GCMS (Global Case Management System) notes are essentially all of the notes that CIC will have on your file. Regardless of the type of your application, under the Access To Information Act and Privacy Act. There are lots of people who would do this for $10-50, but in reality, a request costs either $5 administrative fee (under the Access to Information Act), or free (under the Privacy Act).
How to make a request under the Access to Information Act
If you are in Canada:
1. READ THE GUIDE
If you would like to order CAIPS / GCMS notes, see the CIC webpage;
http://www.cic.gc.ca/english/department/atip/index.asp – Access to information and privacy at CIC;
http://www.cic.gc.ca/english/department/atip/requests-personal.asp – How to make a request under the Privacy Act;
2. GATHER DOCUMENTS
2-1. APPLICATION FORM
IMM 5563 (01-2013) E – CIC’s Access to Information and Personal Information Request Form (IMM 5563.pdf)
Check the footer of the pdf file. If you can’t find “IMM 5563 (01-2013) E” on the left side, the procedure of ordering GCMS notes is likely to have been changed.
2-2. SUPPORTING DOCUMENTS YOU NEED TO ATTACH
* Proof that you are living in Canada ; A Copy of you Work Permit, Drivers License, or a recent utility bill (e.g. BC Hydro, Shaw, Telus, or similar) that has your address on it. If you have a mailing address in Canada as your return address, this proof will not be necessary.
* IMM 5744 (11-2012) E (If applicable) – Consent for an Access to Information and Personal Information Request (IMM 5744.pdf); If you are making a request on behalf of someone else, you must include consent to release their information. It is recommended that you include consent for each individual listed in your file over the age of 18.
3. FILL THE IMM 5563
SECTION A – DETAILS OF REQUEST
(1) Privacy Act;
(3) E-mail – It’s the fastest;
(4) Yes/No – If you request the file including information of someone else (your spouse etc), select “No” and tick “Consent included” (you need to submit IMM 5744);
SECTION B – REQUESTER’S INFORMATION
(1) Yes, “Proof included”;
(3) Your family name;
(4) Your given name(s);
(5) Your mailing Address;
(6) Your phone number include area code;
(7) Your E-mail address;
SECTION C – INFORMATION REQUESTED
(1) Your Family name – If your family name is NOT same as SECTION B;
(2) Your Given name(s) – If your family name is NOT same as SECTION B;
(3) Your Date of birth (YYYY-MM-DD);
(4) Select one of below, then, put your file number and/or your local Visa Office in the “File number and/or location:” field;
* “4A) Status of application” – Focuses on your pending application status.
* “4B) Reason for refusal” – Focuses on refusal reason.
* “4C) Electronic files” and “Immigration file : permanent residence” – Whole of the file.
* “4D) Physical files” and “Immigration file : permanent residence” – Many seniors advise to select “Electronic Files” instead;
Note: you CAN’T select “4A)” and “Immigration file : permanent residence” at the same time.
SECTION D – SIGNATURE AND DATE;
Print all pages of your application form.
Read all of the statements in all sections carefully, sign and date in the spaces provided;
4. FILL THE IMM 5744 (If applicable)
Write your name, date of birth, your dependents’ names and your declaration;
Print all pages of your application form(s).
Read all of the statements in all sections carefully, sign and date in the spaces provided.
e.g., Principal applicant and spouse are requesting their GCMS notes. They have 3 dependent children ages 17, 18 and 19 years old. In this case, they have to submit 3 copies of the IMM 5744. One signed by the Applicant and Spouse, and one each for the 18 and 19 year old children;
5. SEND THE DOCUMENTS
You can send your scanned request form and supporting documents (in JPG, TIFF or PDF format) to ATIP-AIPRP@cic.gc.ca.
5-2. REGULAR MAIL
You can send your request by regular mail to the following address ;
Access to Information and Privacy Division
Citizenship and Immigration Canada
6. AFTER APPLYING
Normally, unless you have an extra-large file, you will get GCMS notes in around 30 calendar days. See http://www.cic.gc.ca/english/department/atip/time.asp for exceptions;