Frequently Asked Questions About GCMS Notes
Find answers to common questions about GCMS notes, IRCC immigration records, CBSA and CSIS notes, processing times, visa refusals, and ordering your Canadian immigration records through GET GCMS.
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What are GCMS Notes?
GCMS stands for Global Case Management System, the system used by Immigration, Refugees and Citizenship Canada (IRCC) to process and manage Canadian immigration and citizenship applications.
GCMS notes can provide a detailed view of information recorded in relation to your immigration application, including available processing information, assessments, correspondence, and notes entered by immigration officers reviewing your file.
Applicants commonly request GCMS notes to better understand the status of an application, investigate processing delays, review available officer comments, or obtain additional information following a visa or immigration refusal.
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Why should I request my GCMS Notes?
Applicants commonly request GCMS notes to better understand the status of an application, investigate processing delays, review available officer comments, or obtain additional information following a visa or immigration refusal. -
What information is included in GCMS Notes?
GCMS notes may contain information recorded in connection with your Canadian immigration application, including:
- Application and file information
- Processing history and status information
- Immigration officer notes and comments
- Eligibility and other available assessments
- Correspondence relating to your application
- Information about documents submitted
- Available information about the review and processing of your file
The exact information included will depend on your application, the records held by the government department, and the information released in response to the request. To see how the GCMS notes look like, check our detailed blog page.
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How long does it take to get GCMS Notes?
The timeline for IRCC, CBSA and CSIS to release the GCMS notes, CBSA notes, and CSIS notes is mandated by law, and is 30 calendar days.
Where access to a record is requested under this Part, the head of the government institution to which the request is made shall, subject to sections 8 and 9, within 30 days after the request is received.
Where access to personal information is requested under subsection 12(1), the head of the government institution to which the request is made shall, subject to section 15, within thirty days after the request is received.
Processing can take longer depending on the request, workload, consultations, extensions permitted by law, and other circumstances. GCMS notes therefore should not be expected on a guaranteed date.
If GET GCMS receives notification that additional time is required to process your request, we will inform you. For more information, check our detailed blog page.
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When are GCMS Notes generated?
The date on which GCMS records are generated or extracted may vary. Because your immigration application may continue to be processed while an access request is pending, the information contained in the records reflects the file as captured for the request rather than necessarily representing activity occurring after the records were generated. -
Can I expedite a GCMS Notes request?
Generally, there is no standard expedited option that guarantees faster processing of a GCMS notes request. GET GCMS processes completed customer orders promptly and sends records to customers promptly after they are received. However, the time taken by IRCC, CBSA, CSIS, or another government department to respond to a request is outside our control. -
Does requesting GCMS Notes delay my immigration application?
Requesting access to your GCMS records is separate from the processing and decision-making for your underlying immigration application. Requesting your records does not, by itself, change the merits of your immigration application or provide preferential processing. GCMS notes can, however, provide useful information about your file that may help you better understand its status, available officer notes, or concerns recorded during processing. -
Can I request GCMS Notes more than once?
Yes. Applicants may choose to request updated records at different stages of an immigration application, particularly when an application has been processing for an extended period or circumstances have changed since an earlier request. Each request represents the records available and released in connection with that particular request. -
Can I request GCMS Notes if I am outside Canada?
Yes. GET GCMS assists applicants located across the globe in requesting GCMS notes for immigration, visa and citizenship applications. The entire process is done electronically and can be done from anywhere across the globe. After placing your order, you will provide the required application information and complete the appropriate consent documentation so that your request can be prepared and submitted. -
What happens if my GCMS request takes longer than expected?
In some cases, IRCC, CBSA, CSIS, or another government department may require additional time to process a request. Delays may occur because of the nature or volume of records requested, required consultations, workload, or an extension permitted under applicable access-to-information legislation.
If we receive information concerning an extension or delay affecting your request, we will notify you and provide available information regarding the status of the request.
In some cases delays could be administrative. In such cases, apart from following up with the federal agency, GET GCMS will also file a complaint with the Office of the Information Commissioner pursuant to section 30 of the Access to Information Act. The Office of the Information Commissioner is responsible for investigating such complaints.
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How does GET GCMS protect my personal information?
GET GCMS takes the security and privacy of customer information seriously.
GET GCMS operates through 12864029 Canada Inc. and uses secure systems for handling customer information, payments, and documents. Personal information provided in connection with a request is handled in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canadian law relating to data privacy.
Payments and sensitive information are transmitted using appropriate security measures, and customer information is used for purposes connected with providing the requested service.
