Internal Notes (GCMS/ATIP)

"Internal notes" in the GCMS (Global Case Management System) or via ATIP (Access to Information and Privacy) relate to the processing of Canadian immigration applications.

1. GCMS (Global Case Management System):

   • GCMS is the global case management system used by the Government of Canada, including the Canada Border Services Agency (CBSA) and Immigration, Refugees and Citizenship Canada (IRCC).
   • In GCMS, "internal notes" typically include information, comments, or decisions made by processing officers regarding a specific file. These notes may include details on the application review process, issues that need to be resolved, or reasons for a decision to approve or refuse an application.

2. ATIP (Access to Information and Privacy):

   • ATIP is a program that allows individuals to access information held by the government of Canada, including information in their immigration records.
   • Through ATIP, a person can request to view the internal notes in their GCMS file. This helps them better understand the status and processing details of their immigration or refugee application.

Internal notes in GCMS are generally not public but can be accessed through an ATIP request, subject to privacy and information security regulations.

When Should You Obtain Internal Notes?

Obtain internal notes in the following cases:

1. When You Need to Retrieve Past Application Information

• When you need information from a previous Tourist, Student, or Work visa application that you no longer have on record.
• Retrieving this information helps ensure that your next application is consistent with previously submitted data, avoiding errors or discrepancies that could lead to claims of misrepresentation.

2. When a Canadian Application is Refused

• In the event that a Canadian application is refused, you will receive a short refusal letter of about 2-3 pages.
• This brief refusal letter is often insufficient to clearly understand the errors in the file or the processing timeline.
• For a clearer and more accurate understanding, the internal notes—a document of about 30-60 pages—will provide detailed information on the reasons for refusal, helping to guide your next application.

Processing Time for Internal Notes: Approximately 4 weeks or more.

To Obtain Internal Notes, You Need to:

• Send information via email to info@keyapply.com including:
  • Passport (biographical page).
  • Refusal letter with full application number.
  • Completed IMM5744E form (KeyApply will provide guidance).
  • If you have obtained internal notes previously, you need to book a consultation and email the GCMS document.

Obtaining internal notes is an important step to better understand the status of your file and how it is being processed by Canadian immigration authorities, thereby helping you better prepare and adjust your application for the next submission.

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