenance of the confidentiality of all the information that has been provided by the client. I have chosen this structure as it requires the file to contain file notes relating to every oral communication of material or substantive nature that has been made between the agent and the client, the agent and the department relating to the client, and the agent and the relevant statutory authority.I have chosen this method as it requires the file of the client to contain copies of all the communication of written form that are carried out between the agent and the client, the agent and the department relating to the client, and the agent and the relevant statutory authority.I have chosen this structure as it requires all the records required to be maintained under this code for a 7-year period calculated from the date on which last action has been taken with respect to the file of a particular client and ensures the confidentiality of the client even after the elapsing of this 7 year.
The code of conduct provided under the Migration Agents Regulations 1998 requires specific documents relating to the client to be kept for in the file relating to the client. All the relevant records are required to be maintainedin relation to the client, which can be produced to the authority for inspection when requested. In this regard Part 6 of the Code of Conduct has to be referred. This is because this will make the agent conversant about the case he has been handling and he will be compliant with the laws relating to Migration.
References
Mara.Gov.Au(Webpage,2019)https://www.mara.gov.au/media/553229/Code_of_Conduct_April_2017.pdf
The Australian Citizenship Act 2007
The Code of Conduct
The Migration Act 1958
The Migration Agents Regulations 1998
The Migration Consultants Regulations 1998
The Migration Regulations 1994
Essay Writing Service Features
Our Experience
No matter how complex your assignment is, we can find the right professional for your specific task. Contact Essay is an essay writing company that hires only the smartest minds to help you with your projects. Our expertise allows us to provide students with high-quality academic writing, editing & proofreading services.
Free Features
Free revision policy
$10Free bibliography & reference
$8Free title page
$8Free formatting
$8How Our Essay Writing Service Works
First, you will need to complete an order form. It's not difficult but, in case there is anything you find not to be clear, you may always call us so that we can guide you through it. On the order form, you will need to include some basic information concerning your order: subject, topic, number of pages, etc. We also encourage our clients to upload any relevant information or sources that will help.
Complete the order form
Once we have all the information and instructions that we need, we select the most suitable writer for your assignment. While everything seems to be clear, the writer, who has complete knowledge of the subject, may need clarification from you. It is at that point that you would receive a call or email from us.
Writer’s assignment
As soon as the writer has finished, it will be delivered both to the website and to your email address so that you will not miss it. If your deadline is close at hand, we will place a call to you to make sure that you receive the paper on time.
Completing the order and download