Clients assess how professional an Agency is by observing how Agents treat them and their information. One way they determine this is by seeing the level of importance Migration Agencies give to maintaining file notes and record keeping.
Clients expect you to pay full attention to what they are saying so that their views and interests are recorded correctly in file notes.
Migration Agents who maintain proper records of all communications with their clients will always have a clear understanding of the cases of their clients. They don’t need to ask their clients to describe their cases again and again.
But apart from clients, Agencies also have to convince the officials at MARA (Migration Agents Registration Authority of Australia) about their professionalism by maintaining proper records of all communications related to an application.
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The Department of Immigration and Border Protection of the Australian Government has issued a Code of Conduct for Registered Migration Agents, whose implementation is overseen by the MARA.
As per the code of conduct, it is compulsory for all Agents to maintain File Notes, the detailed records of all communications with clients.
Part 6 of the MIGRATION AGENTS REGULATIONS 1998 – SCHEDULE 2, which is about Record Keeping and Management, states that all registered migration agents must maintain proper records that can be made available for inspection on request by the Authority.
In addition, the code also makes it mandatory for all registered migration agents to keep the records mentioned above for a period of 7 years after the date of the last action on the file for a client.
It is clear that every bit of communication exchanged between a client and a migration agent is a valuable piece of information that Agents may have to refer to at any stage of the visa application process.
Agentcis makes NOTE taking and retrieving when required as simple as it can be.
With a section within a Client Profile page dedicated to Notes, there is no chance Agents will ever miss out on any vital piece of information on clients.
It also eliminates the need to create or open separate files each time you have a serious discussion with your clients. Additional files only add to the complexity and confusion.
Using this cloud-based software, Migration Agents can take extensive file notes based on all verbal discussions with clients.
To make client information management even simpler, Agentcis allows you to record and retrieve notes online. The File Notes feature makes Agentcis a FULLY RELIABLE platform, where information once entered will never be lost!