TIPS on Email and Document Management (or how to avoid disasters)

[thisisauser]

Over time I've seen quite a few occasions where applicants on this forum have:

• Lost original documents such as passport and have no photocopies
• Lost important CIC emails by deleting them or lost access to their email account altogether

It is very easy to avoid or reduce the adverse consequences of the above. Here are some tips:

Backup or Secondary Email Account

• I recommend Gmail. It's free, cheap, has large capacity and most secure option out there.
• Every time you receive an email from CIC forward it to your backup email account
• Every time you send an email to CIC, forward a copy to your backup email account

Managing Documents

• Invest in a scanner. It's well worth the money. Go for a multi-function inkjet since those are subsidized because of high ink costs. Then only use the scan function.
• Scan a high-res grayscale copy (300dpi or above) of all your important documents including:
  • Passport
  • Study and Work permits
  • Drivers License, ID cards, SIN card/number
  • Employment contracts, reference letters, ROEs
  • Birth certificates, Marriage certificates, Police certificates, School records, professional certificates
  • Payslips, do it bi-weekly or monthly so it doesn't take too much time due to accumulation
  • Tax records, NOAs, NORAs, T4s, T5s
  • Travel records, tickets, hotel bookings
• Store all the files, at least two copies in two different places. Organize them in folders and name files appropriately.
• It is important to keep redundant copies in different locations. If you get robbed or your house burns down and you have only one copy or two copies in your house, then you will lose both.
• Secondary location for backups could be online service such as Dropbox or even a USB flash drive you store in a safe deposit box in your bank, also a worthy investment. Keep it updated regularly.

These are not specifically CEC or immigration related for that matter; just common sense practice for life.

PS: Add the following to your contact list for email account(s) to avoid spam issues:

• cpc-ctd-ottawa @ cic.gc.ca
• cppo-cost-recovery @ cic.gc.ca
• ATIP-AIPRP @ cic.gc.ca

 

[theboss]

Adding to the above for Secondary location - Google drive(if you have gmail account you can use this with the same id) is very good for uploading big data together.