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In our Key Takeaways from AILA Copenhagen series, we share essential tips and updates for immigration attorneys that we learned during our participation in the latest AILA conference, held in October 2024 in Copenhagen, Denmark. This year, one of the standout revelations was the news that USCIS is now scanning 100% of petitions. Below, we break down what this means for your practice and how you can adjust your petition submissions to align with these changes.
USCIS’s New Scanning Protocol: What You Need to Know
USCIS has implemented a comprehensive scanning process that converts all submitted petitions to black and white using Optical Character Recognition (OCR) technology. While this change is designed to streamline processing, it has important implications for how attorneys prepare petitions. Here’s what you need to keep in mind:
No Tabs: Dividers and tabs will not be useful, as they will not translate well in the scanning process. Avoid using them to organize sections of your submissions.
No Highlighting: Any highlighted text will be rendered ineffective as it won’t stand out once converted to black and white.
No Color Printing: Ensure that all documents are printed in black and white. Color printing, including charts or important notes in color, will turn into indistinguishable shades of gray.
Avoid Color Paper: Submitting on color paper should be avoided as it will also convert to shades of gray and can reduce the clarity of your documents.
Considerations for Optical Character Recognition (OCR)
The use of OCR technology means that text must be easily recognizable by scanners. Handwritten notes or annotations may not be accurately captured. Ensure all text is clear, typed, and formatted in a way that makes it easy for OCR to read.
Should You Include Pictures?
Attorneys might want to reconsider the inclusion of pictures in their petitions. Here’s why:
Poor Quality: Due to the black and white scanning process, images will not reproduce clearly, making them less effective in conveying their intended impact.
File Size: Including images can increase the size of the petition files, making them more cumbersome for USCIS to handle and potentially slowing down processing times.
Tips for Streamlining Your Petition Submissions
To adapt to these new USCIS protocols, we recommend the following best practices:
Use Standard Black and White Documents: Ensure all documents are printed in black and white to maintain consistency and clarity once scanned.
Avoid Visual Markers: Remove tabs, color highlights, and color-coded sections. Rely on clear section headers and subheadings for organization.
Simplify Your Attachments: Limit the use of images and visuals unless absolutely necessary. Opt for charts or diagrams that translate well to black and white, ensuring that they remain legible after scanning.
Check OCR Compatibility: Ensure that all text is typewritten and formatted so that OCR can read it accurately. This includes using standard fonts and clear spacing.
Final Thoughts
Understanding USCIS’s new scanning process is vital for immigration attorneys to ensure that their petitions are processed efficiently. By aligning your submissions with these guidelines, you can avoid common pitfalls that could delay processing and maintain the quality of your petitions in the eyes of USCIS.
For more updates and practical tips from AILA Copenhagen and beyond, stay tuned to our Key Takeaways series. Adjusting your petition practices to accommodate these new changes can make all the difference in how smoothly your clients’ cases proceed.
The information provided in this blog is intended solely for informational purposes. While we strive to offer accurate and up-to-date content, it should not be considered legal advice. Immigration laws and regulations are subject to change, and individual circumstances can vary widely. For personalized guidance and legal advice regarding your specific immigration situation, we strongly recommend consulting with a qualified immigration attorney who can provide you with tailored assistance and ensure compliance with current laws and regulations.
Visa Business Plans is led by Marco Scanu, a certified coach from the University of Miami with a globally-based practice coaching Fortune 1000 company executives, entrepreneurs, as well as professionals in four different continents. Mr. Scanu advises clients on turnaround strategies and crisis management.
Mr. Scanu received a bachelor’s degree in Business Administration (Cum Laude) from the University of Florida and an MBA in Management from Bocconi University in Milan, Italy. Mr. Scanu was also a Visiting Scholar at Michigan State University under the prestigious H. Humphrey Fellowship (Fulbright program) with a focus on Entrepreneurship, Venture Capital, and high-growth enterprises.
At present, Mr. Scanu is the managing partner and CEO at Visa Business Plans, a Miami-based boutique consulting firm providing attorneys and investors with business planning services in the areas of U.S. and Canadian immigration, SBA loans, and others.
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