University Migration Law: Client File Management System and Compliance

This report delves into the critical aspects of client file management within the framework of migration law. It examines the specific regulations outlined in the Migration Agents Regulations 1998, emphasizing the importance of systematic record-keeping, prudent office administration, and the maintenance of client confidentiality. The report details a chosen file management method, highlighting features such as organized record-keeping, secure storage, and adherence to a seven-year retention period, as mandated by the code of conduct. The selected technique prioritizes easy access to documents, efficient office administration, and ensures the privacy and security of client information, preventing unauthorized access. Furthermore, the report discusses the importance of maintaining detailed records of all communications, both written and oral, and the necessity of complying with the Migration Act 1958 and the Migration Regulations 1994. The chosen method aims to provide a structured and organized approach to file management that ensures compliance with the law and facilitates easy access to all relevant information, saving time and effort in the process. The report also underlines the importance of maintaining client confidentiality even after the file is returned or the seven-year period has elapsed, and ensures that all records are readily available to authorities upon request.

Running head: MIGRATION LAW
Migration Law
Name of the Student
Name of the University
Author Note

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3.
The Migration Agents Regulations 1998 under schedule 2 provides for a set of conduct
that the migration agent needs to carried, which needs to be abided by a migration agent. This
required a proper record keeping and file management. The method of file management that I
have selected has certain features. These features includes:
 Relevant and systematic record keeping.
 Prudent office administration.
 The records are kept in accordance with priority and must be maintain the security
of the same.
 The confidentiality of the information pertaining to the client is maintained.
 The file containing information are kept in such a way that the information is not
available to other clients or people visiting the office of the agent.
 It will contain the records in the files for a period of seven years.
 All oral communications will be kept in a file note.
 All the documents relating to the written communication are also kept in the file.
 All the documents will be handed over to the client after the settlement of the
matter or the elapsing of 7 years.
 Even after the returning of the file the confidentiality will not be breached.
 All receipts, payment s and other financial records are to be kept.
 Compliance with the Migration Law will also be required.
4.
The reason for which I have chosen this particular technique of client file management
method is the fact that it ensures the efficient controlling of the management and the
maintenance of the records pertaining to the clients, which are relevant in a way that

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facilitates an easy access to all the documents that is required by me all the time. This makes
the finding of a file required to be more effortless at the time, when it is needed. The method
assists in the maintenance of the system with respect to the administration of the office to be
more sensible. This is because the system strives to preserve the files and records belonging
to the client in a more structured manner. The method enables me to organise the documents
and instruments that has been provided by the clients in a manner, which ensures priority and
keeps the same secured. The confidentiality of the information that has been contained in
these files belonging to the clients is not compromised under this under this method of client
file management. This client file management method ensures the privacy and the security of
the information pertaining to the clients and eradicates the possibility of those information of
being exposed to other people who might be visiting the office including other clients. This
method enables the maintenance of every record, which are relevant to be preserved with
respect to every client so that these records could be made available to the authority
whenever the authority makes an order to produce the same. This method is also very useful
and efficient as it ensures the maintenance of the records in the files for a period of seven
years as per the requirement provided in the code of conduct. This period of seven years has
been calculated from the date on which the last action has been taken. The choosing of this
method also aids in the maintenance of the confidentiality of the information belonging to the
client even after the elapsing of the seven years period. The method also ensures the
confidentiality of the information of the client not to be compromised even after the returning
of the file to the client after the matter has been settled. This method has been chosen to
ensure the conformity and the compliance of the provisions relating to the file up-keeping and
management as provided under the Migration Regulations 1994 and the Migration Act 1958.
This specific structure has been chosen as this will enable the prioritisation of an organised
management regarding the maintenance of the file in such manner that it will ensure the easy

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access to the file and every document contained within the same. This will save much time
and effort of mine as every time a document is required will be available to me without much
searching to carried out regarding the same. This method will aid the agent to keep the files
of the client in a manner so organised and private secured that the privacy and the
confidentiality of the same will not be compromised. These files will be maintained on the
basis of utmost priority and in a secured manner. The mentioned structure is preferred by me
as it keeps the important and relevant records with respect to the file belonging to the client in
such a manner that it can be produced readily whenever required by the authority and does
not required much time to search the same. This structure needs to be implemented to ensure
that all the records are accordingly maintained to assist the compliance with the code. All the
communication that has been carried out between the agent and the client, client and the
department and the department and the agent with respect to the client in oral form, needs to
be kept in a written form. All such communications whether substantial or material is
required to be kept in the form of file notes within the file of the client. These file note needs
to be kept in the file pertaining to the client and which would make sure the maintenance of
all the relevant information with respect to the matter of the client.
Specific documents pertaining to the client are required by the Migration Agents
Regulations 1998 under the code of conduct to be kept in the file belonging to the client.
Under the code of conduct part 6, this requirement has been provided that will ensure the
transparency between the clients and the agent and make the agent more conversant regarding
the case he is required to handle.

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Reference
The Migration Act 1958
The Migration Agents Regulations 1998
The Migration Regulations 1994