IFS Record Keeping & Case Management 2 — Questions and Answers
Question 1: Under USCIS regulations, how long must an immigration forms specialist retain copies of completed immigration forms and supporting documents?
- 1 year from case completion
- 3 years from case completion (Correct answer)
- 5 years from case completion
- 10 years from case completion
Correct answer: 3 years from case completion
Best practice and many state laws require immigration consultants to retain case files for at least 3 years after case completion.
Question 2: A client requests their complete case file two years after services ended. What is the appropriate response?
- Decline since the case is closed
- Provide copies for a reasonable fee within a reasonable timeframe (Correct answer)
- Provide originals only if the client signs a release
- Notify USCIS before releasing the file
Correct answer: Provide copies for a reasonable fee within a reasonable timeframe
Clients are entitled to their case files; specialists may charge a reasonable copying fee and must respond within a reasonable timeframe.
Question 3: Which indexing method is most efficient for retrieving immigration case files when a client contacts you with only their alien registration number?
- Alphabetical by last name
- Chronological by filing date
- Numerical by A-Number (Correct answer)
- Categorical by visa type
Correct answer: Numerical by A-Number
Indexing by A-Number allows instant lookup when a client provides their USCIS-assigned alien registration number.
Question 4: What should an immigration forms specialist do when they discover a factual error in a submitted form that the client has since approved?
- Do nothing since the client approved it
- Contact USCIS directly without telling the client
- Notify the client immediately and advise on filing a correction (Correct answer)
- Wait to see if USCIS identifies the error
Correct answer: Notify the client immediately and advise on filing a correction
The specialist must immediately inform the client of the error and advise them to file the appropriate correction with USCIS.
Question 5: Which of the following should be recorded in a case management log for every client interaction?
- The client's social security number only
- Date, summary of interaction, and action items (Correct answer)
- Only actions taken, not discussions
- Client's marital status and income
Correct answer: Date, summary of interaction, and action items
A complete case management log entry includes the date, a summary of what was discussed, and any follow-up action items.
Question 6: A client's priority date becomes current and they ask what to do next. The immigration forms specialist should:
- Begin filing adjustment of status forms immediately without further consultation
- Advise the client to consult an immigration attorney for next steps (Correct answer)
- Tell the client their case is approved
- File Form I-130 on the client's behalf
Correct answer: Advise the client to consult an immigration attorney for next steps
When a priority date becomes current, the legal strategy for next steps (adjustment vs. consular processing) requires an attorney's advice.
Question 7: What is the purpose of maintaining a tickler system in immigration case management?
- To track client payments
- To monitor and alert upcoming deadlines and filing dates (Correct answer)
- To record USCIS fee increases
- To log client complaints
Correct answer: To monitor and alert upcoming deadlines and filing dates
A tickler system proactively alerts the specialist to upcoming deadlines such as response due dates, visa expiration dates, and priority date movement.
IFS Record Keeping & Case Management 2
Under USCIS regulations, how long must an immigration forms specialist retain copies of completed immigration forms and supporting documents?