For additional information, please review our Privacy Policy information.
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Can GCMS Notes help if my Canadian visa application is taking too long?
GCMS notes may provide additional information about the processing history of an application and available notes or assessments recorded by immigration officers. If your application has been processing significantly longer than expected, reviewing your GCMS notes may help you better understand what has occurred on the file. If you require legal advice about a delayed immigration application, you may also choose to have your circumstances and available records reviewed by an immigration lawyer. -
How else can GCMS Notes help me?
GCMS notes can be useful for more than checking your application status.
Review the Handling of Your Application
Your records may help you review information submitted in connection with your application and better understand how the file has been processed.
Prepare for an Interview or Additional Document Request
Available officer notes and assessments may provide useful context about issues or concerns identified during processing. This information may help you better understand your file before an interview or when considering how to respond to a request for additional information.
Understand a Visa or Immigration Refusal
If your Canadian visa, study permit, work permit, permanent residence, or other immigration application has been refused, GCMS notes may contain officer notes or assessments that provide additional information about the decision. Understanding the information recorded on the file may be useful when considering whether to reapply or seek professional legal advice to challenge the refusal.
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Can GCMS Notes tell me why my Visa was refused?
GCMS notes may contain officer comments and assessments that provide additional information about the reasons or concerns associated with a refused Canadian immigration or visa application.
The amount and type of information available varies from case to case.
Applicants often request GCMS notes following a refusal to better understand their immigration or visa file before deciding whether to reapply, address identified concerns, or seek professional legal advice. To see how the GCMS notes look like, check our detailed blog page.
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What are CBSA and CSIS Notes?
CBSA notes are records requested from the Canada Border Services Agency, while CSIS records are requested from the Canadian Security Intelligence Service.
These agencies may hold information relating to aspects of a Canadian immigration application, border history, or security screening. Security screening is a two-step sequential process (CSIS first, then CBSA). Obtaining notes from CBSA and CSIS will assist you in knowing which agency is processing your security screening. To read more about how security screening is done and the security screening manual, please visit our blog post on security screening.
The information available depends on the records held by each agency and what information can legally be released.
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How long do CBSA or CSIS requests take?
Processing times for CBSA and CSIS are mandated by law, just like the GCMS notes from IRCC. CBSA and CSIS are obligated to release the records within 30 calendar days. Although some requests may be completed within the standard statutory response period, additional processing time or extensions may be required for others. The processing times displayed by GET GCMS are estimates and should not be considered guaranteed delivery dates. -
What is the difference between IRCC GCMS Notes, CBSA Notes and CSIS Records?
IRCC, CBSA, and CSIS are different Canadian government organizations and may hold different records relating to an immigration application.
IRCC GCMS notes generally provide information relating to the processing of your immigration, visa or citizenship application within IRCC's systems.
CBSA records contain immigration-processing information held by CBSA and may also include security screening details as well as certain border or travel-related records.
CSIS records may contain information held by CSIS relating to matters within that agency's responsibilities, including available information associated with security screening.
The information disclosed will depend on the particular request and what each organization is permitted to release.
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Should I request IRCC, CBSA or CSIS Records?
The appropriate records depend on what you are trying to learn.
If you primarily want to review the processing history and available officer notes associated with your Canadian immigration application, IRCC GCMS notes are generally the most relevant starting point.
CBSA or CSIS records may be appropriate when you are seeking information held specifically by those agencies, including certain border, travel, or security-screening information. GET GCMS also offers options for requesting records from multiple departments.
For help choosing an option, see Which GCMS Notes Should I Order?
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I made a payment, but nothing happened. What should I do?
If your payment was successful, you should receive a payment receipt by email. After payment, you should be directed to the information form required to continue your GCMS request. If this does not happen, log in to your GET GCMS account and open your order history. You should see an option to complete the required information for your order. After submitting your information, follow the instructions provided to complete the required consent documentation. If you still cannot continue your order, contact GET GCMS and include your payment ID so that our team can assist you. -
I submitted my information but haven't received an email. What should I do?
After successfully completing the information form, you should receive an email containing further instructions. Please check your spam or junk folder if the message does not appear in your inbox. If you still have not received the email, contact GET GCMS so that our team can review your order and assist you. -
The information on my consent form is incorrect. How do I change it?
The information entered into the information form is used to prepare your consent documentation. If you notice incorrect information on your consent form, do not submit a form containing information you know is incorrect. Contact GET GCMS with the correct information, and our team will assist you with obtaining a corrected form before your request is submitted.