Internal Notes (GCMS/ATIP)

"Internal notes" within the GCMS (Global Case Management System) or through ATIP (Access to Information and Privacy) relate to the Canadian immigration application processing procedure.

1. GCMS (Global Case Management System):

   • GCMS is a global record management system used by the Government of Canada, including the Canada Border Services Agency (CBSA) and the Department of Immigration, Refugees and Citizenship Canada (IRCC).
   • In GCMS, "internal notes" typically include information, comments, or decisions made by the processing staff regarding a specific file. These notes may include details about the file review process, issues to be resolved, or reasons for the decision to grant or deny the file.

2. ATIP (Access to Information and Privacy):

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

Internal notes within GCMS are typically not publicly available but may be accessed via ATIP requests, depending on privacy and data security regulations.

When Should Internal Notes Be Taken?

Take internal notes in the following cases:

1. When you need to retrieve previous record information.

• When you need information from your past visa application (tourism, study, work, etc.) that you no longer have.
• Retrieving this information ensures consistency in subsequent applications, preventing errors and ensuring honesty in the application process.

2. When Your Canadian Visa Application Is Rejected

• If your Canadian visa application is rejected, you will receive a short rejection letter of approximately 2-3 pages.
• This brief rejection letter is often insufficient to provide a clear understanding of the errors in the application or the review process.
• For a clearer and more accurate understanding, an internal memo—a longer document of approximately 30-60 pages—will provide detailed information about the reasons for rejection, helping to guide the subsequent application.

Internal Note Receipt Time: Approximately 4 weeks or more.

To obtain internal notes, you need:

• Please send your information to info@keyapply.com with the following details:
  • Passport (information page).
  • The rejection letter includes the complete application file number.
  • Fill out form IMM5744E (KeyApply will guide you).
  • If there is a pre-existing internal note, a consultation appointment should be scheduled and the GCMS document emailed to you.

Obtaining internal notes is a crucial step in gaining a better understanding of your application status and how it's being processed by the Canadian immigration authorities. This will help you better prepare and adjust your application for your next submission.